April 4, 2018 - In This Issue:


BearBuy will be unavailable  Friday, April 6, at 6 p.m. through Sunday, April 8, at 9 a.m. for system maintenance. To avoid delays, please complete all BearBuy requests prior to the system maintenance. BearBuy will be available on Monday, April 9.
Low-Value Purchasing Authorization Threshold Change

The University of California has increased the low-value purchasing authority from $5,000 to $10,000, empowering departments to execute procurement transactions up to $10,000 without the need for central procurement involvement (excludes certain commodity classes such as hazardous and controlled substances).

This move reflects the higher level of sophistication of the department buying communities and the increased controls enabled by the advanced procure-to-pay systems in place at most campuses.
This change has multiple benefits for the departments:
  • Departments will be able to execute more of their transactions without the extra time and steps needed to route through central procurement.
  • Central procurement and supply chain professionals will have more capacity to support the department's more strategic procurements and request for proposals (RFPs).

Supply Chain Management (SCM) is targeting mid-May for rollout of this change. In the next couple of months, we will communicate more information and training opportunities supporting this transition.

In-Person BearBuy Support Office Hours
Do you have a question on how to use BearBuy and you are looking for in-person help? Now you can get that help with the new BearBuy Office Hours. Each month, Supply Chain Management representatives will be at campus locations to answer your 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

The next three BearBuy Office Hours will be held on:

  1. April 13, from 9 a.m. to noon at Mission Bay, Rock Hall 218B
  2. April 16, from 1 p.m. to 4 p.m. at Parnassus, Medical Sciences Building S159
  3. May 7, from 1 p.m. to 4 p.m. at Mission Bay, Genentech Hall S271

We are here to help, so please come visit us with your BearBuy questions. No appointment is needed. The event is first come, first served. The first 10 people to ask a question at each of the BearBuy Office Hours listed above will receive a reusable tote bag. Everyone who attends can sign up to be entered into a drawing for a $25 gift card.

Supply Chain Management can answer many BearBuy questions. However, if you have payment related questions, please contact the Controller's Office directly at  COSolutionCenter@ucsf.edu .
Supplier Information Form Updated

The   UCSF Substitute W-9 & Supplier Information Form   has been updated and can be found on the  Supply Chain Management website.

Please discontinue using previous versions as they will no longer be accepted.
Re-Opening Purchase Orders to Pay Invoices

Supply Chain Management (SCM) automatically closes purchase orders (POs) that have low balances or have been inactive. Details about the criteria used to close POs automatically are available on the SCM website.
In cases where Accounts Payable (AP) receives an invoice for a purchase order that SCM closed for a low balance or inactivity, SCM will automatically re-open these POs. AP will directly coordinate with SCM on re-opening the POs. Departments do not need to submit Change Order Requests to re-open these POs.
POs that meet ALL of the following criteria are automatically re-opened:

  • AP receives an invoice for a closed PO AND
  • SCM automatically closed the PO because it was an inactive PO or it had a low balance AND
  • PO has an open balance amount or contains a PO line where an invoice can be applied

Please note that delays in payment may occur if the PO funding is expired. AP may contact the department that owns the PO to provide updated funding to pay the invoice.


Q: My order was delivered to the wrong address. How can I avoid delivery mistakes in the future?

A:   Below are some steps that you can take in BearBuy to help ensure your orders are delivered to the correct address.

  1. Avoid entering too much text in the Attention field. Limit the Attention field to the recipient's name and use abbreviations if possible. The supplier may change the order of the address fields on the shipping label. Too much text may force the supplier to cut off vital information from the Attention line or other parts of your address.
  2. When copying an old cart/requisition, the old shipping address will automatically carry over to your new order. Be sure to carefully review the shipping address for each line item under the Shipping And Purchase Order tab on the requisition and if necessary, change the copied address to the correct shipping address.
  3. If you are located at Parnassus, select your "616 Forbes" (Oyster Point) address in BearBuy to have your packages delivered by Supply Chain Management Logistics. For more information on the Logistics Package Delivery Program, please visit the Supply Chain Management website.

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

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