Supply Chain Management (SCM) has created a roles and responsibilities guide for suppliers, departments and SCM staff when submitting and processing invoices. Please refer to the guidance below. If you need further assistance, please contact the SCM Response Team using the link on the right-hand side of this page.
Suppliers
Information/account management
- Prior to providing goods or services to the University:
- Complete and submit the UCSF Substitute W-9 & Supplier Information Form to [email protected]
- Register with Transcepta or check for an existing account. To find out if you have an account, contact [email protected] or call (949) 382-2841.
- Notify Supply Chain Management (SCM) Supplier Registration in a timely manner of changes to:
- Company name (due to merger or acquisition, etc.)
- Banking account information (ACH payment)
- Remittance address (check payment)
Invoice submission & processing
- Submit complete and correct invoices promptly through Transcepta (see exclusions) and not to the UCSF campus department.
- Always reference a UCSF campus purchase order (PO) number on invoices.
- Submit invoices electronically. Mailed invoices will not be accepted or paid.
- Correct any invoice errors in a timely manner (such as acting on Transcepta error notifications).
- Review payment remittance provided by Accounts Payable.
- Perform timely review of remittance notices and reconciling payments on account.
- Reissue a new invoice with the required details for any cancelled invoices.
- Contact the SCM Response Team for any payment discrepancies.
- Provide full banking account information on each invoice for foreign suppliers.
Payment
- Payments will be issued following the payment terms stipulated on the UCSF campus PO.
- Payment discount calculations are based on the receipt date of a correct and complete invoice.
- Payments will not be issued on statements, an invoice must be submitted.
Departments
- Create a purchase order (PO) prior to buying goods or services.
- Provide the supplier with a valid UCSF campus PO number.
- Do not submit invoices on behalf of a supplier unless the invoice needs to be submitted via a payment request form.
- Update existing PO(s) as required.
- Ensure the PO always has sufficient funds to pay future invoices
- Ensure fund source is always up to date/valid on PO
- Contact the supplier for order/invoicing discrepancies.
- Approve invoices for payment in a timely manner.
- Do not pay bank charges or late fees/charges arising from payments unless agreed upon in a contract.
- Encourage suppliers to submit a support ticket for invoicing issues directly with Supply Chain Management.
Supply Chain Management
- Process complete and correct invoices in a timely manner.
- Pay suppliers in accordance with pre-agreed terms after receipt of a correct and complete invoice.
- Provide suppliers with payment remittance.
- Review and research payment status inquiries.
- Communicate any changes to the invoice submission process.
- Provide guidance on issue resolution