Suppliers Must Use Transcepta for Invoicing

Suppliers who receive BearBuy purchase orders are required to submit invoices through Transcepta, the University’s e-invoicing partner. Transcepta helps streamline the invoice processing and facilitate faster payment. More than 7,000 suppliers are now registered to submit invoices through Transcepta. Please continue to ask your suppliers to submit their invoices through Transcepta. Suppliers can sign up at our UCSF Transcepta site if they do not already have a Transcepta account.

Remember to only use the Accounts Payable email addresses for submitting internal UCSF forms such as check request forms, relocation travel expense vouchers, signature cards and certain types of invoices such as subcontract invoices, utility bills, and facility rental invoices with supplemental forms.

If you need Accounts Payable help or have a question about Transcepta, please submit a ticket to the SCM Response Team for assistance.

If suppliers have questions on Transcepta, please have them submit a ticket through the external intake form for assistance.

Buying Goods and Services

To purchase goods or services, create a BearBuy requisition and purchase order (PO) prior to making the purchase. POs help ensure authorization, financial controls and policy compliance. Purchasing of goods or services without using a pre-approved PO is considered unauthorized per UC Policy.

When creating a requisition in BearBuy and a supplier appears with a red stop sign next to its name, this means the supplier is not currently accepting POs. To make a purchase through the supplier, you should either:

• Email [email protected] and request help setting up the supplier for PO acceptance; or,
• Request the supplier to complete the UCSF Substitute W-9 and Supplier Information form including Section 2 and return to [email protected]

After the supplier is set up, SCM will update their profile to remove the stop sign so you can create a BearBuy requisition for PO.

For one-time purchases of low-risk goods and services under $5,000 from a supplier, you may use a procurement card (P-Card), if you have one. Visit Supply Chain Management's P-Card web pages for more information.

Payment Request Form Usage

As a reminder, the Payment Request Form (PRF) can no longer be used for suppliers who will not accept a PO. Invoices for goods and services are no longer accepted and will be returned to the department. Purchase orders (PO) or Procurement Cards should be used for making these purchases.

The PRF can only be used for the following types of payments:

• Cell Phone/Phone Lines
• Donations/Contributions
• Government Fees/Visas
• Guest Lodging
• Honoraria
• Journal Publications
• Memberships
• Postage/Small Package Courier
• Refunds
• Registration Fees
• Student Summer Programs
• Subscriptions
• Utilities

Always use the latest version of the PRF, which is available in the Frequently Used Forms section of the BearBuy homepage. Please do not copy old BearBuy requisitions containing previous versions of the form as they will no longer be accepted or processed.