On December 5, 2023, UCSF staff were given access to use their Procurement Card (P-Card) for purchases in the UCSF Amazon Business account using a separate portal outside of BearBuy. An added benefit, P-Card holders also can buy gift cards in Amazon Business.What do you do if you don’t have a P-Card? SCM encourages departments to apply for a P-Card to use in the Amazon Business P-Card portal, as well as other low-value and low-risk goods and services.The P-Card is a University credit card issued by U.S. Bank that enables timely purchases of business related, low-value goods (under $5,000) and low-risk services. It provides a convenient and fast payment to suppliers that accept credit cards. UCSF pays U.S. Bank directly for the charges on P-Cards.To learn more about P-Card and how to apply for one, visit SCM’s Card Programs webpage. For P-Card related inquiries, please contact [email protected]. You can find out more about using your P-Card in the Amazon portal.
The systemwide travel program offers University of California (UC) travelers across all 10 campuses and various medical and research centers access to many value-added benefits, such as priority boarding, preferred seating and other upgrade opportunities.In an effort to manage ongoing relationships with major airlines, hotels and car rental companies, UC Travel is assessing the program by conducting a survey. Please complete the survey here by February 23, 2024. *extended deadline*In appreciation of your time filling out the survey, a drawing will be held for the following items:Grand Prize: One winner will get two United Airlines tickets anywhere United fliesFive additional winners will receive a Southwest Airlines status upgrade to “A-List”. Only UC email addresses will be eligible for these giveaways. Below are full Terms & Conditions.GIVEAWAY TERMS & CONDITIONS:The Grand Prize for one winner will be TWO (2) United Airlines tickets for travel anywhere United flies. Other prizes include: FIVE (5) Southwest Airlines "A-List” status upgrades. Status upgrades will be awarded based on traveler’s current status and will go up only to A-List with Southwest Airlines. Terms & Conditions are as follows: UC employees will automatically be entered in the drawing by providing a valid UC email address after filling out the "Annual Travel Survey (2023)". Only UC emails will be eligible; The survey will close on February 9, 2024, after which winners will be randomly selected; Winners must claim prizes by the date indicated in the prize notification or they may forfeit the prize. In the event the first winner does not claim the prize by the deadline, another winner may be drawn; Prizes are subject to the restrictions and rules imposed by the airlines, including expiration dates, security fees, security requirements, and reservations. Blackout dates may apply for the free airfare tickets; Prizes are not transferable or redeemable for cash or credit and may be subject to change without notice; Prizes do not include any additional expenses, including, but not limited to, incidentals, meals, telephone charges, travel insurance, souvenirs, and transportation (except airfare for the Grand Prize); All taxes are the sole responsibility of the winners. The fair market value (FMV) of the grand prize ticket may be reported on the employee W-2 in the year that the prize is awarded; The FMV for the United Airlines tickets is $3,875 per ticket (total of $7,750 may be reported for 2024); Participation in this drawing and acceptance of a prize constitutes permission for the Central Travel Office to use the winner’s name, campus and/or any statements made by winner regarding the drawing or travel program for promotional purposes without notice or additional compensation; Winners will be informed individually and then announced through the travel distribution list and newsletter. All entrants will be added to the program distribution list. The Central Travel Office decision is final with respect to all matters relating to awarding of the prizes and shall not be subject to review or appeal. By participating, UC employee agrees to these Terms & Conditions and agrees to accept all decisions of the UC Central Travel Office in regard to this drawing. Disclaimer: the drawing component of this survey is not meant to serve as a “charitable raffle” pursuant to Cal. Pen. Code section 320.5.
Click on image to vote.UCSF Supply Chain Management’s Justin Sullivan, Associate Vice Chancellor and Chief Procurement Officer, is a finalist in the 2024 OnConference Icon awards. The Top 100 Supply Chain and Procurement Professional Award is peer-voted and winners represent some of the top supply chain and procurement professionals in the world. Finalists are selected based on their work in these areas: Impact on their organization and/or previous organizations Contributions to their professional community through thought leadership Innovation in their role/careerExceptional leadership If you’d like to support Sullivan’s nomination, you can vote here or click on the image to the right.
Supply Chain Management (SCM) understands the potential disruption to research caused by the retirement of the National Gift Card punch-out catalog. SCM is actively engaged in providing additional solutions to mitigate further disruption. We are committed to maintaining communication and will keep you informed as updates and solutions unfold. Gift cards can be purchased through the following channels: If you have access to a UCSF Procurement Card (p-card), please use the UCSF Amazon Business P-Card Portal for gift card purchases. If your department does not have a p-card and you require gift cards to support research activities, we have temporarily made your SCM department-assigned buyer available to facilitate the purchase of gift cards. Please reach out to them directly. To prepare for high demand, we encourage you to consolidate purchases into bulk orders when possible. We apologize for the disruption and look forward to providing you with solutions soon. For additional questions, please submit a ticket to the SCM Response Team and a member of our team will assist you. Don’t have a P-Card? Apply for one! SCM encourages departments to apply for a P-Card. To learn more about P-Card and how to apply for one visit our P-Card pages: Go to Finance Secure Log in using your UCSF MyAccess credentials On the left-hand side click on Card Programs Click on Procurement Card Program to learn more about the program and how to request a P-Card
Double Miles with Alaska Airlines On March 1, Alaska Airlines launched a unique offering for University of California (UC) travelers to earn double miles through December 1, 2024. Only tickets purchased via UC’s preferred agencies (BCD Travel, UCLA Travel) qualify for this promotion. This offer is being made to less than one percent of Alaska's entire business client base and UC is privileged to be part of the small trial group. Find out more. Uber for Business Renewed at UC University of California’s (UC) partnership with Uber has been reactivated and new users can link their personal accounts to UC today. The new, significant benefit for UC is Priority Pick-up, which provides our travelers priority over other riders, especially at peak/high demand times or areas (such as conventions or airports). Additionally, UC riders will have access to Business Comfort vehicles operated by top-rated driver partners (4.8 stars or higher) who have newer, mid-sized cars and access to premium support to help resolve any issues that may arise. Find out more. Read and subscribe to the UC Travel newsletter.
