Exceptional Invoices (Transcepta Exclusions) for Departments

Follow invoicing instructions on purchasing documents, or contact SCM Response Team if your invoice cannot be processed through Transcepta because it is one of the following types of transactions:

Purchase Order Invoices

• Invoices from other universities
• Foreign suppliers that bill in foreign currency or foreign suppliers who are not able to understand how to submit invoices through Transcepta
• Suppliers who have accessibility needs and may not be able to submit invoices through Transcepta
• BearBuy catalog/punch-out suppliers sending invoices directly into BearBuy
• Cell phone bills – submit through the BearBuy payment request form

Non-Purchase Order Invoices

• Check request forms( ex. research subjects)
• Relocation travel expense vouchers
• Signature cards
• Subcontract invoices
• BearBuy Payment Request Forms including:
  • Utilities (Ex: landline phone bills)
  • Postage/small-package courier
  • Journal publications
• BearBuy After the Fact Forms
• BearBuy Meeting & Entertainment Payment Request Forms

Paying Subcontractors

Subcontract invoices are not submitted via Transcepta. Please carefully follow the Subcontract Invoice Approval process to avoid payment delays. Once approved, the UCSF department (not the supplier) submits the invoice to SCM Accounts Payable (AP) Subcontract Email.

Employee Moving & Relocation/Travel Expense Voucher (TEV):

For reimbursement of employee moving and relocation expenses, please follow guidance for submitting expense reimbursement requests. Email the required documentation to SCM Accounts Payable with “Relocation” as the first word in the subject line. Combine the Travel Expense Voucher (TEV) and any required backup documentation as one PDF. Be sure to include the offer letter. Payment will be issued to the employee in the same manner they receive their paycheck (check or direct deposit).

Reminders:

• Unsuccessful invoice submission inquiries should be directed to Transcepta.
• Suppliers should escalate to their department contact only if the related PO or other document requires their correction in order to match invoice.