Transaction and Purchasing Methods

Use this list to find the appropriate method (BearBuy Form, BearBuy Catalog, Procurement Card (P-Card), etc.) to complete common purchases and transactions.

This list is subject to change. Please check back frequently for any updates to this list.

 

Commonly Purchased Item

 

System used to Purchase

 

Purchasing Method

 

BearBuy Form Type
(if applicable)

 Central Unit Approval Required for any Amount?

 

Creates Purchase Order?

 

Voucher Automatically Created?
Advertising & Job Postings* Supplier Website P-Card n/a      
Advertising & Recruiting BearBuy Form Payment Request Form AP   x
Alcohol (Ethyl Alcohol) BearBuy Hosted Catalog n/a   x  
Apple Computers BearBuy Punch-out Catalog n/a   x  
Auditing/Accounting Service BearBuy Form Professional Services/Independent Consulting Form SCM x  
Books* Supplier Website P-Card n/a      
Books BearBuy Punch-out Catalog n/a   x  
Catering Service (On-Campus) BearBuy America To Go Punch-out Catalog n/a   x  
Catering Service (Off-Campus) BearBuy Form Meeting & Entertainment Payment Request Form AP   x
Cell Phone Purchase BearBuy Form Non-Catalog Form   x  
Cell Phone Service (e.g., AT&T) BearBuy Form Payment Request Form AP   x
Change Order Request BearBuy Form Change Order Request Form SCM    
Chemicals (unregulated) BearBuy Hosted Catalog n/a   x  
Conference Registration* Supplier Website P-Card n/a      
Conference Registration BearBuy Form Payment Request Form AP   x
Computer/Desktop BearBuy Punch-out Catalog n/a   x  
Computer/Laptop BearBuy Punch-out Catalog n/a   x  
Computer Peripherals  BearBuy Punch-out Catalog n/a   x  
Courier (FedEx only) BearBuy Form Outbound Freight (for FedEx Shipping) SCM x  
Courier BearBuy Form Payment Request Form AP   x
DEA-Controlled Substance (Schedule II-V and List 1 Chemical Precursors) BearBuy Form DEA Controlled Substances Form SCM x  
Dental Kits BearBuy Form Non-Catalog Form   x  
Employee Reimbursement MyExpense n/a n/a AP   x
Engineering Service BearBuy Form Professional Services/Independent Consulting Form SCM x  
Equipment Purchase BearBuy Form Capital Equipment Form   x  
Equipment Repair BearBuy Form Amount-based PO Form   x  
Fabrication (override with proper account chartfield value) BearBuy Form Amount-based PO Form   x  
Facility Rental (hotel, conference hall, etc.) BearBuy Form Facility Rental Form SCM x  
Firearms BearBuy Form Non-Catalog Form SCM x  
Goods/services where a PO was not previously created for the purchase, but should have been BearBuy Form After the Fact Form AP   x
Graphic Design BearBuy Form Amount-based PO Form   x  
Hardware/Software over $5,000 BearBuy Form Capital Equipment Form   x  
Honorarium BearBuy Form Payment Request Form AP   x
Independent Consulting Agreement (ICA) BearBuy Form Professional Services/Independent Consulting Form SCM x  
Janitorial Services BearBuy Form Amount-based PO Form   x  
Janitorial Supplies BearBuy Punch-out Catalog n/a   x  
Lab Instruments BearBuy Hosted Catalog n/a   x  
Lab Supplies BearBuy Hosted Catalog n/a   x  
Landscaping BearBuy Form Amount-based PO Form   x  
License Fee (i.e. doctors licenses, no software licenses) BearBuy Form Payment Request Form AP   x
Lien Removal (Close PO) BearBuy Form Change Order Request Form SCM    
Meeting & Entertainment BearBuy Form Meeting & Entertainment Payment Request Form AP    
Membership Fees BearBuy Form Payment Request Form AP   x
Membership Fees* Supplier Website P-Card n/a      
Office Supplies BearBuy Hosted Catalog n/a   x  
Orders with suppliers not accepting UCSF PO* Supplier Website P-Card n/a      
One-Time Supplier, One-Time Purchase* Supplier Website/Phone P-Card n/a      
Orthopedic Supplies (specialized) BearBuy Form Non-Catalog Form   x  
Pager Purchase BearBuy Form Non-Catalog Form   x  
Pager Services BearBuy Form Amount-based PO Form   x  
Pager Services SpeedType SpeedType n/a      
Permit Fees (i.e. government permit fees) BearBuy Form Payment Request Form AP   x
Postage* Supplier Website P-Card n/a      
Postage BearBuy Form Payment Request Form AP   x
Research Subject/Patient Refund Debit Card Program Debit Card n/a      
Research Subject/Patient Refund Check Request Form Check Request Form n/a AP    
Radioactive Goods/Chemicals BearBuy Hosted Catalog n/a   x  
Radioactive Goods/Chemicals BearBuy Form Non-Catalog Form   x  
Relocation/Household Moves (to supplier) BearBuy Form Relocation/Household Moves Form SCM x  
Relocation/Household Moves (relocation reimbursements) TEV Form TEV Form n/a AP    
Sequencing Service BearBuy Form Amount-based PO Form   x  
Software BearBuy Punch-out Catalog n/a   x  
Stipends AP Batch n/a n/a      
Subawards AP Process n/a n/a      
Subscriptions* Supplier Website P-Card n/a      
Subscriptions BearBuy Form Payment Request Form AP   x
Temp Staffing (non-executive recruitment) BearBuy Form Amount-based PO Form   x  
Training Service BearBuy Form Professional Services/Independent Consulting Form SCM x  
Transcription Service BearBuy Form Amount-based PO Form   x  
Travel Booking Connexxus n/a n/a      
Travel & Business Expense Reimbursement MyExpense n/a n/a AP   x
UCOP Agreement Goods BearBuy Form Non-Catalog Form   x  
UCOP Agreement Services (e.g. for maintenance) BearBuy Form Amount-based PO Form   x  
UCOP Agreement Services (for Professional Services or Independent Contracting) BearBuy Form Professional Services/Independent Consulting Form SCM x  
Uniforms BearBuy Form Non-Catalog Form   x  
Uniform Laundry Service BearBuy Form Amount-based PO Form   x  
Vehicle Purchase BearBuy Form Capital Equipment Form   x  
Vehicle Charter  BearBuy Form Professional Services/Independent Consulting Form SCM x  
Vehicle Charter (UCSF shuttles) UCSF Transportation Services Recharge n/a      
Water/Coffee Delivery (ReadyRefresh) BearBuy Form Standing Order Amt Form (for ReadyRefresh only)   x  
Website Design BearBuy Form Professional Services/Independent Consulting Form SCM x  

Revised December 2016

*When using the P-Card for purchases, the purchase must be within the allowable P-Card dollar limits and purchase types per UC policy.