June 17, 2019 - In This Issue:


Effective June 24 , Supply Chain Management (SCM) will be piloting three new form designs in BearBuy. The Non-Catalog Form, Amount-Based Purchase Order (PO) Form and Capital Equipment Form will now include a conflict of interest section and source justification and price reasonableness section. These changes have been made in response to changes to the Federal Government's rules regarding spending federal funds and the State of California audit findings. In addition, the Capital Equipment Form has been enhanced to support gathering equipment attributes.

More information about these changes can be found here:
BD Microtainer Blood Collection Tubes
BD Biosciences is recalling some lots of Microtainer® Blood Collection Tubes sold after April 11, 2018. If you purchased a BD Microtainer® Blood Collection Tube product after that date, please check the lot numbers of your stock of tubes against those in the attached product recall notification letter from BD Biosciences.
Please follow the instructions in the customer notification letter for details about this issue and to receive replacement tubes.
Action Needed: Approving BearBuy Vouchers Before Fiscal Year End
In preparation for fiscal year end, all BearBuy Match Exception Handlers and Voucher Approvers should take action and approve/reject all vouchers pending in their queues. It highly recommended to take action on these vouchers by June 28 to ensure the vouchers are paid (or rejected) in the 18/19 fiscal year.
Check Pickup Closure Dates
When Accounts Payable moved to Supply Chain Management (SCM) last year, the distribution of some payroll and reimbursement checks moved with the unit. From time to time, due to holidays and other activities, the SCM offices will be closed and unavailable to disburse checks. If you or someone in your department is scheduled to pick up a payroll or reimbursement check, please note that the office will be closed on the following dates:
  • Thursday, July 4 and Friday, July, 5
  • Tuesday, August 6
  • Tuesday, December 17 (tentative)
Additional dates may be added at a later time and we will send out notifications.
Please share this information with any staff members who may be picking up checks. If you have questions, please contact SCM at (415) 476-5761.
Action Required: Bookings by BCD Travel Since June 11
Any airfare tied to a hotel or a car rental booking that has been charged or cancelled since June 11  must be reconfirmed by calling a BCD Travel agent at 1-877-885-8632 (prompt number 3). We urge you to call BCD directly to make certain your airline reservation was not inadvertently cancelled. 

A temporary pop-up was created on the Concur online booking tool that is displayed upon login.  This warning will direct users that modified any booking that included hotel and/or car bookings to call BCD directly to reconfirm air flights.
Moves and Installations Services Available for Laurel Heights

Attention Laurel Heights : Your move is around the corner and Supply Chain Management (SCM) Logistics can help. 

SCM Logistics can help with:
  • Moving Services: Office furniture, files, scientific equipment, and responsible disposal of unwanted items
  • Office Reconfiguration: Complex office moves, installation of keyboard trays, relocation of large office equipment, overhead storage bin installations, return/file drawer positions, add/remove cubicle panels, etc.
  • Equipment Receiving/Delivery: Freezers, refrigerators, bio-safety hoods, centrifuges, incubators, flammable storage cabinets and more
  • Temporary Storage: Short- and long-term storage needs during the departmental transition
Time slots are limited. Don't wait to submit your request.  Submit your service request  here .
Payment Plus Program Expanding
UCSF has partnered with U.S. Bank to implement an initiative to expand our virtual pay card program known as Payment Plus. This service allows for the secure delivery of automated Visa card payments to our suppliers. We have identified a list of suppliers to target for this initiative and U.S. Bank is now contacting them to enroll. This initiative is an important part of our procure-to-pay process and we encourage you to promote the benefits of the Payment Plus program to suppliers with whom you interact today, as well as with any new suppliers that you engage.

Key benefits UCSF receives from expanding our Payment Plus program are:
  • Reduced costs from a streamlined payment process
  • Increased spend visibility
  • Removing risk of late payment to suppliers
Key benefits our suppliers receive from enrolling in Payment Plus may include:
  • Accelerated, predictable payments
  • Improved cash flow
  • Increased accounts receivable efficiency
  • Reduced credit and collections activities
The current processes for purchase orders and invoices will remain the same. The only change will be to the payment process. As an added incentive, we will update payment terms for suppliers participating in the Payment Plus program to pay them upon approval of invoices.

Please direct suppliers to UCSF@supplier-services.com for questions about the Payment Plus initiative.
I n-Person BearBuy Support Office Hours
Come to the next BearBuy Office Hours to get your BearBuy questions answered in person. No appointment is needed.  The event is first come, first served.
    The next three BearBuy Office Hours will be held on:
  • July 9 from 1 p.m. to 4 p.m. at Mission Bay, Mission Hall, Room 1108
  • August 8 from 9 a.m. to noon at Mission Bay, Genentech Hall, Room S204
  • August 21 from 1 p.m to 4 p.m. at Parnassus, Campus Library, Room 210

Supply Chain Management representatives will be available at these locations to answer BearBuy questions such as:

  • Navigating BearBuy
  • Shopping using catalogs and forms
  • Submitting or approving orders
  • Managing purchase order changes
  • Searching for BearBuy documents
  • Ways to optimize and streamline your BearBuy purchases
  • Managing your BearBuy settings and email alerts
We are here to help, so please come visit us with your BearBuy questions. 
We can answer many BearBuy questions, but if you have payment-related questions, please contact the SCM Accounts Payable Helpdesk directly at scmap@ucsf.edu.

Q: A change order request to increase the purchase order (PO) amount has been approved, and BearBuy now shows the new PO total. Why are the vouchers that were on match exception still "In Process" instead of being paid? 

A: Any PO revision will only apply to future invoices. The increase in PO amount will not automatically resolve and pay vouchers that were previously on match exception or in process status. Your department Match Exception Handler still has to review and approve any voucher before the invoice(s) can get paid.

Q: I am the Match Exception Handler and I contacted a supplier regarding an invoice price discrepancy. I was told that they have recently raised their prices. The purchase order was created using the non-catalog form and the supplier is not a contracted vendor. Do I have any recourse to ask the supplier to honor their original pricing?

A:  During the process of creating a PO, it is recommended that departments obtain a price quote for non-contracted suppliers. This helps to ensure that billing aligns with the details of the Purchase Order. 

When a supplier fulfills the order, the price on the PO is binding. If the supplier disagrees with the pricing on the purchase order, they must contact you before fulfilling the order and allow you the opportunity to cancel or approve the change in pricing. However, because UCSF may or may not have a relationship with the supplier, you may have little recourse in disputing that match exception, especially if you rely on that supplier for ongoing goods/services critical to your operations.
For additional information on match exception handling, refer to this link.


FOR BEARBUY technical support, how-to help or questions regarding basic purchasing, contact the IT Service Desk.
Phone: (415) 514-4100, option 2 (M-F, 8 a.m. to 5 p.m.)

FOR ACCOUNTS PAYABLE support, contact the Accounts Payable Helpdesk.
Phone: (415) 502-3331
Email:  SCMAP@ucsf.edu

Phone: (415) 502-6245
Email:   logistics@ucsf.edu

FOR GENERAL Supply Chain Management questions, please email
supplychain@ucsf.edu or visit our website at supplychain.ucsf.edu.

© 2017 The Regents of the University of California