By CT_admin on
September 07, 2018

It is estimated that UCSF stores more than $1 billion in research materials in -80°C Ultra-low Temperature (ULT) freezers (based on the number of units, value of contents and labor to replace those). If a natural disaster strikes that results in a prolonged power outage, these valuable materials – some irreplaceable – are at risk.

In preparation for such an event, it is crucial that UCSF has accurate information about our ULT freezers that includes the number, location and disaster-readiness of each unit. To that end, Research Operations and Supply Chain Management have contracted with MHS and Associates to perform a thorough inventory of UCSF’s ULT freezer fleet.

To make the inventory process as unobtrusive as possible, in September we will schedule meetings with each laboratory on campus to learn your concerns and to make arrangements for the inventory of your ULT freezers.

We welcome your feedback and questions. Please contact: Dean Shehu, Research Commodities Manager, Strategic Sourcing, UCSF Supply Chain Management at or (415) 502-2500.

By CT_admin on
September 07, 2018

Effective August 1, UCSF Finance has consolidated the campus Accounts Payable (AP), Travel and Entertainment, and Supply Chain Management (SCM) functions into one unit. This change was made to create one customer-centered organization, placing all parts of the campus procure-to-pay process under the same leadership for the first time.

Benefits of the new organization include defined, non-overlapping roles within procure-to-pay functions and integrated customer support to provide the highest level of support for both our customers and suppliers. The consolidation of functions aligns and streamlines infrastructure and processes, allowing optimization of procure-to-pay strategies in the future.


Beginning Monday, September 17, all support for Accounts Payable and Travel and Entertainment will be managed by the SCM Accounts Payable Helpdesk. The Controller’s Office Solution Center will continue providing support for Accounts Payable and Travel and Entertainment through Friday, September 14.

Support materials, including job aids, will be available from the SCM website on September 17. The latest versions of forms should be accessed from the new SCM Accounts Payable website (currently under construction). Also please update any bookmarks or web content that may link to AP resources previously located on the Controller’s Office website.

The following is a list of Accounts Payable contacts, effective as of September 17.
PDF of contact information)


(for payment and billing only)

PHONE (415) 502-3331 (415) 502-3331

FAX (415) 920-2503 (415) 920-2503

1855 Folsom St., Suite 425
San Francisco, CA 94103
(for check pickup)

1855 Folsom St., Suite 304
San Francisco, CA 94103

MAILING ADDRESS Box 0812, 1855 Folsom St., Suite 304, San Francisco, CA 9414

*Including MyExpense, travel reimbursement and Connexxus

A physical relocation of AP staff is expected by the end of October. A new location for AP check pickup will be designated at that time. Look to future editions of the Supply Chain Management newsletter and the SCM website for additional details.




As part of the transition, AP will retain the mailing address and fax number previously designated for the Controller’s Office. Effective September 17, the Controller’s Office will begin to use Box 0815 as its primary mailing address. Note the updated Controller’s Office general contact information below.

Controller's Office General Contacts*
PHONE (415) 476-2126
FAX (415) 390-9100
(for courier delivery)

1855 Folsom St., Suite 425
San Francisco, CA 94103


Box 0815, 1855 Folsom St., Suite 425
San Francisco, CA 94143

* The full list of service unit contacts are available on the Controller’s Office website


For general questions about the consolidation of these units, please contact Supply Chain Management at

By CT_admin on
August 06, 2018

Selecting and buying furniture at UCSF just got a lot easier. On August 2, Supply Chain Management and One Workplace (OWP), the University’s primary furniture supplier, launched a new and improved furniture catalog within BearBuy. The new site is intuitive, feature rich and looks great.


To get you started, OWP has created a video on the home page that outlines the site’s advanced functionality. Topics include:

  • Standards for quality, sustainability and ergonomics
  • Arranging site visits
  • Ordering items not in the catalog using quotes
  • Requesting service or repairs
  • The demo program
  • Frequently asked questions

The video also takes you on a tour of the home page, including quote retrieval and order history tables and the site’s menus. You can view your quotes and orders right from the home page and the menus make it easy to find the right products and get any assistance you might need.


When you’re ready to start shopping, just click on the tab for what you’re looking to buy: seating, desks, storage or accessories. You’ll also find a Learn tab that includes information about OWP and Steelcase, as well as information on ergonomics, sustainability and frequently asked questions.


The site's enhanced products pages allow you to easily choose colors and features and features 3D renderings for most products. And if you need guidance on making safe and healthy choices, check out the resources available under the Learn tab. This section includes a chair user guide with tips on which chairs will fit you, as well as additional resources on ergonomics.


This new site is part UCSF's furniture agreement with OWP negotiated and signed last year by SCM. OWP partners with Steelcase as well as more than 300 other suppliers to make sure you have many options. This contract made OWP the preferred supplier and should be your first and only stop when buying furniture. Highlights of that contract include:

  • Improved pricing
  • Dedicated UCSF primary point of contact and project managers
  • Furniture design, planning and specifications assistance
  • Timely ordering, delivery and installation
  • Strategic workplace consulting tools to engage users and align furniture to their needs
  • Equipment pre-approved for ergonomics and sustainability
  • Chair and equipment fitting sessions and demonstrations to ensure proper usage
  • Free chair demos so you can try out before you buy
  • Ergonomic fittings and demonstrations to ensure proper usage
  • Maintenance and warranty assistance services
  • Removal, reuse of existing furniture and disposal that minimizes impact to the environment

Contact Information

  • For questions about products or ordering, contact Melissa Kubit, OWP's primary point of contact for UCSF
  • For questions about the contract, please contact SCM Purchasing Supervisor Christina Morache
  • If you have general questions or comments, please contact
By CT_admin on
May 18, 2018

The University of California has increased the low-value purchasing authorization (LVPA) from $5,000 to $10,000. On Monday, May 21, 2018, the higher LVPA takes effect at UCSF, allowing departments to make BearBuy purchases without Supply Chain Management (SCM) Buyer review of requisitions up to $10,000.

The LVPA change does not apply to restricted purchase types such as (but not limited to) controlled substances, facility rentals, professional services/independent consultants, capital equipment, etc. This change also does not impact payment requests, voucher approvals, change order processes, or Procurement Card (P-Card).

The higher LVPA has multiple benefits for the departments:

  • Departments will be able to execute more of their BearBuy transactions without the extra time and steps needed to route through central procurement.
  • Central procurement and supply chain professionals will have additional capacity to support the department's more strategic procurements and request for proposals (RFPs).

To help departments prepare for the additional responsibility of an increased LVPA, new training resources on UC purchasing policies and procedures are now available on the SCM website:

SCM encourages individuals who use BearBuy to purchase or are involved in the decision making for purchases to review these materials.

If you have questions or comments, please email