When registering a new supplier with UCSF, one requirement can sometimes catch suppliers by surprise: providing a current certificate of insurance (COI).  

All UCSF registered suppliers must have up-to-date insurance documentation on file. 

Insurance is a mark of quality for our suppliers, and a COI is more than just another document in the registration process. All UCSF registered suppliers have up-to-date insurance documentation on file. Insurance demonstrates a level of functional maturity that UCSF expects from their business partners.  

Proof of insurance is a necessary protection. A supplier can put our whole institution at risk. UCSF suppliers are required to maintain insurance appropriate to the goods or services they provide and the risks associated with the engagement. From copyrights to physical safety, insurance enables us to partner with confidence. 

Since the launch of Graphite Connect for supplier registration, system administrators have tracked proof of insurance as a stumbling block for suppliers looking to partner with us.  

What can you do to make COI collection smoother?  

Before starting a new supplier registration in Graphite: 

• Tell your supplier about the insurance requirement upfront. Be aware that it is an up-front requirement and communicate to your supplier contact before starting the Graphite process that our COI requirement entails meticulous documentation. Suppliers can find more information on doing business with UCSF on our website. 

• Make sure you are working with the right representative. Make your intended supplier representative (or representatives) aware that they will need access to digital copies of their critical business documents to navigate our supplier registration process. This may be simple if the supplier is an individual; but may involve escalations through the organization to the appropriate document-keeper in some cases. 

• Encourage suppliers to follow all Graphite instructions carefully. Give your contact a heads-up that copies of documents and attestations must be properly posted online. The supplier contact must follow the directions on the Graphite interface to post digital documents and complete all the attestations and steps related to insurance to continue in the registration process.  

• Know there may be an option for suppliers without appropriate coverage. If an intended supplier does not have insurance or appropriate insurance coverage, we offer suppliers the option to purchase UCSF's Campus Connection insurance coverage. For more information on CampusConnexions visit the Risk Management website. 

• And finally, plan for adequate processing time. Emphasize to your supplier that the process will likely take days to complete, and that they will need to be on the look-out for emails and updates in the Graphite system. Their vigilance and commitment will ensure that no time is lost due to communication gaps. 

Setting expectations early can make a significant difference. Before inviting a new supplier to register, make sure they understand that proof of appropriate insurance is an important part of becoming a UCSF supplier partner, and that having their documentation ready can help keep registration moving.