July 15, 2020 - In This Issue:


BearBuy will be unavailable Friday, July 17, at 6 p.m. through Sunday, July 19, at 9 a.m. to upgrade from release version 20.1 to 20.2. To avoid delays, please complete all BearBuy requests prior to the system maintenance. BearBuy will be available on Monday, July 20.
Supplier Information Form Updated

The Substitute W-9 and Supplier Information form has been updated to ensure goods and services are purchased using a BearBuy requisition and purchase order (PO). A new question was added to the form regarding selling goods and/or services to UCSF to help drive compliance for activity that requires a PO prior to making the purchase. A response to the question is required and forms will be returned if not completed.
The updated form can be found on the Supply Chain Management website. Please discontinue using previous versions as they will no longer be accepted.
Prohibition on State-Funded Travel to Idaho

Effective July 1, 2020, the state of California began prohibiting state-funded and state-sponsored travel to Idaho as part of Bill AB 1887. This does not affect travel that is paid for or reimbursed using non-state funds.

For further information regarding Bill AB 1887 and how it may impact UCSF travel, visit the SCM website.
UC Honorarium Payments Policy Changes

The University of California Office of the President recently announced changes to Policy D-371-35 Disbursements: Honorarium Payments. State funds may now be used for most types of honorarium payments, with the exception of those paid to UC Academics. UCPath terminology has been used to replace Payroll/Personnel System (PPS) terms, and the policy distinguishes between honoraria provided to academics versus employees/non-academics. The revisions became effective June 24, 2020.

The updated policy can also be found on the UCOP websiteThe site is accessible to anyone with a UC email address. No special permission is required.

In an effort to improve your experience, Supply Chain Management (SCM) is making changes to how we support our customers. In early August we will launch a new SCM support desk - the SCM Response Team - that will be staffed by our own subject-matter experts. In addition, we have worked with IT to create a new intake form that will help get your question to the right person more quickly and help us get the valuable information we need to better serve your needs.
While we don't have all of the details yet, we're excited to bring you this new service and will be sending out a detailed communication once everything is in place.
SCM Moves to Electronic Invoicing through Transcepta

Supply Chain Management (SCM) began a program that will transform how Accounts Payable supports our departments and suppliers by creating a more paperless business model. This new operating model requires making incremental and/or permanent changes in how we do business. One of the key initiatives is invoice processing through our e-invoicing partner Transcepta.

As of June 15, suppliers who receive BearBuy purchase orders will be required to submit invoices through Transcepta to avoid major delays in processing and payment. With the extensions of the shelter-in-place order, SCM contacted suppliers to sign up and submit electronic invoices, but we need you to continue to support this effort by requesting suppliers to submit invoices for BearBuy purchase orders only through Transcepta.

In addition to significantly reducing costs associated with printing, processing and delivering paper invoices, there is no cost for suppliers to use Transcepta. Perhaps most important, electronic invoicing is touchless, which means suppliers will receive payments faster. And, by streamlining the invoicing process, the University benefits by improving and developing good relationships with our suppliers who play a critical role in supporting the University research.

Please only use Accounts Payable email addresses for submitting internal UCSF forms such as check request forms, relocation travel expense vouchers, signature cards and certain types of invoices such as subcontract invoices and facility rental invoices with supplemental forms.

For more information, please visit  UCSF internal Transcepta FAQ.

Please refer suppliers to our UCSF Transcepta site for more information on signing up.

Q:  How do I set my BearBuy notifications so that I will be alerted when an invoice is received for my order?

A First, click on your user profile icon (top right corner of BearBuy). Then, click View My Profile > Notification Preferences > Accounts Payable. Next, click the pencil icon (Edit Section). Click the Override radio button for the option "Invoice submitted into Workflow", select "Email & Notification" from the dropdown list, and then click the Save Changes button.

Only the purchase order (PO) owner listed on the PO in BearBuy will be alerted when an invoice is received. This is typically the Shopper or Requester who originally started the shopping cart.

For more BearBuy FAQs, please visit BearBuy FAQ.

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