Supply Chain Management (SCM) has integrated the Supplemental Form questions and approvals for Facility Rental and Meeting & Entertainment expenses into BearBuy forms.

What’s Changing 

The following BearBuy forms now have new built in sections such as standardized event type selections, per-person meal estimates, etc., to collect the information previously captured on the Supplemental PDF Form: 

• Facility Rental Form
• Meeting and Entertainment Payment Request Form

Requisitions created with these forms and America To Go orders will automatically be routed to the exceptional approver based on information entered on the order. The Facility Rental Form requisitions will now automatically be routed to the Meeting & Entertainment approver for approval.*

For invoices on Facility Rental purchase orders, suppliers will be asked to submit their invoices through Transcepta. Please have your facility rental suppliers submit invoices through Transcepta**. 

What This Means for You 

• No more filling out or including the Supplemental Form with your invoice for Facility Rental POs and Meeting & Entertainment Payment Request Form transactions**. All required M&E details are now captured directly in the BearBuy form you’re already using.
• Keep track of your working attendee list right in BearBuy. Just enter information on the form or attach the working list on the form.
• No more chasing approval signatures on a PDF! Requisitions requiring approvals from the M&E Approver or Exceptional Approver will route to the appropriate person automatically within BearBuy**. 

Updated Guidance and Resources 

SCM has updated our materials on the website to reflect the new process, including updated instructions for Facility Rental and Meeting & Entertainment Payment Request Form. 

If you have questions about how these changes affect your transactions, please submit a ticket to the SCM Response Team.  

These updates will reduce paperwork and facilitate transactions more efficiently. Thank you for your partnership on these improvements.

*For America To Go transactions, only exceptional event types trigger automatic approval routing. Please continue using existing processes, such as the Supplemental Form to obtain approval for all other types of exceptions, including when the meal exceeds per person limits.

Facility Rental requisitions will no longer be routed to the Requisition Approver as they will be routed to the Meeting & Entertainment Approver instead.

**Requisitions submitted before December 5, and any purchase orders already created from those requisitions, will continue to follow the old process. This means departments will need to complete the Supplemental PDF form for those in-progress transactions and email them to SCM with the invoice.  

Only requisitions submitted on or after December 5 will use the new built-in BearBuy fields and no longer require the Supplemental Form.