Overview
The Supplier Registration team manages supplier onboarding and maintains supplier records to support UCSF’s procurement and payment processes.
A supplier is any individual or company that provides goods and/or services to UCSF or receives payment for an approved business purpose. Employees and students are excluded.
Supplier Types
PO-based Supplier
A PO-based supplier provides goods and/or services and must be issued a Purchase Order (PO) through BearBuy. Any transaction that requires a contract must also be processed using a PO-based supplier.
PO-based suppliers must complete onboarding in Graphite Connect.
Payment-Only (Non-PO) Supplier/Payee
A payment-only (non-PO) supplier is used for payments that do not require a PO or contract. These payments are typically submitted through the BearBuy Payment Request Form.
Common payment-only activity types include, but are not limited to:
- Utilities
- Government fees and visas
- Memberships and subscriptions
- Honoraria
- Community partner payments
- Subcontracts
Payment-only suppliers are set up using supplier forms.
Supplier Onboarding and Maintenance
Supplier registration and profile updates are managed through two processes.
Graphite Connect – PO-Based Suppliers
Graphite Connect is UCSF’s platform for onboarding new PO-based suppliers and updating suppliers already active in the system. Departments initiate the request, and suppliers complete registration and maintain their profile directly in Graphite Connect.
Supplier Forms – Payment‑Only (Non-PO) & Legacy Suppliers
Supplier forms are used only for:
- Payment only (non-PO) suppliers/payees
- Updates to legacy suppliers not registered in Graphite Connect
Quick Decision Guide
Use the table below to determine which process to follow.
Scenario | Use |
| New supplier providing goods and/or services (PO-based) | Graphite Connect |
| New payment-only (non-PO) supplier | Supplier Forms |
| Update existing supplier already registered in Graphite Connect | Graphite Connect |
| Update legacy supplier not in Graphite Connect | Supplier Forms |
Before Submitting a Request
Search for the supplier in BearBuy to see if a profile exists and whether the supplier is active in Graphite Connect (look for the “g” icon). This ensures you follow the correct process for new registrations or updates and avoid duplicate records. Instructions for searching in BearBuy are available here.
Need Help?
Supplier Registration Questions: Submit a ticket