May 17, 2021

Supply Chain Management News May 17, 2021

Dear Campus Community,    Supply Chain Management (SCM) would like to inform you of important updates and events.  This month's features:   Remember to Save the Date for the Gorilla Marketing Virtual Showcase! Updated Partial Sales Tax Exemption Certificate REMINDER: UC Policy on Supplier Insurance REMINDER: Shipping to Campus Procedures CDW-G as Preferred Apple Supplier Workspace Facilities by Office Depot Systemwide Contract Listings are Here! Sunsetting BluCard Tracking Form If you have any questions, please contact the BearBuy Help Desk at  510-664-9000 (options 1, 2) or BearBuyHelp@berkeley.edu for immediate assistance. Thank you for your continued support,  Supply Chain Management

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Remember to Save the Date for the Gorilla Marketing Virtual Showcase!

Please save the dates and register for the following virtual showcase:

Date and Time: May 19, 2021 from 2:00pm - 3:30pm PDT Registration: https://events.r20.constantcontact.com/register/eventReg?oeidk=a07ehusz445df91b491&oseq=&c=&ch= More information: https://supplychain.berkeley.edu/sites/default/files/gorilla_marketing_showcase_on_05-19-2021.pdf

Updated Partial Sales Tax Exemption Certificate

Please note that effective immediately, the exemption certificate required in order to request the California partial sales tax exemption for Research and Development has been updated. Please begin using the updated form immediately when submitting a BearBuy requisition for a qualifying order. We’ve replaced the form provided by the State with our own UC Berkeley substitute form in order to add some additional fields that will be useful in ensuring compliance with the State’s requirements for the partial reduction in sales tax. The key changes to the form are as follows: If checking the box that the qualifying purchase will be used for research and development, you will be required to add the sponsored research award’s seven digit chartfield value. Additionally, if checking that same box, you will be required to check an additional box in the next section of the form to indicate what discipline the research and development will be conducted in. Lastly, at the bottom of the form, we ask that you include the name of the department that is making the purchase. We appreciate your cooperation in using this updated substitute CDTFA-230-M form. The University saves roughly $600,000 annually from this sales tax reduction and using the updated form will help to ensure that we continue to take full advantage of this opportunity. If you have any further questions about this process or the new form, please don’t hesitate to contact the Accounts Payable help desk at disburse@berkeley.edu.

REMINDER: UC Policy on Supplier Insurance

Prior to shipping goods or providing services to UC Berkeley (regardless of whether the services are conducted on-campus or off-campus), Suppliers must furnish the University with current certificates of insurance that meet the minimum requirements listing the University as an additional insured.   Departments requesting purchase orders are responsible for collecting the certificate of insurance from suppliers. Please upload the certificate of insurance as an internal attachment on the correct BearBuy form when creating a requisition.  If a Supplier does not have insurance or the adequate minimum insurance limits, please direct the Supplier to apply for a policy or have them visit the Supplier to the Insurance Programs for The University of California website to learn more. The UC system has made a low-cost insurance program available for purchase by suppliers for work performed for UC. Departments may choose to reimburse the supplier for the cost or a portion of the cost to purchase insurance at the department's discretion. Supplier Onboarding and Certificates of Insurance: As a recent enhancement to the supplier onboarding process, Suppliers are asked to verify that they are aware of UC Insurance requirements and are provided with an opportunity to upload a copy of their certificate of Insurance which can be accessed by authorized campus users in a restricted Box folder. Campus users who would like access to this folder must have a qualified BearBuy role (PR Creator, Approver, Buyer). This new supplier onboarding feature does not transfer the responsibility for insurance collection from the department. Department requestors are still responsible for ensuring that insurance policy is current and must attach the certificate as an internal attachment on a BearBuy requisition.

REMINDER: Shipping to Campus Procedures

To ensure that no packages are left at a closed campus building or returned to the sender, you MUST choose one of the open campus receiving locations listed in the link below as your Ship-To address in BearBuy when shipping a package to campus.  For your convenience, the Ship-To address code for each campus receiving location is provided in this list: https://supplychain.berkeley.edu/sites/default/files/ucb_open_build_05_14_21.pdf In addition, please do not use your default address code if your building is closed. We cannot guarantee the security of your package if left at an entrance or have the resources to send someone to go by a closed campus building to pick up such a package. However, please enter your default address code as the Final Destination Code in BearBuy so the receiving location knows which building to deliver the package. If you have questions about your building's receiving capabilities, please contact your department manager or building manager.  More information can be found at: https://supplychain.berkeley.edu/news/orders-scheduled-delivery-closed-buildings

CDW-G as Preferred Apple Supplier

Did You Know? CDW-G offers Apple products with better rates and quicker lead times! Check out the CDW-G punch-out for your Apple products needs as they are the new preferred Apple supplier!

