UCSF Supply Chain Management Strategic Procurement has saved campus millions through collaborative initiatives
The evolving geopolitical situation in the Middle East is impacting travel, with multiple airlines announcing flight cancellations and re-routings, and countries closing airspace.Traveler Support UpdateFor Connexxus travel agencies, call volumes are high and extended hold times are expected. Dedicated teams are working around the clock to support affected travelers.Travelers who are traveling within the next 48 hours and whose travel is directly affected by the current situation should contact the agency that booked the initial ticket so itineraries can be reviewed, and risks or disruptions assessed.Travelers should continue to remain attentive to airline and airport communications. It is strongly recommended that you download the airline app and turn on notifications. If you have any questions or concerns related to travel risk, contact UC Risk Services.Campus Risk ManagersHealth Center Risk Managers
We are excited to announce the launch of Graphite Connect, UCSF’s new supplier registration and onboarding tool. Graphite Connect represents a major improvement in the supplier registration process, streamlining the onboarding of new suppliers who provide goods and/or services to UCSF. With Graphite Connect, UCSF is replacing forms and email-based supplier data collection processes for new Purchase Order (PO) suppliers. Supply Chain Management will launch Graphite Connect on February 26, 2026. Scope of Graphite ConnectGraphite Connect is a secure, cloud-based supplier registration platform designed to modernize UCSF’s supplier onboarding process. Initially, Graphite Connect will be used only for new suppliers that provide goods and/or services to UCSF, which are considered Purchase Order (PO)-based suppliers. Profiles for legacy suppliers will continue to be maintained using the existing forms-based data collection process until further notice. Additionally, profiles for payment-only payees, such as suppliers used for Payment Request Form Activity Types, will continue to be requested and maintained using the existing forms-based process until further notice. Please note: Forms to request new suppliers who provide goods and/or services to UCSF (PO-based) will no longer be accepted after March 6, 2026. ResourcesTo learn more about how this change impacts campus departments and how to invite a new supplier, visit Graphite Connect for Departments. Suppliers who are invited to register should refer to Graphite Connect for Suppliers.
Effective immediately, the required business practice for UCSF will be not to request receipts for expenses under $75 unless a policy requirement described below is met. All units are expected to change their internal practices to align with policy.Policy Requirements:University of California Policy G-28 Travel Regulations (page 41) requires receipts for meals, local transportation, and miscellaneous expenses to be submitted only when the amount of the expense is $75 or more.Receipts are required for all airfare, hotel stays, and rental cars, regardless of amount.Some award sponsors may require that receipts for all expenses be reviewed and thus, receipts may be requested in these specific cases.Many UCSF departments, including within FAS, have routinely required travelers to submit receipts even when policy did not mandate them. Since more than half of all expense line items at UCSF are less than $75, the effort to collect and review these expenses is unnecessary from a policy perspective. This change establishes a clear campus standard that reduces administrative burden.The Chancellor’s executive leadership believes that this change to UCSF’s common business practices will benefit our community in many ways, including:Faster creation of expense reports.Less time spent on the review of low-dollar receipts.Reduced exposure to Public Records Act requests.Promotion of a culture of respect and integrity consistent with UCSF’s PRIDE values.All members of our community who incur expenses while conducting UCSF business are stewards of university resources and, as such, are expected to adhere to the expense limits prescribed in policy. Approvers of expense reports may still request receipts if their review of an expense indicates that further review is necessary.If an individual’s preferred method of creating expenses is to scan them into MyExpense or the Concur mobile app, they are welcome to continue doing so. Thank you for your attention to this important update to UCSF’s business practice and culture.QUESTIONS OR NEED HELP? Supply Chain Management maintains a library of resources about UCSF’s expense policy and procedures and MyExpense training at Travel | Supply Chain Management.
We are excited to announce the launch of the new Procurement (P-Card) refresher training, published in January 2026. This annual training is designed to support you in maintaining compliance with P-Card policies and audit requirements, as well as strengthening financial controls.All P-Card cardholders and approvers are required to complete this important training annually. To ensure compliance, current cardholders and approvers who last completed training prior to April 30, 2025, must complete the refresher training by April 30, 2026.Staying up to date with P-Card guidelines is essential for ensuring smooth operations and protecting the integrity of our financial processes. Please be aware that failure to complete the training by the deadline will result in a temporary suspension of your P-Card, preventing any new purchases until the requirement is fulfilled. Continued noncompliance may result in the permanent revocation of your P-Card privileges.We greatly appreciate your commitment to financial stewardship and responsible P-Card use.
The University of California's mileage reimbursement rates for expenses incurred in connection with the business use of a private automobile will increase in accordance with the Internal Revenue Service (IRS) standard mileage rates. The following new rates are effective for expenses incurred on or after January 1, 2026:The reimbursement rate for the use of a private automobile for University business travel will increase from 70 cents a mile to 72.5 cents a mile.The reimbursement rate for driving an automobile in connection with a move/relocation will decrease from 21 cents per mile to 20.5 cents per mile. (Note that reimbursements for moving-related expenses, including mileage, are considered taxable wage income as of January 1, 2018).As a public agency, University employees traveling on official business should observe normally accepted standards of propriety in the type and manner of expenses they incur and avoid any expenditure that would appear extravagant or lavish under the circumstances.Note: Business and Finance Bulletin G-28, Travel Regulations, will be revised to include the mileage rate change in the next update.
The new Blaisdell’s Business Products punch-out catalog is now live in BearBuy, replacing the hosted catalog. This updated catalog offers streamlined access to a wide range of office supplies and now includes IT peripherals.We encourage you to consider Blaisdell, a small business, as an alternative supplier for IT peripherals. Their pricing is competitive with CDW-G, providing an opportunity to support small business spending. The catalog will continue to expand to ensure access to the latest products and feature all major manufacturers of OEM brands.If you don’t see the product you need, please contact Blaisdell’s account manager Patty DeFreitas via email at [email protected] or mobile (510.909.7723).
UCSF IT is introducing Canva, an online graphic design software platform, for faculty, staff, and learners. IT is also offering discounted Adobe software licenses for campus. Read more to learn about the licensing process. CanvaCanva is an all-in-one, web-based graphic design application for creators of all skill levels for presentations, websites, templates (including UCSF logos, colors and patterns), and more. The software is free for learners with an active UCSF email address. A license for employees will cost $115 per person for a fiscal year and will be billed to each department on a prorated basis. Learn more about Canva and licensing on the UCSF IT Canva webpage. To purchase a license, submit an IT ServiceNow ticket with your chartstring and name(s). NOTE: Canva licenses are not purchased through SCM/BearBuy. Discounted Adobe LicensesFor Adobe software users, UCSF has an Enterprise Term Licensing Agreement (ETLA) with Adobe to purchase Adobe Acrobat, Acrobat Pro, and Creative Cloud Suite software licenses for UCSF Business and UCSF-owned devices at a discounted rate versus current Adobe VIP licensing.For details about how to purchase Adobe software through ETLA licensing, check out the UCSF Adobe Licensing page. For software usage assistance, submit a ServiceNow ticket.
The University of California (UC) Travel Program has partnered with major airlines and lodging properties for discounts and rewards.
Winter weather can create unpredictable travel conditions, from flight delays to limited ground transportation. A little preparation—and knowing what to expect while traveling—can go a long way. Below are updated Winter Travel Tips, organized to help you plan ahead and navigate disruptions while traveling, whether related to an upcoming storm or future winter weather events.
