All Tips & Tricks


What happens when I don’t spend all of my cash advance? 

If travelers did not spend all of the cash advance, they are required to return the remaining balance to the University. Learn how to return your remaining cash advance here...

Important note: If an employee does not submit an expense report showing how the advance was spent on travel expenses and/or fails to return any unused cash advance amounts within 120 calendar days of the end of a trip, the University is obligated under Internal Revenue Service regulations to consider such amounts as taxable income to the employee. Travelers who are taxed for travel advances will no longer be allowed to receive any future cash advances. 


February 14, 2024


How can I reduce my financial burden when I travel for work? 

As a best practice, expenses should be paid by the traveler with out-of-pocket funds and be reimbursed. However, you can reach out to your department and ask about these alternative options: 

  1. Travelers may apply for a corporate travel card, which can be used for lodging, ground transportation, and the traveler’s own meals.  
  2. Departments may use a procurement card to pay registration fees on behalf of the traveler. 
  3. Departments may provide a speedtype for airfare in Connexxus and pay the airline directly. 

After exhausting all of the above alternatives a last option is to request a cash advance.

Cash advances should only be used when necessary for travel-related expenses, not including meeting/entertainment expenses.  

Cash advances have important considerations, implications, and traveler responsibilities. If an employee does not submit an expense report showing how the advance was spent on travel expenses and/or fails to return any unused cash advance amounts within 120 calendar days of the end of a trip, the University is obligated under IRS regulations to consider such amounts as taxable income to the employee. Travelers who are taxed for travel advances will no longer be allowed to receive any future cash advances. 


February 14, 2024


How can I order GraphPad's Prism software? 

The preferred vendor for Prism software is CDW-G (two-license minimum). CDW-G is the preferred vendor because they will accept the standard UC terms and conditions, which GraphPad (Prism OEM) will not.

To request a quote, contact our sales representatives, Sarah Park and Paul Cardamone. They will publish your quote in the CDW-G punch-out catalog in BearBuy. 

For other software guidance, please visit Buying Software and Cloud Computing.


February 14, 2024


Can I submit a Payment Request in BearBuy to pay a FedEx invoice?

Yes. However, please submit only one invoice per cart and enter the invoice number on the Payment Request Form exactly as it appears on your FedEx invoice. Otherwise, FedEx will not be able to apply the payment to your account.

Follow the steps below:

  • On the Payment Request Form, select the supplier FEDEX and activity type "Postage/Small Package Courier"
  • Enter the invoice number in the "Supplier Inv #" field exactly as it appears on your FedEx invoice
  • Amount: Enter only current charges from the invoice (no past due charges)

Click here to view a sample FedEx invoice and Payment Request.


February 14, 2024


When I update the transaction date for a lodging expense on the details tab, it changes the dates I inputted for my lodging itemizations. Why is this happening?

  

When you make a change to a lodging expense’s transaction date after having created your lodging itemizations, a popup window will display asking if you want the change to be applied to your itemizations and allocations. Clicking on the Do Not Update button will keep the dates of your itemizations and allocations from changing.


January 16, 2024


There is an invoice that needs to be paid under a different funding source. Can I submit a BearBuy Change Order Request Form to update a purchase order’s (PO) funding/accounting codes?

The Change Order Request Form is only used to submit requests to modify a PO, not an invoice. Any change to the PO’s accounting codes will only apply to future invoices submitted on the order. If there is an invoice that is unpaid due to expired funding, contact SCM’s Response Team for assistance. If the invoice has already been paid, your department’s financial team can complete a cost transfer journal.


January 16, 2024


MyExpense reimbursement payments to UCSF employees will be distributed the same way as the employee’s paycheck—if an employee receives their paycheck via multiple accounts, please check all accounts. If you still can’t locate the employee’s reimbursement payment, you may open a ticket with the Supply Chain Management (SCM) Response Team for assistance. Employees can update their payment method in UCPath—it may take one pay period for these changes to take effect. Note: Guest reimbursements paid to non-UCSF affiliates are paid via check.


October 31, 2023


To avoid invoice payment delays, properly mark each line item in your BearBuy shopping cart as taxable or nontaxable before placing the order. To mark an item as taxable, tick the Taxable checkbox next to the line item in your cart. Most catalog items and forms will default to the correct tax selection based on the Commodity Code. If you aren’t sure whether a line item should be marked as taxable or not, please contact the supplier for clarification.


October 31, 2023


Why was I charged fees for booking airfare with BCD Travel?

When booking travel or making changes to your travel arrangements with BCD Travel or UC Travel Center, there may be associated fees. To learn more, log into Connexxus to review fees information.

Connexxus offers discounted University of California-contract prices, as well as a "one-stop shop" for booking airline tickets, lodging, and rental cars making it the preferred and easiest method for booking travel.


October 31, 2023


I am planning an event. Where do I find more information about policy?

You can find more information about event planning policy by visiting the Supply Chain Management Meeting and Entertainment Expenses page. During the busy holiday season remember to always plan early with your requests and payments.


October 31, 2023


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