Supply Chain Management

UCSF will reimburse employees for the purchase of COVID-19 tests for required testing associated with business-related activities needed to comply with University policy in effect at the time or the requirements of external organizations (such as a conference host). UCSF’s COVID-19 Testing Policy (subject to change) is here. 

Examples of situations in which testing may be required:

• Employees, learners and/or guests traveling for University business
• Employees, learners and/or guests attending a University event, conference, or a meeting requiring testing
• Research participants required to test to proceed with research

Departments are responsible for covering the cost of reimbursements from appropriate fund sources. 

In addition, departmental approvers are responsible for ensuring that reimbursements are applicable based on UCSF policy at the time and/or the requirements of external organizations.

Departments are responsible for ensuring that reimbursements are reasonable and necessary. UCSF provides free polymerase chain reaction (PCR), Rapid, and Color test kits for employees and learners at multiple locations and these should be used as a first choice.

Free tests for special events may also be available through the UCSF Police Department, while supplies last. For more information, event planners should reach out to [email protected] with the UCSF Police Department. Additional questions also may be directed to Jennifer Novelli at [email protected].

The SCM Covid Store in BearBuy, includes the remainder of our donated supply to be viewed, requested and distributed using our standard procurement and delivery process.   As our donated inventory is being depleted, we are placing bulk orders for PPE with our suppliers and then placing these items in the BearBuy Covid Catalog at cost.

These items are stored at Oyster Point and can be distributed in one to two business days.  

To access the catalog: 

• Select Bearbuy from the MyAccess portal.
• Click on the SCM COVID STORE tile on the front page.
• Click on the spyglass icon to load all items in the catalog.

PPE Available in the SCM COVID Store:

• Gloves
• Surgical Masks
• Isolations Gowns (non-fluid impervious)
• Surgical Gowns (fluid-impervious)
• Face Shields
• Disinfectant Products
• N95 Respirators (see information below)

NEW Guidance on N95 Respirators (1/20/2022)
 

The N95 filtering facepiece respirators (FFR) you are ordering from the BearBuy COVID store are meant for voluntary use only. These items must not be used where respirators are mandatory to minimize the risk of exposure to airborne particulates or bioaerosols. Please consider the following guidance:

• All N95 users must complete the Cal/OSHA required training using either of these links:

1. Via LMS posted here  (log-in required)
2. Via Qualtrics posted here  (no log-in required)

• If you do not engage in Novel Respiratory, Airborne Isolation or Aerosol Generating activities, N95 use is considered voluntary, with the primary goal of enhanced source control. Voluntary N95 use does not require a fit test. 
   
• If you are engaged in Novel Respiratory, Airborne Isolation, or Aerosol Generating activities, then a fit test is required. This is mandatory use, and the primary goal is protection of the worker. 

For more information on requirements for mandatory use of N95 FFRs on campus, please visit the EHS website.

If you need assistance evaluating the voluntary or require use of N95 FFRs in your workplace, follow instructions on EHS website or contact [email protected].

As the shelter-in-place order continues, safely working remotely has become an important factor in day-to-day life. 

For guidance, please visit our Equipment Guidelines for Remote Work.

The repercussions from the COVID-19 pandemic – economic uncertainty, budget reductions and a hiring freeze­ – are taking a significant toll on UCSF. Like many other UCSF departments, SCM is forced to make difficult decisions that will impact the services we provide to the University community. Immediate changes include the following areas:

Electronic Invoicing for BearBuy Purchase Orders

Lack of access to our offices, combined with the hiring freeze, has created a severe backlog of invoices that will continue for the foreseeable future. As of June 15, SCM is requiring all suppliers who receive BearBuy purchase orders (PO) to submit invoices electronically through our e-invoice partner, Transcepta. Communication to suppliers started in April, when shelter-in-place order was extended.

For more information, please visit our Transcepta FAQ page.
 

Payment Methods

To cut costs, streamline the process and enable faster payment, we are requiring suppliers to receive electronic payment through ACH or Payment Plus. In-person pick up of supplier checks at our Mission Center Building (MCB) offices will be discontinued. All payments will be sent directly to the supplier.

Invoice and Expense Processing Times

While SCM is continuing to look for ways to best serve the UCSF community during this time, manually processed payments, such as check request forms, BearBuy payment request forms, expense reimbursements, non-PO invoices such as subcontract invoices, will have significantly longer than normal processing times. You can help by submitting all requests well in advance to allow time for processing.

We ask for your understanding and support as we make these decisions in an incredibly fluid environment and uncertain times.

Beginning March 30, Supply Chain Management (SCM) will be reducing the frequency of issuing check payments from daily to three times a week on Mondays, Wednesdays and Fridays. Other electronic forms of payment such as ACH, Payment Plus, EFT and wire, will not be impacted and will continue with normal payment schedules.

If you have any emergency situations where a check needs to be issued on Tuesday or Thursday, please email [email protected] with the subject line “emergency check” and SCM will evaluate the request.

Check printing requires in-office staffing. This change was made in response to university COVID-19 guidelines to enable staff to telecommute and for their well-being and the community.

Due to the shelter-in-place order and for the safety of our staff, Supply Chain Management has suspended in-person check pickup. This includes payroll, supplier and any other in-person payments.

For Accounts Payable (non-payroll) checks, we encourage having the checks mailed to the payee's (such as supplier, research subject, etc.) address directly. If you have Accounts Payable related questions, please contact the SCM Response Team.

The Controller’s Office will contact students and employees directly to arrange for emergency loan and paper payroll rush check distribution. If you have Payroll related questions, please email [email protected]. For assistance with student loans, please email [email protected].

On March 9, the UCSF Budget and Resource Management department issued guidance for handling financial implications of COVID-19. Included in that document are instructions on how to process expense reimbursements due to trip cancellations related to the virus. Supply Chain Management has created a web page with the specific travel instructions.

Below is a list of contacts for travel emergency assistance:

TRAVEL EMERGENCY ASSISTANCE CONTACTS

Connexxus Travel Agency Emergency Contacts
If you have urgent issues on travel reservations booked through Connexxus, please contact the agency directly.

• Balboa Travel – Direct 1(858) 678-3752; Emergency After Hours 1(800) 359-8773 or 1(858) 678-3779 collect for international callers
• BCD Travel – Direct 1(877) 885-8632, Prompt 3; International callers 1(818) 238-4445
• Short’s Travel – Direct and International callers 1(877) 277-5754
• UCLA Travel – Direct and International callers 1(310) 206-2639, Prompt 2

Emergency Assistance
If your trip was registered with UC’s Travel Insurance Program, you received an email from [email protected] with emergency contact information. 

For assistance with medical referral, evacuation, repatriation, or other emergency services unrelated to specific travel reservations, call:

• (866) 451-7606 (in USA)
• (202) 828-5896 (outside USA collect call)

Refer to the insurance card in the email for the plan number and policy number.

The U.S. Department of State website has information to assist with crisis situations, lost/stolen passports, financial needs, victims of crime and medical emergencies.

Note: The contact information above is not for travelers who need to make changes to their travel reservations, even in an emergency, unless actual extraction is needed.

BUSINESS TRAVEL INSURANCE

For more information on insurance coverage for domestic and international travel, please see visit Risk Management & Insurance Service’sBusiness Travel Insurance webpage.  

Q: How do I cancel my BearBuy order if the purchase order (PO) was already sent to the supplier?

A: Please contact the supplier to cancel your order. The contact information for the BearBuy catalog suppliers is listed in the Catalog Suppliers 411 spreadsheet. Once the supplier has canceled your order, you may submit a Change Order Request form in BearBuy to close the PO. On the form, please explain that the order was canceled with the supplier.