America To Go Program Updates

In December 2015, Supply Chain Management (SCM) and the Controller's Office began requiring all on-campus catering orders, both takeout and delivery, be placed through the America To Go (ATG) Punch-out in BearBuy.

As part of this effort, payments for all on-campus catering orders also must be processed through ATG beginning April 7, 2016. The Meeting & Entertainment Payment Request Form (M&E PRF) will no longer be used to pay caterers for on-campus events. Caterers can only be paid for orders after they join ATG.

What is Considered On-Campus Catering?
On-campus catering includes food consumed at any UCSF location in San Francisco for the following event types:

  • Staff events
  • Employee Moral
  • Business meetings
  • Programmatic activity
  • Recruitment
  • On-the-job meals
  • Entertainment
  • Technical meetings

The following can be purchased outside of ATG:

  • Grocery store purchases (use Procurement-card ONLY)
  • Water delivery services
  • Moffitt Catering and Mount Zion Café
  • Events taking place at a non-UCSF location and/or outside the city of San Francisco are considered off-campus and do not require the use of ATG.

Upcoming Deadlines

April 6, 2016
  • Last day to submit non-ATG catering invoices for on-campus events using the BearBuy M&E PRF.
  • M&E PRFs must be complete & RECEIVED (including exceptional approvals if applicable) by the Controller’s Office on or before April 6.  Be sure to allow adequate time for your department approvers to review and approve your M&E PRF before April 6.
  • If M&E PRFs are missing documentation and not completed by the deadline, they will be rejected.
April 7, 2016
  • The M&E PRF can no longer be used to pay on-campus events.
  • All caterers must join ATG to facilitate payment for past orders and to continue doing business with UCSF.
April 15, 2016
  • Caterers will be removed as suppliers in BearBuy.
  • After your caterer joins ATG, you will be notified that your past order can be paid following the ATG Post-Event Process.

New Caterers
Sixty-seven caterers/restaurants are currently available in the ATG Punch-out. A list of all ATG caterers is available on the SCM ATG web page and on the main ATG Punch-out landing page. Caterers will continue to be added to ATG. Newly added caterers are highlighted in blue text.

If you have caterer suggestions, please send your list to [email protected].

Resources
For more information, visit the SCM ATG web page, which includes:

  • An overview of the program and how to get started
  • Videos, presentations, FAQs and quick reference guides

For assistance with using the ATG Punch-out in BearBuy, contact the UCSF IT Service Desk at (415) 514-4100 (Option 2) or [email protected].

For questions regarding the new catering policies, please email [email protected].

July 12, 2016
Topic: 
Purchasing & Procurement
Travel, Entertainment & Reimbursements