General SCM Tips & Tricks

Questions? Contact SCM Response Team

Overview

Tips and tricks to navigate supply chain processes.

UCSF does not complete credit applications. In lieu of a credit application, please send the supplier the UCSF Credit Reference Letter. The letter contains all of the standard information that a supplier would require on a credit application. Please never sign a credit application because you likely do not have authority to commit the University to such agreements.

Yes. It’s common for a supplier to require the customer to open an account. Typically, the supplier will ask for your name and shipping address. Other times, the supplier may ask for additional UCSF institutional information, such as the UCSF Tax ID, billing address, or credit references. Please refer below for guidance:

If travelers did not spend all of the cash advance, they are required to return the remaining balance to the University. Learn how to return your remaining cash advance here...

Important note: If an employee does not submit an expense report showing how the advance was spent on travel expenses and/or fails to return any unused cash advance amounts within 120 calendar days of the end of a trip, the University is obligated under Internal Revenue Service regulations to consider such amounts as taxable income to the employee. Travelers who are taxed for travel advances will no longer be allowed to receive any future cash advances.

As a best practice, expenses should be paid by the traveler with out-of-pocket funds and be reimbursed. However, you can reach out to your department and ask about these alternative options: 

  1. Travelers may apply for a corporate travel card, which can be used for lodging, ground transportation, and the traveler’s own meals.  
  2. Departments may use a procurement card to pay registration fees on behalf of the traveler. 
  3. Departments may provide a speedtype for airfare in Connexxus and pay the airline directly. 

After exhausting all of the above alternatives a last option is to request a cash advance.

Cash advances should only be used when necessary for travel-related expenses, not including meeting/entertainment expenses.  

Cash advances have important considerations, implications, and traveler responsibilities. If an employee does not submit an expense report showing how the advance was spent on travel expenses and/or fails to return any unused cash advance amounts within 120 calendar days of the end of a trip, the University is obligated under IRS regulations to consider such amounts as taxable income to the employee. Travelers who are taxed for travel advances will no longer be allowed to receive any future cash advances. 

You can find more information about event planning policy by visiting the Supply Chain Management Meeting and Entertainment Expenses page. During the busy holiday season remember to always plan early with your requests and payments.

When you open a ticket, you'll receive an automated message with your ticket number. You can reply to that message if you'd like to check the status of your ticket. The staff member assigned to your ticket will receive your message. Please don't open additional tickets to check on the status of an existing ticket as this may cause confusion and delay processing times further.

When you open a ticket, you’ll receive an auto-response with your ticket number. If you would like to provide additional details or documentation, simply reply to that email. This will ensure all details are maintained on the ticket, even if the ticket is re-assigned or escalated to a different technician. (Please do not email the technician directly – the information will be left off the ticket and delay our response.)

Submit a ticket to the SCM Response Team – five of our own subject-matter experts who can help you solve issues. You can use one of the following intake forms to receive quick and easy support: