America To Go (ATG) is launching a new punch-out catalog in BearBuy on April 6. The updated ATG punch-out will introduce a new user interface and features that will provide an improved ordering experience. Highlights of the new ATG punch-out include:A refreshed, modern, user-friendly interfaceImproved order process with visible cart and simplified checkout Enhanced caterer cards for better visibilityWhile the ATG punch-out catalog look and feel will be changing, the BearBuy requisition process remains the same. After creating your catering order in ATG, you will click Place Order to transfer the order to your BearBuy shopping cart. The catering order delivery address must be entered in the ShipTo address section of the BearBuy requisition. Once the PO is issued to ATG, the ShipTo address will be provided to the caterer to fulfill the order. To assist users with this change there will be support resources available in the new ATG punch-out upon go-live and helpful training resources on our ATG page. To learn more about how to update a shipping address in BearBuy, we have a new short video available here and online training content here.
University of California Procurement Services has a new contract with Dell to replace SHI as systemwide value-added reseller (VAR) for Microsoft, Adobe, Netskope and Microfocus software. The change will take effect on February 1, 2023. The existing contract with SHI had reached the 10-year policy term limit and UC Procurement issued a request for proposal (RFP) which resulted in Dell being identified as the best value. The new agreement was made in partnership with the IT Sourcing Committee and the Software Services Group. BearBuy will be modified by February 1, 2023, to require UCSF to use Dell only for software orders from those four companies. Until then, please continue to place software orders through SHI using their punch-out. Software not available through Dell (except those on the Supply Chain Management (SCM) software and cloud computing page) can continue to be purchased through SHI after February 1, 2023. Benefits to UC include: $5.8 million in projected financial benefit UC-wide over the initial term Five-year initial term, with five annual renewal options at UC's discretion Fixed pricing during initial term Agreement aligns with UC’s needs and is compliant with policy and laws If you have questions regarding this change, please contact Joanne Petersen, SCM strategic sourcing manager – IT. We are working hard to ensure effective implementation and full cost savings to benefit you and the University. Please do not share this information outside of the University of California.
As part of our ongoing BearBuy invoicing project, Supply Chain Management (SCM) has created three new web pages to assist customers and suppliers in the process. They are:Invoicing Roles and Responsibilities – This page breaks down roles and responsibilities by department, supplier and SCM, including:Supplier account management, invoice submission and processing, and paymentDepartments know what they need to do to buy goods or services and get their suppliers paid in a timely mannerSCM’s role in the invoicing process from completing and correcting invoice to guidance on issue resolutionDepartment Guide to Transcepta and Supplier Guide to Transcepta – These two pages are designed to take departments and suppliers from the process of registering with Transcepta through receiving payment. They offer information on exclusions, common delays and how to get help. The department page also has tips on supporting use of Transcepta.The invoicing project team is continuing to work on additional areas, including training materials (website updates, webinars, etc.) for departments and suppliers and improved communications to improve the supplier experience.
To purchase goods or services, create a BearBuy requisition and purchase order (PO) prior to making the purchase. POs help ensure authorization, financial controls, and policy compliance. Purchasing of goods or services without using a pre-approved PO is considered unauthorized per University of California policy.When creating a requisition in BearBuy and a supplier appears with a red stop sign next to its name, this means the supplier is not currently accepting POs. To make a purchase through the supplier, you should either:Email [email protected] and request help setting up the supplier for PO acceptance; or,Request the supplier complete the UCSF Substitute W-9 and Supplier Information form including Section 2 and return to [email protected] the supplier is set up, Supply Chain Management (SCM) will update their profile to remove the stop sign so you can create a BearBuy requisition for PO.Using the Payment Request FormA reminder that the Payment Request Form (PRF) can no longer be used for suppliers who will not accept a purchase order (PO). Invoices submitted using the PRF for goods and services will not be accepted and will be returned to the department.The PRF can only be used for the following types of payments:Cell Phone/Phone LinesDonations/ContributionsGovernment Fees/VisasGuest LodgingHonorariaJournal PublicationsMembershipsPostage/Small Package CourierRefundsRegistration FeesStudent Summer ProgramsSubscriptionsUtilities For one-time purchases of low-risk goods and services under $5,000 from a supplier, you may use a procurement card (P-Card), if you have one. Visit SCM's P-Card web pages for more information.
ChemCentral has partnered with Polycarbin to help make UCSF’s science more sustainable. Made with 71 percent lower carbon emissions, Polycarbin’s recycled lab plastics, including pipette tips (LTS compatible), microcentrifuge tubes, and conical tubes, are now available for purchase at both Parnassus and Weill Neurosciences ChemCentral stores. Join us this week on campus for free product samples.Learn more about ChemCentral.
Supply Chain Management (SCM) has reduced the frequency of issuing check payments two times a week on Mondays and Wednesdays. Other electronic forms of payment such as ACH, Payment Plus, EFT and wire, will not be impacted and will continue with normal payment schedules. 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.
BearBuy production downtime will take place between Friday, March 17, at 6 p.m. through Sunday, March 19, at 9 a.m. to upgrade from release version 22.3 to 23.1. To avoid delays, please complete all BearBuy requests prior to the system maintenance. BearBuy will be available on Monday, March 20.
The ODP Business Solutions and the Genesee Scientific punchout catalogs are now separately available in BearBuy. The new punchouts have replaced the ODP Business Solutions Supplies and Genesee Scientific hosted catalogs, respectively. The new punchouts offer the University’s contracted discounts.
On March 6, UC Office of the President (UCOP) rescinded previously issued interim guidelines advising that remote workers may be eligible to be reimbursed for travel to their university location when University business requires their presence onsite. Per the previous guidance, UCSF allowed reimbursement of these business travel expenses for remote workers. However, following UCOP's rescission, travel expenses between the remote worker’s residence and headquarters will be considered commuting expenses and will not be reimbursed for travel occurring on or after March 6. Read the Updated Interim Travel Reimbursement Guidance.With this change, UC will return to the existing interpretation of the G-28 Travel Regulations policy, which states “expenses for travel between the traveler's residence and headquarters (commuting expense) shall not be allowed.” UCOP determined additional evaluation is necessary as the nature of UC’s workforce is evolving because of the COVID-19 pandemic.UCOP will have a workgroup to assess the definitions and practices related to workplace modality and how this may interact and impact current policies and procedures. The workgroup will provide recommendations to UC President Drake on any proposed future revisions to current policies and processes.
Subcontract invoices should be pre-approved before they are submitted to Supply Chain Management for processing. This helps accelerate subcontract invoice processing times.The brief process includes: Subcontractors send invoices directly to campus departmentsCampus departments obtain invoice approval in DocuSignCampus departments email approved invoices to SCM for processing and paymentFor full details and step-by-step instructions on this process, review a recorded webinar and the subcontract invoice approval page. Please carefully follow all the steps in the instructions so we can efficiently process subcontract invoices.
