October 15, 2019 - In This Issue:

Danaher Corporation purchased the GE Healthcare Life Sciences business units consisting of BioProcess, Cell & Gene Therapy and Genomics & Cellular Research. The Biopharma United States legal entity changed effective 
September 30.
The current legal entity name of  GE Healthcare Bio-Sciences Corp will become Global Life Sciences Solutions USA LLC.
All open orders from September 30 will be fulfilled in the new legal entity with shipping notifications and invoices under the new legal name.  If you have an existing blanket GE Healthcare Life Sciences purchase order (PO) that you intend to use for future orders, please create a new PO under the new Global Life Sciences Solutions USA LLC supplier and share the PO number with the supplier so invoices are applied to new PO. Please request to close your GE Healthcare Life Sciences blanket PO.  

Prohibition on State-Funded Travel to Iowa
Effective October 4, 2019, the state of California began prohibiting state-funded and state-sponsored travel to Iowa 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, click here.
Timely Submission of Expense Reports Within 45 Days

As a reminder, per UC policy, expense reports must be submitted within 45 days from the date of the expense or after the end of a trip. This helps to ensure timely reporting of expenses and to avoid potential IRS tax implications.

To comply with IRS regulations, employee expense reports submitted more than 60 days of the expense or after the end of a trip will be reported as taxable income for the employee being reimbursed, and will be subject to applicable payroll taxes.

To avoid any IRS tax implications, we encourage you to submit your expense report within 45 days from the date of the expense or after the end of a trip.

For more information refer to UC Travel Regulations Policy G-28.
Banking Information for Foreign Payments

Beginning November 1, UCSF's bank, Bank of America, will be changing requirements for sending foreign payments. All future foreign payments require the payee's banking information in order to transfer the funds. To help facilitate successful payments, please ensure that all foreign payments contain all banking information (Ex: full banking information is on foreign supplier invoices).
Important Relocation Expense Reimbursement Year End Deadlines

Due to payroll tax reporting deadlines and the number of pay periods remaining in 2019, all employee relocation expense reimbursement claims must be received (emailed to coapmail@ucsf.edu), complete, policy compliant, and with the appropriate approvals by November 15 to ensure payment by the end of 2019.  Relocation expense reimbursement claims received after the deadline will be paid or reimbursed in January 2020.
Come to the next BearBuy Office Hours to get your BearBuy questions answered. No appointment is needed.  The event is first come, first served.

The next three BearBuy Office Hours will be held on:
  • October 24 from 1 p.m. to 4 p.m. at Parnassus, Campus Library, Room 223
  • November 7 from 9 a.m. to noon at Mission Bay, Mission Hall, Room 2110
  • November 19 from 9 a.m. to noon at Parnassus, University Hall, Room 460 (U460) 
Supply Chain Manag ement representatives will be available 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
The first 20 people to ask a question at each session will receive a tote bag or magnetic clip. In addition, everyone who attends can enter into a drawing for a $25 gift card.
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: When should I use the Facility Rental form in BearBuy?

A:  The Facility Rental form is only required to request an off-site, non-UC facility rental for events where the facility requires a signed contract.* The requisition will route to your SCM Buyer for review/signature, and then a purchase order (PO) will be dispatched to the supplier.
Please note that your Facility Rental requisition or PO will not automatically result in payment to the supplier. Once you have your PO, you must request a payment (including any deposits) by emailing the invoice to coapmail@ucsf.edu along with a completed  Supplemental Form.

If you do not have an invoice for the deposit, please create your PO in BearBuy and email a copy of the contract and Supplemental Form signed by your department's Meeting & Entertainment Approver to coapmail@ucsf.eduIf you are paying a deposit with the contract as backup rather than a supplier invoice, the Supplemental Form amount must match the stated deposit amount in the contract. 

For exceptional expenses, please refer to the SCM website for more information: Meeting and Entertainment.

Contracts do not include confirmations of logistics only (food, attendee count, price, etc.), even if a facility asks for a signature. These confirmations do not need to be signed by your Department-Assigned Buyer.

Q:  What additional documentation is required for processing the final payment on a Facility Rental PO?

A: The final invoice must include a full breakdown of all event charges including food/beverages, room rental, service charges and sales tax and must reference any previous deposits made and state a final balance due. All pages of the invoice/backup, a completed Supplemental Form with a matching final amount, and attendee list should be sent as one PDF attachment to coapmail@ucsf.edu for payment processing.

Q:  What is standard processing time for Facility Rental requisitions?

A: Supply Chain Management Strategic  Procurement (Buyers) approves 95 percent of all Facility Rental requisitions within 20 business days of receiving the requisition in BearBuy.  Note: Service levels for processing contract types are based on receipt of complete and accurate information in the requisition or business contract form.

Q: What is standard processing time for payments?

A:  SCM Accounts Payable standard processing time for payments is 10 business days. Please allow a few additional days for the payment to actually be received by the supplier's bank account (for ACH payments) or for the supplier to receive the check in the mail.

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.

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