1. BearBuy 16.3 System Maintenance
BearBuy will be unavailable Friday, November 11th at 6PM through Sunday, November 13th at 10AM.
- BearBuy will be up and running on Monday, November 14th.
- BFS will remain available during its normal daily hours of 7AM until 9PM, however on Sunday, November 13th BFS will be unavailable from 7:30AM until 10AM
What to expect during the outage
- BearBuy will not be available
- In the event of a true purchasing emergency, please contact your Campus Buyer for assistance prior to the scheduled outage.
New enhancements will be available in BearBuy on November 14, 2016. A PowerPoint presentation outlining the new features will be available under the 'Recent Product Releases' menu on the Supply Chain Management (SCM) website on Thursday, November 10th
3. New Bus Contracts
We are excited to announce that the University has three new preferred contracted providers of bus and charter vehicle services.
- Medina Tours and Charters, Inc.
- Professional Charter Services, LLC.
- Storer Transportation Services
These companies have been selected to provide the campus with charter transportation for special events and offer preferred rates to the campus for Motor Coaches, Shuttles, Vans and Town Car service. The selected bus companies provide a wide variety of vehicle types and will meet special requests (such as Wi-Fi and SPAB drivers for K-12 students).
For reservations, fees, and availability, please call or email the suppliers directly.
As part of the order confirmation process, suppliers will need a purchase order number. Please use the Vehicle Charter form to generate a purchase order to the selected company prior to the event date for prompt billing and payment. The Vehicle Charter form was reactivated on 10/24/16 and includes these suppliers as options.
To purchase Vehicle Charter Services from any suppliers not listed above (non-contracted Suppliers), please use the Amount Only Form and provide:
- contact information
- name and contact information for the charter service
- pickup time
- drop off time and location
- trip purpose
- vehicle and pickup instructions
- vehicle type
- number of passengers
- trip details
- Certificate of Insurance naming the Regents as additionally insured
- Copy of most recent satisfactory safety inspection by the state.
Requests to hire charter transportation costing $5,000.00 or more must be accompanied by quotations from at least 3 other bus companies.
4. Changes to Off Campus Event Form
Now that Off-Campus events ownership has moved from Risk Services to Supply Chain Management, the Bear Buy "Off Campus Event" form will be updated to provide detailed instructions on how to process Off Campus Events. More information will be provided once all updates are complete.
5. Upcoming In-Class Training
Register to learn more about BearBuy with one of our upcoming in-class trainings based on BearBuy user roles. Courses are offered through the
UC Learning Center
Instructions and more information on how to enroll can be found on the page.
BearBuy Authorizer & Requisition Approver | November 22, 2016
Course Number: BEESS966-161122
Classroom training for the BearBuy Requisition Approver, Additional Authorizer, Chartfield 1 & 2 Authorizer Roles. Participants will learn concepts, workflow, best practices, and test their knowledge through several exercises in BearBuy. We will also review where to find additional training materials available for the role, including Job Aids and YouTube videos.
BearBuy Voucher Approver | November 29, 2016
Course Number: BEESS967-161129
Practical classroom training for the BearBuy Voucher Approver role. Participants will be shown concepts, workflow, best practices, and test their knowledge through several exercises in BearBuy. We will also review where to find additional training materials available for the role, including Job Aids and YouTube video.
BearBuy Requisition Creator | December 1, 2016
Course Number: BEESS965-161201
Thorough classroom training for the BearBuy Requisition Creator Role. Participants will learn concepts, workflow, best practices, and can test their knowledge through several hands-on exercises in BearBuy
BearBuy Change Order Preparer | December 6, 2016
Course Number: BEESS973-161206
Hands-on classroom training for Change Order Preparer role. Participants will learn concepts, workflow, best practices, and can test their knowledge through several scenarios in BearBuy.. We will also demonstrate additional training materials available for the role, including Job Aids, manuals and YouTube videos.
BearBuy Match Exception Preparer | December 8, 2016
Course Number: BEESS968-161208
Interactive classroom training for the BearBuy Match Exception Preparer role. Participants will be shown concepts, workflow, best practices, and test their knowledge through several exercises in BearBuy.
6. "Did you know?" Useful BearBuy Tip:
Adding Approvers for Chartfield 1 and Chartfield 2
Departments can add Chartfield 1 (CF1) and Chartfield 2 (CF2) approvers. Any person with the BFS, BIBS & BearBuy role "GL Chartfield/SpeedChart Set Up" can add BearBuy Approvers for a Chartfield 1 or Chartfield 2 value.
- Go to BFS >Set Up Financials >Supply Chain >Common Definitions >Design ChartFields >Chartfield Values and search for the chartfield name and value.
- Then click on the "UC BearBuy Authorizers" tab to add an authorizer.
Please note, if
a Chartfield 1 or Chartfield 2 value is setup with a BearBuy Approver in BFS, BearBuy requisitions containing that Chartfield 1 or Chartfield 2 values will always require that BearBuy Approver to review and approve the transaction.