March 20, 2020 - In This Issue:

During the COVID-19 outbreak, Supply Chain Management is continuing to support the University community. While conditions continue to change rapidly, we have created the  SCM COVID-19 Updates page  to share up-to-date information about our operations.
Current updates include information on: 
  • Limiting and canceling BearBuy orders
  • Travel cancelations and reimbursement (see instructions here)
  • Check pickup
  • Global shortages
  • Package delivery
  • Ride-share reimbursement 
For additional support, please contact us here:
UCSF Interim Policy on Large Events and Gatherings
UCSF has implemented updated policies and guidance on holding large events. All non-essential events planned in UCSF locations for in-person meetings, lectures, events, and conferences shall be cancelled or postponed. This may affect America To Go (ATG) orders you have already placed.
The interim policy is effective now through April 15, 2020, and will be updated as conditions change. The latest information can be found on the  UCSF Interim Policy on Large Events and Gatherings .
If you need to cancel an ATG order, please contact ATG Customer Service (866) 284-8646 or  as soon as possible.
Reimbursement on Ride-Share Services For Essential Functions

Essential onsite staff who must commute to their UCSF work locations or in-between campus locations in order to perform essential functions and who no longer have access to UCSF shuttles or public transportation during their shifts given curtailments at BART and other transit agencies, may be reimbursed for commuting costs incurred using ride shares. 
The staff member's department must pre-authorize these ride-share expenses. The expense is considered an exceptional expense and must also be approved by the Control Point's Exceptional Approver. However, the department should first consider if there are any other alternative options available rather than ride shares, such as having staff drive their personal cars to commute to work and between sites. These ride-share costs are allowed for the period that UCSF is impacted by COVID-19.
The authorized ride share expenses should be submitted through a MyExpense expense report to be reimbursed. In your expense report, please enter "Essential staff performing work on-site during COVID-19" as the business purpose and use the COVID-19 Project ID '2014758' in the chartstring for the expense. Be sure to have your Control Point's Exceptional Approver approve of the expense report.

Due to the shelter-in-place order and for the safety of our staff, Supply Chain Management has suspended in-person check pickup for supplier and other in-person payments.
For Accounts Payable (non-payroll) checks, we encourage having the checks mailed to the payee's (such as supplier, research subject, etc.) address directly. If you have Accounts Payable related questions, please email
 or call (415) 502-3331.

The Controller's Office will contact students and employees directly to arrange for emergency loan and paper payroll rush check distribution. If you have Payroll related questions, please email For assistance with student loans, please email
SCM Guidance for Buying Goods and Services During COVID-19
COVID-19 is affecting virtually everything we do, but Supply Chain Management  has these important COVID-19 related announcements to help ease the strain we're all facing:
  • Please restrict your BearBuy orders, including equipment, to mission-critical products.
  • SCM Logistics will continue to deliver all essential medical gases that are ordered each day through our Oyster Point facility.
  • All VWR, Fisher, Office Depot and Blaisdell's orders routed through our Oyster Point facility will continue to be delivered daily.
  • All other items not currently routed through Oyster Point should continue to be delivered direct as always.

Q: How do I cancel my BearBuy order if the purchase order (PO) was already sent to the supplier?

A:  Please contact the supplier to cancel your order. The contact information for the BearBuy catalog suppliers is listed in the Catalog Suppliers 411 spreadsheet. Once the supplier has canceled your order, you may submit a Change Order Request form in BearBuy to close the PO. On the form, please explain that the order was canceled with the supplier.

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

Phone: (415) 502-6245

FOR GENERAL Supply Chain Management questions, please email or visit our website at

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