BearBuy is the UCSF campus e-Procurement system for purchasing goods and services. It is an online application that automates many aspects of the procurement process including: requisition creation and approval, sending purchase orders to suppliers, invoice approval and payment.

The system is integrated with PeopleSoft (UCSF’s financial system) to facilitate invoice payment, lien management and financial reporting.

Preferred Method

BearBuy is the preferred method to purchase goods and service for these reasons:

  • The searchable, electronic catalogs in BearBuy contain thousands of items that are available to order at UC contract prices. Most catalog orders are fully automated, which is the most efficient purchasing process.
  • You can order goods and services from almost any supplier using BearBuy. If you can’t find what you need in the catalogs or you find a better price elsewhere, use the electronic forms in BearBuy to submit your order with your preferred supplier and pricing.
  • When you place an order in BearBuy, your order (requisition) routes to the appropriate UCSF approvers before being dispatched to the supplier in the form of a purchase order (PO). The PO tells the supplier what you want to order, pricing and other terms of the agreement. POs are required to comply with UC BUS-43 policy because POs ensure proper policy and insurance compliance, authorization, and financial controls.

When NOT to Use BearBuy

If your supplier won’t accept a PO, consider using a UCSF Procurement Card (P-Card) or obtain an invoice from the supplier and submit the invoice for payment using the Payment Request Form in BearBuy.

If you are part of a UCSF Health (Medical Center) department, please consult with UCSF Medical Center Supply Chain for guidance on how to make purchases. Most Medical Center departments do not use BearBuy for purchases at this time.

Who Can Use BearBuy?

Anyone with a UCSF MyAccess account can log into BearBuy and place items in a shopping cart. However, only Requesters can submit orders. If you do not have the Requester role, assign your shopping cart to one of your department’s designated Requesters to submit the order for you. Your department’s Access Administrator can tell you who is a Requester in your department. When you're ready to shop:

  • Log into your UCSF MyAccess account.
  • Click on the “BearBuy” link to open the application

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