Campus Department Guide to Supplier Registration with Graphite Connect

UCSF has launched Graphite Connect, a supplier onboarding tool that replaces supplier forms and email-based supplier data collection. Graphite Connect is a secure, self-service platform that allows suppliers to enter and maintain their own supplier data.  

Effective February 26, 2026, all new suppliers providing goods and/or services (PO-based) to UCSF must self-register through Graphite Connect after receiving an invitation from a UCSF department. 

• Eliminates supplier forms and streamlines supplier registration
• Improves data accuracy and compliance
• Provides real-time visibility into onboarding status
• Built-in verification and robust security features to help reduce risk of fraud

• Old Process: Departments sent forms to suppliers, collected completed documentation and submitted to Supplier Registration.
• New Process: Departments initiate an invitation to the supplier in Graphite Connect requesting them to self-register. Suppliers receive the invitation and complete their own registration in Graphite Connect.

Graphite Connect is used for registering new suppliers that provide goods and/or services to UCSF. Suppliers used for transactions that do not require a Purchase Order will continue to use forms to manage supplier data.

Graphite Connect is not used to register suppliers for:

• Payment-only activity where a Purchase Order is not required
• BearBuy Payment Request Form Activity Types including utilities, government fees/visas, memberships or subscriptions, honoraria and Community Partner Payments
• Payment to research subjects, patient refunds or petty cash
• Subcontracts/subawards

If you are unsure whether a supplier should be invited to onboard through Graphite Connect, contact Supplier Registration before initiating an invitation.

• Completing the New Supplier Justification (NSJ), which initiates the supplier invitation process
• Ensuring the correct supplier contact is identified on the Graphite NSJ
• Monitoring the supplier onboarding progress in Graphite Connect
• Follow up with the supplier as needed to complete the onboarding questionnaire in Graphite Connect  

Departments must search for the supplier in BearBuy prior to submitting a New Supplier Justification (NSJ) in Graphite Connect. Step-by-step instructions and guidance on interpreting search results can be found here.

Step 1: Complete the New Supplier Justification (NSJ) and Initiate the Invitation

• Log into Graphite Connect via MyAccess. (NOTE: Graphite Connect will not be accessible in MyAccess until February 26.)
• Complete the New Supplier Justification (NSJ).
• Supply Chain Management reviews the NSJ.
• Once the NSJ is approved by Supply Chain Management, the supplier invitation email will be sent by Graphite Connect. 

Step 2: Supplier Completes Registration in Graphite Connect

• The supplier receives an email titled “UCSF invites you to connect”.  
• The supplier creates an account and completes the UCSF onboarding questionnaire to build their company profile.
• The supplier uploads required documents (IRS tax forms, general liability certificate of insurance*, banking details, etc.) to Graphite Connect. 

*For information about certificate of insurance, please visit UCSF Risk Advisory and Insurance Services: Certificates of Insurance. 

Step 3: Review and Approval 

• Graphite Connect and Supply Chain Management review and validate supplier data entered in the supplier onboarding questionnaire.
• Supply Chain Management will reach out to the campus department contact that completed the NSJ in Graphite if clarification is needed.

Step 4: Supplier Is Connected

Once the Graphite onboarding questionnaire is approved, the supplier:

• Profile is created and will be available for use in BearBuy
• Receives confirmation from Graphite  
• Receives information about Transcepta (UCSF’s electronic invoicing system) 

• Supplier Registration Questions: Submit a ticket.
• Supplier Technical Support for Graphite Connect: Suppliers should visit the Graphite Support page.