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Supply Chain Management News
February 2023
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Dear Campus Community,
Supply Chain Management (SCM) would like to inform you of important updates and events.
This month's features:
- Coming Soon! BearBUY 23.1 Upgrade Release
- PerkinElmer Will Not Accept Orders During the Period of 02/24/2023 - 03/06/2023
- REMINDER: Contracting Out for Covered Services
- General Accounting Changes in June 2023
- Name Change for Moses Hall
- REMINDER: Linde (Formerly Praxair) Potential Service Disruption
- TSA PreCheck Event in March
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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Coming Soon! BearBUY 23.1 Upgrade Release | |
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The 23.1 upgrade release in BearBUY will go live on March 20, 2023.
Please stay tuned for more information and details!
ATTENTION: Due to this upgrade release, BearBUY will be unavailable on Friday, March 17th at 6pm ~ Sunday, March 19th at 12pm. Please complete all BearBUY requests PRIOR to this outage.
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PerkinElmer Will Not Accept Orders
During the Period of 02/24/2023 - 03/06/2023
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***PerkinElmer Customers***
PerkinElmer’s global ordering and fulfillment systems will be offline for planned maintenance Friday, February 24, 2023 2:00 PM EST – Monday, March 6, 2023 6:00 AM EST. Catalog orders received through the integration after 02/24 will be queued until 03/06 at 6:00 AM EST when they will be processed and sent to fulfillment. Non-catalog orders and orders by phone and email to Customer Care will also be held and manually entered into the system by Customer Care starting on 03/06.
PerkinElmer will not be shipping any products during their planned maintenance period, February 24, 2023 - March 6, 2023.
Please plan to order ahead and avoid placing PerkinElmer orders during 02/24 – 03/06.
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REMINDER: Contracting Out for Covered Services | |
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As a reminder... Work customarily performed by bargaining unit employees must be completed with UC Staffing options when available. Managers and supervisors should explore internal options for completing work before requesting to contract out with a third-party supplier/vendor/contractor. Staffing options include overtime, stipend, temporary reassignment of work, out-of-classification assignment, limited non-recruitment, and open recruitment.
Departments should consult Cal Dining, Moving Services, Facilities Services, Parking & Transportation, and Campus PD PRIOR to contracting out for food service labor, intra-campus moving services, custodial, groundskeeping, general building maintenance, intra-campus transportation and parking services, and security services.
A Department may only proceed with contracting out for Covered Services work after internal staffing options have been determined to not be feasible and approval has been granted by the Labor Relations Office and Supply Chain Management.
The Request to Contract Out Covered Services Form should be submitted PRIOR to requesting a requisition in BearBUY to contract out for Covered Services.
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General Accounting Changes in June 2023 | |
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Effective June 2023, Function Code 76 - Auxiliary Enterprises can only be used with auxiliary funds.
If you are currently using FC76 with a non-auxiliary fund please update your POs in BearBUY.
Please reach out to the Financial Accounting and Controls team at gao@berkeley.edu with any questions.
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Name Change for Moses Hall | |
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Per the University’s announcement to unname Moses Hall, addresses in BearBUY will be changed accordingly from “Moses Hall” to “Philosophy Hall” effective Monday, February 27, 2023, until a new name is approved.
Note: When searching for an address in BearBUY, you MUST search by building name, NOT by Ship-To address code.
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REMINDER: Linde (Formerly Praxair)
Potential Service Disruption
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As a reminder… After declining to extend their contract, Linde has informed the University of California that any Linde accounts with invoices UP TO 60 days past due will be placed on Cash in Advance (CIA) status, effective January 10, 2023. These accounts will require payment up front before the product is released.
All accounts that are MORE than 60 days past due will be placed on hold by Linde as of January 10, 2023.
Moving forward, Linde will require a credit card on file from the department and/or lab to support their subaccounts. Departments are responsible for maintaining their open Linde accounts.
IMPORTANT - Please Note:
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To avoid delays and potential service disruptions with your orders, please contact Linde Staff: Melissa Berzett (Melissa.Berzett@linde.com) or Sharaya Myers (Sharaya.Myers@linde.com) at your earliest convenience with any questions that you may have about your account’s status.
- If you happen to have an account that is over 60 days past due, please have them paid to avoid/remove CIA status as soon as possible.
Supply Chain recommends that you work with other contracted suppliers, AirGas and Matheson, for your gas needs.
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TSA PreCheck Event in March | |
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From March 6 -10, 2023 the Travel Team is offering a week of interview appointments to complete the TSA PreCheck enrollment process on campus. This is an opportunity for UC Berkeley faculty, staff, students, and their families who are eligible to schedule an interview with TSA on campus.
Visit the TSA PreCheck event page on the travel website to read detailed instructions on how to apply. If you are interested please do not delay, as we expect the appointments to fill up fast. The TSA PreCheck event webpage is the best source for event news.
Please contact the Accounts Payable and Travel office at travel@berkeley.edu with questions.
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Order Status
Please note that your SCM assigned Buyer will not receive the requisition until it has been approved by the department Org Node approver.
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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.
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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.
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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 Subawards
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Line 2 should always be set at the Header Level Chartstring using Account Code 57810.
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Line 1 should be overridden at the Line Level Chartstring using Account Code 57811.
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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.
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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.
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Below are links to the BearBUY homepage, instructional aids, training courses, and information on how to create Service Now tickets for BearBUY related issues.
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Whether you are an experienced or a new BearBUY shopper, it is always best practice to take the BearBUY: Basics for Shoppers training if you haven't already.
To take this ESSENTIAL training, please click on this course #: BEESS950-Online
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