May 19, 2020
Supply Chain Management News
May 2020
Dear Campus Community,
  
Supply Chain Management (SCM) would like to inform you of important updates and events. 

This month's features:   
  • Central Distribution Process
  • End of Year Deadline for Purchase Order (PO) Requests Over $10,000
  • FEMA Terms and Conditions in COVID-19 Related Purchase Orders Over $3,300.00
  • UPS Department Accounts

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
Central Distribution Process
As a reminder, Central Distribution will take shipments for closed buildings and oversized shipments.

Central Distribution Operation Hours and Contact Information:
Mon. - Fri. 7:30 AM - 3:30 PM
3200 Regatta Blvd, Ste E
Richmond, CA 94804
510/642-5330 (Dock Phone) 

Announcement Highlights:
  • Please expect delays since all packages and mail are set aside for 24 hours and hard surface deliveries will be set aside for 72 hours
  • Central Distribution will contact the departments when small packages are received to make arrangements for pick up. 
  • Deliveries for large packages/items will be scheduled with departments to be delivered by either Central Distribution or Moving Services (depending on size).
  • If Departments have not heard from Central Receiving for expected deliveries of received large or small packages, please use the contact information listed above.


Please see our Orders Scheduled for Delivery to Closed Buildings page to view the entire announcement.
End of Year Deadline for Purchase Order (PO)
Requests Over $10,000
May 29, 2020 is the deadline to submit PO requests for amounts over $10,000 in order to be completed prior to June 30, 2020.

For assistance with your PO's, please contact your SCM Buyer .
FEMA Terms and Conditions on
COVID-19 Related Purchases Over $3,300.00
For purchases directly related to the COVID-19 response that may be subject to potential Federal Emergency Management Agency (FEMA) reimbursement, please include the following terms and conditions as an External Attachment on your BearBuy order to the Supplier when able to do so (cXML cataloged Suppliers may not allow for external attachments). 

Purchase Orders for equipment, masks, gloves, eye protection, gowns, and other critical materials that protect public health more than $3,300.00 should include these required FEMA terms. 

For tracking of COVID-19 related orders and potential FEMA reimbursement, please use general ledger account code 55022 (Medical Supplies). Ensure at least one of the corresponding COVID-19 chartfield codes is recorded on the purchase order.

If you’re not sure which code to use, email your question to  vcfinance@berkeley.edu  or review the finance  FAQs    for examples.

COVID-19 Chartfield Codes:
  • CF1: COVD19
  • CF2: COV19
UPS Department Accounts
SCM is pleased to share that departments are able to create their own UPS accounts for outbound shipping.

Please see these instructions to create your account today!
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.  
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!