After-the-Fact Purchase Orders (PO)

The BearBuy Payment Request Form (PRF) is restricted to only those transactions that cannot be purchased using a PO or Procurement Card. All other after-the-fact transactions will be entered as a requisition in BearBuy, with justifications for the purchase, an action plan outlining how this will be avoided in the future, as well as departmental approval signatures.

Amount-Based PO

When buying goods (excluding equipment) or common services based on a dollar amount limit rather than quantity you should use the Amount-Based PO form. Learn how to use it here.

Buying DEA-Controlled Substances

When buying United States Drug Enforcement Administration (DEA)-controlled substances, including Schedules II – V and List I Chemical Precursors, there are certain steps that you will need to take to comply with regulations.

California Partial Sales  and Use Tax Exemption

The California Department of Tax and Fee Administration’s Regulation 1525.4 – Manufacturing and Research and Development Equipment – allows “partial sales and use tax exemption” on certain manufacturing and research and development equipment purchases and leases.

A Partial Exemption Certificate for Manufacturing, Research and Development Equipment (CDTFA-230-M) is required to be completed for every product. A signed form must be attached to your BearBuy cart.

Data Security Appendix

This Data Security and Privacy Appendix is designed to protect the University of California’s (UC) Non-public Information and UC Information Resources. This Appendix describes the data security and privacy obligations of Supplier and its sub-suppliers that connect to UC Information Resources and/or gain access to Non-public Information.

Exporting Goods to a Foreign Country

When buying goods for export to a foreign country, there are certain steps that you will need to take to comply with export controls, customs clearance and sometimes payment to the supplier in a foreign currency. 

Fair Wage/Fair Work

These resources are to help guide Procurement Professionals on the applications and processes related to Fair Wage/ Fair Work and PPACA.

University of California Fair Wage/Fair Work Rates

How to Return Goods

Departments may need to return goods for a variety of reasons. Here are some guidelnes for returning items.

Importing Goods From a Foreign Supplier

When buying imported goods from a foreign supplier, there are certain steps that you will need to take to comply with import regulations, duty waivers, customs clearance and, occasionally, payment to the supplier in a foreign currency.

Independent Contractors

The worksheet attempts to elicit sufficient information upon which an informed decision can be made as to a contractor or employee status. The requesting department will have greater opportunity, and responsibility, to make a case for engaging an individual as a contractor/consultant as opposed to an employee.

Professional Services/Independent Consulting Guidelines

Prevailing Wage

Private construction contractors must follow public works law and pay their workers prevailing wages when working on a project funded by a public entity. Prevailing wages are due, in most instances, if the project costs are more than $1,000, and involves new construction, alteration, demolition, installation, repair and maintenance.

Prevailing Wage Commodities List
Prevailing Wage Rates

Standard Payment Terms

The materials, supplies and/or services furnished by Supplier (together, the “Services”) and covered by the UC Purchase Order (“PO”) and/or other agreement (which, when combined with these Terms and any other documents incorporated by reference, will constitute the “Agreement”) are governed by the terms and conditions set forth herein.

UCOP Health Insurance Portability and Accountability Act of 1996 (HIPAA)

Supply Chain Management HIPAA web page
UCSF HIPAA Business Associates

HIPAA regulations apply to employees, health-care providers, trainees and volunteers at UC medical centers and affiliated health-care sites or programs and employees who work with UC health plans. HIPAA regulations also apply to anyone who provides financial, legal, business or administrative support to UC health-care providers or health plans.