Workspace Facilities by Office Depot

SCM is pleased to announce the new Workspace Facilities by Office Depot punch-out catalog for janitorial and sanitation products in BearBuy!  Please note that there is a minimum order size requirement of $75 for free shipping.

Systemwide Contract Listings are Here!

You asked for it, you got it! UC Procurement Strategic Sourcing has answered your request for a comprehensive listing of Systemwide Supplier Agreements. These currently contracted supplier agreements are available for use by all University of California locations.  Check out the UC Procurement Systemwide Contract Listing landing page (please bookmark!) where you’ll find additional linked pages with listings by commodity category, updated monthly: Facilities, Maintenance & Capital Programs Information Technology Life Sciences Professional Services On the main landing page, you’ll also find links to UC & OMNIA Partners competitively-bid contracts and the corresponding contract launch resources in SharePoint:  UC/OMNIA Partners Contract Portfolio  UC/OMNIA Partners Contract Launch Trainings (SharePoint) To navigate to these Contract listings from the main UC Procurement webpage > select ‘FOR UC STAFF’ button in top menu > scroll down and select Systemwide Contract Listings menu item in left column.

Sunsetting BluCard Tracking Form

Effective Tuesday, June 1, 2021, the BluCard Tracking form in BearBuy will be sunsetted (retired) due to lack of use by campus departments.  Your Berkeley Regional Services (BRS) can make purchases on behalf of departments using their bluCard. Please continue to submit a non-catalog form and select “bluCard tracking” as the supplier. The BearBuy request will be routed to your respective region for review and approval. This process (including the paid transaction/supporting documents) will apply to those who are a bluCard holder and want to record their transactions in BearBuy as an optional aid to card reconciliation as well. Please Note: Goods and services that qualify as having a "special consideration" should not be purchased with BluCards.

Helpful Hints

Order Status  If you need assistance with determining the status of your order in BearBuy, visit the How to Find the Status of Your Order page on the SCM website.  Please note that your SCM assigned Buyer will not receive the requisition until it has been approved by the department Org Node approver.

Expediting an Order  If an order warrants expedited handling, please change the priority on the requisition to "Urgent". If you have already submitted the requisition, please contact your assigned Buyer via email and be sure to include the requisition number.

Who is My Department's Assigned Buyer?  If you are unsure of how to start your purchasing transaction, contact your Buyer for assistance by using your Org Node and Department Name to find your assigned Buyer located in this matrix.

Splitting Chart of Accounts (COA) At Header Level Vs. Line Level  Splitting COA at the Header Level will apply the split to all lines on the PO.  Splitting COA by Line Level allows you to customize COA percentage allocated to that specific line. BEST PRACTICE for Subaward: Put line 1 COA at the header and then edit each line with their own unique COA.  For any questions on how to split a COA, please contact your regional group: https://regionalservices.berkeley.edu/home.

SCM Service Level Turnaround Times  Urgent requests will be handled on a first-in-first-out basis. Standard turnaround time (Service Level Agreements) for purchase and contract types are available on our Service Level web page.  Please be aware that contract negotiations with suppliers may cause delays.

Ship To Address vs Final Destination A Ship To Address is the address that is sent to the supplier. When the supplier is delivering items, they will deliver to the ship to address (which is also visible on the PO they receive). A Final Destination code is an address only associated to UC Berkeley. Final destination code are used when departments have a central receiving location. The ship to address is the central receiving facility. When the packages are received, the department central receiver looks the PO up in BearBuy and looks for the final destination code. The final destination code is then the office/room number of where shopper needs the items. Final destination codes are never sent to the supplier and are NOT reflected anywhere on the PO.

BearBuy Resources Below are links to the BearBuy homepage, instructional aids, training courses, and information on how to create Service Now tickets for BearBuy related issues.

BearBuy Homepage Job Aids Training Courses Roles & Responsibilities Help Desk

Whether you are an experienced or a new BearBuy shopper, it is always best practice to attend an in person training session with a designated BearBuy trainer. If you are interested in attending a BearBuy “Basics for Shoppers Training”, please click the training courses link above to sign up for our next class. We look forward to your attendance and being of assistance to better serve you!