June 15, 2018 - In This Issue:


In an effort to provide guidance to departments with the purchasing process, a new  Procurement Checklist  is now available on the Supply Chain Management (SCM) website. The checklist helps departments determine the required supporting documentation that needs to be included on requisitions for different types of purchases. 
The checklist also provides tips and guidance on which BearBuy forms to use for different purchases.  SCM encourages individuals who make purchases to review the checklist as well as SCM's new Procurement Training guides.
In-Person BearBuy Support Office Hours
Come to the next BearBuy Office Hours to get your BearBuy questions answered in-person. The next three BearBuy Office Hours will be held on:
  1. June 19 from 9 a.m. to noon at Parnassus, Campus Library, Room 211/212
  2. July 11 from 9 a.m. to noon at Mission Bay, Mission Hall, Room 2109
  3. July 25 from 9 a.m. to noon at Parnassus, Campus Library, Room 210
Supply Chain Management representatives will be available at these locations 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

We are here to help, so please come visit us with your BearBuy questions. No appointment is needed. The event is first come, first served.


Supply Chain Management can answer many BearBuy questions. However, if you have payment related questions, please contact the Controller's Office directly at  COSolutionCenter@ucsf.edu .
Low-Value Purchasing Authorization Change

T he low-value purchasing authorization (LVPA) has been increased from $5,000 to $10,000 as of May 21, 2018. The higher LVPA allows departments to make BearBuy purchases without Supply Chain Management (SCM) Buyer review of requisitions up to $10,000.
The LVPA change does not apply to restricted purchase types such as (but not limited to) controlled substances, facility rentals, professional services/independent consultants, capital equipment, etc. This change also does not impact payment requests, voucher approvals, change order processes, or Procurement Card (P-Card).
To help departments prepare for the additional responsibility of an increased LVPA, new training resources on UC purchasing policies and procedures are now available on the SCM website:

SCM encourages individuals who use BearBuy to purchase or are involved in the decision making for purchases to review these materials.
New B&H Photo Video Inc. Punch-Out Catalog

W e are excited to announce that a  B&H Photo Video Inc. punch-out catalog is now available in BearBuy. B&H is your one-stop shop for audio/visual needs. They carry everything from cables, cameras, monitors, TVs and more. The punch-out offers real-time inventory availability with the University's contracted discounts.

UPS Shipping Rates Increasing By Three Percent

As of July 1, 2018, United Parcel Service (UPS) has increased its rates by three percent for all services covered by an agreement with the University of California (Agreement #UCOP-35). These new rates will affect inbound shipping charges as  well as anyone who uses a UPS account for their outbound shipping.
This is the second rate increase since the agreement began in May 2014. Under the terms of the agreement, there will be no additional rate increases for at least one year. All other terms of the agreement shall remain in full force and effect.


Q: I submitted a requisition in BearBuy. How do I check on the approval status?

A:   From the requisition, click on the PR Approvals tab to display the approval workflow. A green checkmark means that step is complete. Once all the steps are complete, the purchase order will automatically be sent to the supplier.

Tip: Click on the "view approvers" link to see who can approve in that workflow step.
Tip: Click on the Comments tab to see if the approver left any comments indicating why the requisition hasn't been approved yet. For example, they may be waiting for additional documentation.


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 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