Overview
Guidance on procuring covered services.
Covered Service Policy
University of California Regent policy (Regents Policy 5402) mandates that all covered services be delivered by internal employees. Rather than contracting and procuring a covered service, you should contact the units below to inquire about services.
What is a Covered Service?
Generally, a covered service is any service typically done by AFSCME employees at UCSF or any other UC Campus. This covers a broad range of services at UCSF, including but not limited to:
- Janitorial and Cleaning Services
- General Labor, such as moving services
- Valet Parking attendants
- Laboratory Technicians
- Full-Service Catering
- Note: Catering dropped off with no on-campus service is not considered a covered service.
For additional details on whether your service is a covered service, please contact [email protected].
Exceptions
Sometimes, UCSF departments need services covered by the policy, but campus resources aren’t available. In these rare cases, UCSF Human Resources (HR) can approve exceptions.
To request an exception, please send an email to [email protected]. Your exception should detail why your department cannot comply with the policy, what efforts were made to use UCSF resources, and why outside services are needed. You must receive exceptional approval from HR before submitting a requisition in BearBuy for the covered service.
Submitting a Bearbuy Request for a Covered Service
Once you have obtained an approved Covered Service Exception Form from HR, please follow the following steps to procure a covered service.
- Choose and complete the correct form: Amount-Based PO, Professional/Personal/Consulting Services, or Meeting & Entertainment form
- Attach the approval: Attach the HR-approved Covered Service Exception to your BearBuy requisition.
- Important: If you skip this step, Supply Chain Management will stop your order and return it to you until you have completed the exception process through HR/Covered Services causing a delay in your request.
- Under the question “Is the service you are procuring a covered service?”, select “CS” to avoid delays in processing.
- Submit your requisition.
Full-Service Catering
For full-service catering (which includes food service labor, setup, cleanup, and active serving on campus — not just food delivery), the same process applies. You must email [email protected] to request approval. Once HR approves your exception, order through America To Go in BearBuy. When you select "Full Service," only approved vendors will be shown to ensure compliance with UC policy.