April is Earth Month, and the University of California (UC) Travel Office is hosting a “Lunch Flyover” series of brief 20-minute sessions on sustainability featuring various suppliers and partners. Curious about carbon offsets, want to find out what mode of transportation is most eco-friendly? Sign up today if you haven't already done so. Register here...
The fiscal year-end is June 30, 2024, and Supply Chain Management (SCM) would like to remind you that it is never too early to start preparing. Now is the best time to spring clean your purchase orders, reimbursements and other financial transactions that will need to be closed by the end of the fiscal year. Remember, if you have any questions or concerns about an SCM-related issue, please reach out to the SCM Response Team.
Updated June 12The Supply Chain Management (SCM) website is evolving. The current site runs on a platform created in 2011 (Drupal 7). In order to improve security and align with all the other UCSF websites, we will be moving to the latest version of the Drupal platform — Drupal 10.Drupal 10 provides new navigation and more consistent page layouts. Visitors can expect a lot of visual changes, and a cleaner — more searchable website.Right now, all the existing website content has been copied, organized, and prepared for reformatting into the new site layout. Over 300 pages of content and hundreds of links and images are being reworked in a staging environment hosted by UCSF IT. We hope to go live with the new site within the next month. The project is now in full swing, and the website is currently under a content freeze with limited changes being made. This means that no major updates will be implemented on the current site until the migration is complete. If you come across any incorrect information that lead to processing issues, please submit a ticket to the SCM Response Team.The current site remains our main information resource. A notification will be sent out with the official go-live date and important details or changes. The SCM Communications team will keep you updated, so keep an eye out for more information.
Supply Chain Management (SCM) Strategic Procurement has developed a significant enhancement to our event hosting capabilities. Our SCM Strategic Procurement team has successfully finalized long-term agreements with several in-demand facilities in the Bay Area: Wedgewood Weddings at the Presidio The Luma Hotel Rawlston White Retreat Stanford Court Hotel Oakland Museum of California Ruth Bancroft Gardens The Exploratorium Mission Rock Facility rental requisitions present a unique challenge due to the complexities and risks of utilizing third-party venues. These challenges often lead to extended negotiations, which put undue pressure on our departments striving to meet strict deadlines. On average, facility rental requisitions have taken approximately 18 days to complete. This duration stands in stark contrast to our overall campus average of less than a day. It is even significantly higher than the average for exceptional procurements, which typically take about 6.8 days. We are proud to share that these new agreements offer a breakthrough in streamlining our procurement process for facility rentals at UCSF. Thanks to pre-negotiated terms and conditions, departments can anticipate reduced contracting times and more predictable interactions with these event spaces. While there is some variation in the agreements to accommodate differing venue rules, payment options, and cancellation policies, these details are all clearly outlined in the agreements that can be found in BearBuy. SCM Strategic Procurement Executive Director Andrew Clark commented on the development, stating, “These long-term agreements represent a significant advancement for UCSF. They provide a structured framework for our relationships with these venues, bringing greater predictability in terms of contracting time, service levels, and insurance requirements, all while reducing the resources spent by the campus on processing requisitions. I am proud of our Procurement Team’s ability to proactively execute this project and am grateful for their hard work on this important initiative.” We look forward to the positive impact these agreements will have on our event hosting capabilities and look forward to continuing this effort and adding more facility rental agreements to our campus contracts database. For information on how to book a facility for events or meetings, visit Facility Rental.
UCSF is committed to establishing policies and practices that support faculty in their efforts to balance the needs of their career and family. Effective March 22, 2024, UCSF established a policy that external funding may be used to reimburse dependent care expenses incurred by eligible faculty and award recipients. External funders must explicitly state that dependent care expenses can be reimbursed in the underlying gift or grant agreement, or in a subsequent letter. Eligible faculty and award recipients can request reimbursement for dependent care expenses they incur up to the amount allowed by the sponsor, not to exceed $10,000 per calendar year. These new guidelines support reimbursement from eligible external funding sources for all eligible faculty and award recipients. Review the Policy for Using External Funding for Dependent Care Costs (MyAccess login required) for details on eligibility criteria and procedures to request reimbursement of dependent care costs. If you have questions regarding funding source eligibility, please contact your CGA Service Team member.
