1. Login to your UCSF MyAccess account.
2. Click on the BearBuy link to open the application.
3. Note: You may need to click the Manage Favorites button in UCSF MyAccess to view the complete list of applications.
   

1. In BearBuy, scroll to the bottom of the homepage to find the Meeting & Entertainment Payment Request form (in the Meeting and Entertainment section).
   
2. Click on the form to open it.
   
3. The form opens in your browser window.
   

Read the instructions on the left side of the form and enter all required information on the form indicated with an asterisk (*) on the form.

1. Supplier: Start typing the supplier's name and select it from the list that appears. A stop sign may appear next to the supplier name—you can ignore the stop sign when submitting a payment request. If the supplier name doesn't appear, submit the appropriate Supplier Registration form to [email protected] to request to add a new supplier to BearBuy.
2. Payee: If the Payee Name is different from the Supplier Name, e.g., alternate name or DBA, enter it here.
3. Attachment to Check Required: Select "Yes" only if there is a required document to be mailed with the check. Attach the document to the bottom of the form as an Internal Attachment.
4. Payment Message: Description of payment to be printed on remittance advice. If you have an exceptional case and the check needs to be sent to your department, see FAQs below for details.
5. Remit To Address: After you select the Supplier Name on the form, the remittance address (where the check will be mailed) will populate on the form. If you don't see the correct remittance address, submit the company's IRS W-9, UCSF Substitute W-9, or formal notice on company letterhead referencing the new remittance address to [email protected] to add the address to BearBuy.
6. Type of Payment: From the dropdown, select Advance Payment (Deposit), Regular Payment, or Final Payment.
7. Type of Expense: Check all that apply.
8. Business Purpose: Select an option from the dropdown. If "Other Events and Expenditures" is selected, provide a detailed description and business purpose in the text box.
9. A-21 Allowable: Defines if the cost is directly attributable to a Federal Funding Source.
10. Event Date(s): Enter the event date(s).
11. Number of Participants: Enter the number of participants.
12. Names/List of Participants: Enter the names(s) of official guests, prospective appointee, society, organization, or student group.
    1. If there are more than 25 participants, attach a listing of participant names and their titles. Enter, "please see attached" in the text box.
    2. If impractical to list each guest based on the open nature of the event, a list of attendees is not needed. Enter "N/A" in the text box. Attach documentation such as an event flyer showing the details of the event.
    3. When paying a deposit and the attendee/guest list is not ready, enter "TBD" in the text box.
13. Host Name: Enter the name of the host. If no host, enter N/A.
14. Amount: Enter the dollar amount to be paid for this payment only (do not include amounts to be paid as part of a future payment).
15. Attachments: Attach the relevant documentation depending on whether you are requesting payment of a deposit or final invoice. Note: Do not include sensitive information, such as Social Security Numbers or Bank Accounts, on any supporting documents.
    1. For advance payments/deposits, attach a copy of the deposit invoice or vendor memo.
    2. For final payment, attach a copy of the final invoice with a detailed breakdown of expenses (including food, beverage, tax, gratuity, delivery charges, any deposits paid, and the final balance due), as well as a signed Supplemental Form (only if exceptional approval is needed), and a list of attendees and their titles (not required if you've entered the names and titles on the form or a list is impractical due to the open nature of the event).
16. When finished, select the Add And Go To Cart button located at the top of the form (or select "Add to new Cart" from the dropdown).
    

1. After adding the form to your cart, assign the cart to your department’s Requester.
2. The Requester completes the checkout process and submits the requisition.
3. After the requisition is submitted, it will route to your department’s Meeting & Entertainment Approver for approval.
4. Once the requisition is fully approved, a purchase order (PO) and voucher will be generated in BearBuy for internal UCSF use only. The PO will not be sent to the supplier. Do not give the PO Number to the supplier; the supplier should not submit the invoice through Transcepta.
5. Finally, the voucher will route to UCSF Accounts Payable for review/approval. Accounts Payable will review the request for policy compliance before payment is issued to the supplier.

Please refer to the Payment Status training webpage.

The best practice is to avoid rush payments and submit requests in advance to allow adequate time for processing payment. However, if you have an extraordinary business need for rush payments please follow the steps below.

1. First, complete the Meeting & Entertainment Payment Request form in BearBuy and assign your cart to your department's Requester.
2. Then, review the workflow on the requisition in BearBuy to ensure the request is approved by your department's approver(s).
3. Finally, open a ticket with SCM Response Team to request rush processing of the voucher. Provide a business justification for the rush payment.

No, submit each invoice or vendor memo as a separate cart in BearBuy to ensure proper processing of each payment.

Typically, the deposit would be paid before the event, and the final payment would be paid after the event. However, you will need to work with the vendor to find out the required payment dates for your particular event.

No, submit each invoice or vendor memo as a separate cart in BearBuy to ensure proper processing of each payment.

Typically, exceptional approval is only required when exceptional expenses apply and you are requesting to pay the final invoice. When exceptional approval is required, attach a signed Supplemental Form to your Meeting & Entertainment Payment Request form in BearBuy.

If a deposit is required, complete the Meeting & Entertainment Payment Request form, explain that this amount is a deposit, complete as much of the form as possible (you will not have a list of attendees before the meeting), attach supporting documentation (invoice or vendor memo), and submit the request in BearBuy.

Later, you will need to submit a final “closing and reconciliation” Meeting & Entertainment Payment Request form.

For the final payment, submit a Meeting & Entertainment Payment Request form in BearBuy. Attach a detailed invoice showing a breakdown of all expenses (including food, beverage, tax, gratuity, service and delivery charges, any deposit paid, and the final balance due), as well as a signed Supplemental Form (only if exceptional approval is needed), and the attendee list (not required if you've entered the names and titles on the form or a list is impractical due to the open nature of the event).

No.

Payment should be sent electronically directly to the supplier. Most suppliers are paid using electronic payment methods that are faster than check payment. Suppliers can sign up for ACH or Payment Plus electronic payment. However, if you have an exceptional case and the check needs to be sent to your department, enter the recipient's name and campus box number in the Payment Message field on the form (e.g., Send check to Bill Smith, Box 9999). Provide a business reason why you need the check sent to you in the Business Purpose field of the form.

Read more about Card Programs to learn what types of purchases are allowable on a P-card or Corporate Travel Card.

No, invoices related to a Meeting & Entertainment Payment Request should not be submitted through Transcepta. Read more about Transcepta Exclusions.