Every purchase order released through BearBuy is covered by the University of California (UC) Terms and Conditions of Purchase.
The newest revision (effective 7/1/24) of UC Business and Finance Bulletin BUS-43 – "Purchases of Goods and Services; Supply Chain Management" requires that UC Terms and Conditions and other UC templates be used when buying goods and/or services. No changes, deletions, exceptions or additions may be made to these documents, outside of certain allowable exceptions dictated by UC Office of the President, without exceptional approval from the Chief Procurement Officer.
When Do UC Terms and Conditions Apply?
UC Terms and Conditions of Purchase govern all purchases of goods and/or services.
Things I Need to Know or Do
If a supplier requests that their terms and conditions be used or requests changes to UC Terms and Conditions, tell the supplier that UC Terms and Conditions are mandated. If the supplier continues to push back, alert your Supply Chain Management (SCM) buyer:
- If the purchase order (PO) has not been issued yet, click “Buyer Intervention” on your BearBuy Requisition; or
- If the PO has been issued, but the supplier asks that its terms and conditions be signed, email your SCM buyer
Your SCM buyer will negotiate with the supplier and coordinate any approvals (e.g., Risk Management, Legal, IT Security, Privacy, University Relations, OTM, etc.) as necessary to finalize the transaction.
BearBuy Form to Use
Use the appropriate BearBuy form for the commodity you are purchasing. All purchases made with any BearBuy forms are governed by UC Terms and Conditions.
Other Useful References
Related Policy
Version Date: May 2018