BearBuy Roles and Responsibilities

• Shops for items in the BearBuy catalogs or with BearBuy Forms.
• Adds items to their shopping cart.
• Optional:  Fills out requisition details—accounting codes, shipping address, etc.
• Assigns the cart to a Requester to submit.

Note: Anyone with a UCSF MyAccess account can place items in a shopping cart, but only Requesters can submit orders.

• Reviews and finalizes their own carts and carts assigned from other users.
• Reviews orders for accuracy and completeness, including double-checking any details the Shopper may have entered.
• Fills out requisition details – accounting codes, shipping address, etc.
• Optional: Adds additional Requisition Approvers to the requisition as either Pre-Approvers or Ad Hoc Approvers.
• Submits orders into workflow.
• Ordinary orders < $500 will not route for further approval. Therefore, the Requester must have a solid understanding of accounting/funding sources

• Reviews and finalizes their own carts and carts assigned from other users.
• Reviews orders for accuracy and completeness, including double-checking any details the Shopper may have entered.
• Fills out requisition details—accounting codes, shipping address, etc.
• Optional: Adds additional Requisition Approvers to the requisition as either Pre-Approvers or Ad Hoc Approvers.
• Submits orders into workflow.
• Ordinary orders < $5,000 will not route for further approval. Therefore, the Self-Approving Requester must have a solid understanding of accounting/ funding sources.

Note: Self-Approving Requesters do not actually approve orders, but they have a higher purchasing authority than regular Requesters ($5,000 vs. $500).

• Orders ≥ $500 (or $5,000 for Self-Approving Requesters) route to a Requisition Approver based on the Procurement Department Code on the requisition.
• Responsibilities:
  • Reviews requisition to ensure it is allowable, allocable, and reasonable.
  • Approves, Returns, Rejects, or Partially Rejects the requisition.
• Cannot approve their own orders.
• Cannot edit requisitions. (If the order needs to be edited, return the requisition to the Requester with an explanatory comment.

• Requesters can manually add Ad Hoc Approvers or Pre-Approvers to a requisition’s approval workflow (before submitting the requisition).
• You must have the Requisition Approver role to be selected as an Ad Hoc Approver or Pre-Approver on a requisition. There is not a role specifically for Optional Approvers.
• The responsibilities are the same as a Requisition Approver, except the requisition must be approved by the individual who is assigned as the Ad Hoc Approver/Pre-Approver. (The approval folder is not shared with any other users in your department; only you can approve the requisition.)

• Catering orders and Meeting & Entertainment Payment Requests route to a Meeting & Entertainment Approver based on the Procurement Dept Code on the requisition.
• Responsibilities:
  • Reviews requisition to ensure it is allowable, allocable, and reasonable.
  • Approves, Returns, Rejects, or Partially Rejects the requisition.
  • Must be familiar with UC BUS-79.
• Cannot approve their own orders.
• Cannot edit requisitions. (If the order needs to be edited, return the requisition to the Requester with an explanatory comment.)

• Reviews and approves or rejects vouchers ≥ $5,000 that match the PO (within the 10 percent and $500 tolerance).*
• Ensures that goods/services were received before approving the invoice for payment. Departments must establish how end users communicate to the Voucher Approver that goods/services were received.
• Cannot edit vouchers.

Note: When an invoice is received, a payment voucher is generated in BearBuy and matched to the PO. If the invoice amount or quantity exceeds the PO by 10 percent or $500, the voucher will route to a Match Exception Handler for approval (not a Voucher Approver), even if the voucher is ≥ $5,000.

• Reviews and approves or rejects vouchers of any amount where the invoice failed the PO matching tolerance, i.e., the invoice amount or quantity exceeds the PO by 10 percent or $500. (These vouchers will not route to a Voucher Approver, even if the invoice is over $5,000.)
• Match Exception Handlers may need to contact end users to verify that the discrepancy is acceptable or contact the supplier to issue a new invoice.
• Cannot edit vouchers.

Note: Change Order Requests to increase the amount on the PO will not resolve the match exception, but may prevent future match exceptions on the PO.