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UC Office of the President has announced a 10% increase in the Meeting & Entertainment maximum per-person meal rates, due to soaring food prices. The updated rates are as follows:Breakfast: $34Lunch: $59Dinner: $103Light Refreshments: $24These updated rates will take effect for expenses incurred on or after September 1, 2025, but will only apply to BearBuy invoices and MyExpense reports created and submitted on or after September 29, 2025.As a reminder, these amounts include the cost of food and beverages, labor, sales tax, service, and delivery charges. The cost of room rental, room set-up fees, media rental, and decorations, etc., are not included in the per-person costs unless these costs cannot be separated by the vendor.For more information, visit the Meeting & Entertainment Expenses webpage and Business and Finance Bulletin BUS-79 policy.
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The Amount-based PO, Professional/Personal/Consulting Services, After the Fact PO and Meeting & Entertainment Payment Request forms in BearBuy have been updated to align with University of California Regents Policy 5402. These updates ensure compliance with UCSF’s internal service delivery standards.Under this policy, certain services -such as janitorial, moving, security, valet parking, and full-service catering - must be performed by UCSF employees whenever available. If UCSF resources are unavailable and an exception is needed, departments must follow the updated process and submit the appropriate documentation for HR approval before submitting a BearBuy request.To help departments better understand this policy and navigate the exception process, please visit Procuring Covered Services.
Be on the lookout for new inflation-adjusted acquisition thresholds will take effect on October 1, 2025. Federal contracts require compliance with Federal Acquisition Regulation (FAR) rules issued by the Federal Acquisition Regulatory (FAR) Council—including the subcontracting plan threshold. See the prime contractor subcontracting plan (FAR 19.702) threshold increase below. Please see the full updates and descriptions in the Federal Register.For requestors/buyers/staff/faculty assisting Principal Investigators on these federal program plans that may need further assistance, please contact Marliz Copado. Prime Contractor Subcontracting Plan (FAR 19.702) Threshold IncreaseThe prime contractor subcontracting plan (FAR 19.702) threshold is increasing from $750,000 to $900,000, and the associated threshold for construction is increasing from $1.5 million to $2 million.
Two new catalogs are coming to BearBuy.
UCSF Supply Chain Management (SCM) is advising all departments to plan ahead for potential delays in procurement processing, particularly for requests involving non-contracted suppliers and IT software purchases. The Risk Management team is currently operating with reduced staff, which will temporarily slow down reviews for indemnity, insurance, and other-related requirements on non-contracted supplier requisitions. Requisitions with contracted suppliers are not affected by these delays. Additionally, IT Security Assessments are experiencing setbacks, which may extend processing timelines for software procurements. These assessments are a critical part of ensuring the security of UCSF’s networks and IT assets, and all software purchases must undergo review. For more information on this process, visit the IT Security Risk Assessment website. We kindly ask departments to plan for additional time when submitting software requests or working with non-contracted suppliers. If you have questions or need guidance, please submit a ticket to the SCM Response Team.
Service procurement breakdown brought to you by Tina Stugart, SCM Procurement Supervisor and Laura Morsony, SCM Response Team Analyst. This is part five in our series.
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