If you would like to see an example of an ideal purchasing process for a team, do check out UBC Orbit's incredible Purchases Flowchart. This flowchart provides a clear visual representation of the communication process between team members, the Finance Lead, faculty advisors, and UBC Applied Science. It serves as a valuable reference for ensuring efficient and effective purchasing procedures.
Planning
Student groups/teams must use & claim University funds for expenses incurred to conduct University/team business, which are reasonable and appropriate.
Pre-approval must be obtained from team captains, leadership, and/or faculty advisor before making the purchase depending on individual student group/team's structure and internal policy.
Any purchases over CAD$3,500 required a purchase order (PO) processed by a UBC employee. Students are expected to consult with the Finance Teams first before making large purchases using personal credit cards.
Facebook Marketplace, while popular for personal transactions, is not the best option for purchasing items for student groups/UBC activities due to several inherent risks and limitations. The platform lacks the formal oversight and buyer protections found in traditional retail environment. This can result in issues such as:
- Receiving damaged or misrepresented items
- Difficulties in obtaining refunds
- The absence of warranties
- Exposure to safety concerns when trading with strangers.
If, after exploring all options, Facebook Marketplace is the only source for the necessary items, students need to obtain pre-approval from the approvers. Once approved, ensure to retain screenshots of the item listings along with proof of payment for reimbursement. Interac e-trasfer will be preferred over cash payment. If cash is the only acceptable payment method, obtain a written receipt from the seller includes seller’s name, contact information, date of the transaction, a description of item purchased, and the amount paid.