April 17, 2020 - In This Issue:

During the COVID-19 outbreak, Supply Chain Management (SCM) is continuing to support the University community. While conditions continue to change rapidly, we have created the  SCM COVID-19 Updates page  to share up-to-date information about our operations.

SCM Staff Going Above and Beyond:
  • When the CDC recommended cloth masks for virtually everyone, how did UCSF get 25,000 of them? Find out here.
Modified UC Travel Center and BCD Travel Procedures During UCPath Data Conversion

As part of the UCPath project implementation at UCSF, there will be a period of time when booking travel through Connexxus will be impacted. 

Current employees with existing Connexxus profiles will not be affected. New monthly employees hired after April 25, 2020, and new biweekly employees hired after May 22, 2020, will not have a profile in Connexxus or with program travel agencies until June 1, 2020.

For more details, how to book travel and additional resources, read the full article .
Late Expense Reports Considered Taxable Income

By now, most of you know that expense reports should be f iled in MyExpense within 45 days of the expense to avoid reimbursements being reported to the IRS as taxable income. Employee expense reports submitted to an Approver more than 60 days after the trip end date or last purchase date will be reported as taxable income for the employee. 

This policy is not limited just to travel or meetings/events expenses; it applies to any reimbursements for any purpose, including out-of-pocket purchases of supplies that are unable to be purchased through BearBuy.
Supply Chain Management (SCM) realizes that such reimbursements are not personal income per se, and that taxing them as income might not make sense; but this is an IRS requirement, not a UCSF or University of California policy. Even if you have a legitimate reason to submit a reimbursement request after the 45-day window, the University's hands are tied and there is no way to retroactively waive this policy.
To avoid this penalty, please make sure that you and your staff are aware of this policy and submit expense reports promptly. If the fund from which reimbursement will be requested has not been set up yet, you should temporarily use a different fund within the time window and then work with your financial analysts to process a cost transfer when the desired fund exists.
For more details, please visit our   Claim Expenses for Reimbursement  web page.

Apple Products Now Available Through CDW-G

Apple product purchases should be sent to CDW-G for processing, not to Apple; therefore we have turned off the Apple supplier option in BearBuy so you will no longer be able to:  
  • Select Apple on a Non-Catalog, Payment Request or any other form
  • Submit a copied old Non-Catalog form Apple REQ
  • Submit a copied old Apple punch-out REQ 
If you have a special services purchase to submit to Apple, please contact Joanne Petersen at  joanne.petersen@ucsf.edu .

Use Purchase Orders to Make Purchases

Purchase Orders (PO) have many benefits and should be used for purchases to comply with the University of California (UC) purchasing policies. They help ensure insurance compliance, authorization and financial controls. 

POs also are legally binding documents that contain UC's terms and conditions of purchase as well as the details of the purchase for the supplier.  This information helps to outline the purchase and communicate the University's and your expectations to suppliers. If the supplier does not satisfactorily perform or deliver the goods or services and there is a dispute on the purchase, POs help provide legal protection for the purchase.

Always create a PO prior to requesting goods or services from a supplier that accepts POs. Purchases made without first issuing a PO ( after-the-fact purchases ) are unauthorized per UC policy.

If a supplier does not accept purchase orders and you are purchasing low-risk goods and services under $5,000, you may then alternatively use a  procurement  card (P-Card) .
T he BearBuy Payment Request Form (PRF) should only be used for the following transaction types that cannot be purchased using a PO or P-Card:
  • Cell Phone / Phone Lines
  • Donations / Contributions
  • Government Fees/Visas
  • Guest Lodging
  • Honoraria
  • Memberships/ Subscriptions / Journal Publications
  • Refunds
  • Registration Fees
  • Student Summer Programs
  • Suppliers who will not accept a PO
  • Utilities
PRFs submitted for payments that are not one of the categories above will be rejected, and the department will be required to resubmit the request using the After-the-Fact Justification form. The form and more information can be found on our After-the-Fact Purchase Orders page. 


Q: How do I ship orders to a home address?
A: If you need to place an essential order and ship it to a home address, follow the instructions for "Using a One-Time Ship-To Address" on Page 2 of the Ship To Address Quick Reference Guide .


Q: How do I create a purchase order (PO) for Airgas dry Ice?
A: For help setting up an account, please contact our sales representative, Ryan Jacobson:  ryan.jacobson@airgas.com (or (530) 444-0097. Then, create your PO in BearBuy using the Amount-Based PO form. Be sure to select the supplier name AIRGAS DRY ICE and include your account number.

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