Purchasing Policies & Guidelines

General Guidance on Making Purchases at UCSF

Guidelines to help UCSF Campus Departments understand ethical expectations related to purchasing goods and services.

For a primer on purchasing considerations, review this before getting started:

General Procurement Process

• UCOP BUS-43 procurement policies and procedures
• UCSF Procurement and Competitive Bidding
• UCSF Statement of Work (SOW)
• UCSF Sole-Source Justification Guide
• UCSF Conflict of Interest
• UCOP conflict of interest policy (compiled)
• UCSF Managing Liens (Encumberances)
• UCSF Signature Authorization or Cancellation
• UCSF HIPAA Compliance
• UCOP HIPAA policy
• UCOP policy on data security
• UCSF Pre-Purchase IT Security Risk Assessment
• UCSF Petty Cash Procedures (Controllers Office)
• UCSF Contracts and Signature Authority
• UCSF Fair Wage/Fair Work
• UCOP required insurance provisions in contracts (Certificate of Insurance)
• UCOP policy on liability for other parties’ acts or omissions
• UCOP policy on meetings and entertainment
• UC Systemwide Contracts

Cash Gifts, Cash Donations, Cash Awards

• UCSF Employee Non-Cash Awards and Other Gifts

Doing Business With Foreign Suppliers

• UCSF Importing Goods From a Foreign Supplier
• UCSF Exporting Goods to a Foreign Country/Supplier

Taxes

• UCSF California Partial Sales Tax Exemption
• UCSF Non-Cash Gifts and Awards
• UCSF Non-Resident Tax Withholding
• UCSF Sales Tax Reallocation
• UCSF Procurement Card Taxable Transactions List

Special/Exceptional Purchases

• UCSF Controlled Substances (DEA)
• UCSF Capital Equipment
• UCSF Capital Equipment Purchase/Lease
• UCSF Purchasing Computers and Peripherals
• UCSF Photography and Video Services
• UCSF Professional Services
• UCSF Software and Cloud Computing
• UCSF Purchasing Vehicles
• UCSF Inbound Freight Program
• UCSF Outbound Freight Program
• UCSF Ordering Tax-Free Ethanol in BearBuy
• UCSF Furniture
• UCSF Employee Moving and Relocation
• UCSF America-to-Go Catering and Food Services
• UCSF Meeting and Entertainment Expenses
• UCOP BUS-79 Meeting and Entertainment Expense policy
• UCSF Facility Rental

Returning Goods

• UCSF Return of Goods

UCSF Issued Credit Cards

• UCSF Procurement Card
• UCSF Corporate Travel Card

Assistance with Federal Contracts and Grant Proposals

Buyer assistance for Federal grant proposals over $750,000.

• UCSF Federal Grants and Small Business Subcontracting Plans