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December 18, 2018 - In This Issue:
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TIPS ON HANDLING MATCH EXCEPTIONS
Match exceptions occur when UCSF receives an invoice that doesn't match our purchase order (PO). UCSF typically experiences more match exceptions at the beginning of the year when suppliers update their annual price files.
The pricing in BearBuy is submitted by the supplier and approved by the University of California Office of the President (UCOP) and/or UCSF.
Unfortunately, sometimes suppliers begin invoicing based on new pricing before UCOP/UCSF approves the pricing in BearBuy. In those instances, we can have match exceptions.
The following information will help you if you experience a match exception:
- Purchase orders (POs) are binding contracts when a supplier ships goods against them. That means your department is not responsible to pay more than the price listed on the PO (even if the supplier asks you to do so). Note that shipping and tax are not included on the UCSF POs, so that's a different matter. If the supplier disagrees with the pricing on the purchase order, they must call you BEFORE shipping the product and give you the opportunity to cancel or approve the order.
- Departments need to consider the cost of their time, their departmental policies and their supplier relationship when deciding whether to dispute a charge. If you decide to dispute the match exception with the supplier, you can email the supplier directly citing the PO number and letting them know:
- UCSF is unable to pay the invoice you submitted for Purchase Order (PO) BXXXXXXXXX because the invoice does not match the PO. Please send an invoice to UCSF Accounts Payable that matches the PO so that UCSF can authorize payment.
- What if the catalog supplier tells me that BearBuy has the wrong price?
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BearBuy catalog pricing is generally the "correct price" that has been approved by both UC and the supplier. Even if the catalog pricing does not reflect the price increases for the year, it is the most current "approved pricing." If the supplier has a question regarding BearBuy catalog pricing or has concerns about their BearBuy catalog, refer them to Supply Chain Management.
- What if the catalog supplier tells me that UCOP/UCSF approved the higher pricing and I should approve the match exception?
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If you issue a PO and the supplier fulfills the order, the price on the PO is binding. If the supplier has a question regarding BearBuy catalog pricing or has concerns about their BearBuy catalog, refer them to Supply Chain Management.
- What if I have a price match exception with a non-catalog supplier?
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UCSF POs are still binding when the non-catalog supplier fills the order. If they did not call you to validate the price difference, then you are not obligated to pay any more than the price on the PO. However, because UCSF may or may not have a relationship with the supplier, you may have little recourse in disputing that match exception, especially if you rely on that supplier for ongoing goods/services critical to your operations.
For more information on match exceptions, please visit the SCM website:
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TRAVEL
Mileage Reimbursement Rates Increasing January 1, 2019
The University of California's mileage reimbursement rates for expenses incurred in connection with the business use of a private automobile will increase in accordance with the Internal Revenue Service standard mileage rates published in IRS Notice 20 19-02.
The following new rates are effective for expenses incurred on or after January 1, 2019
:
- The reimbursement rate for the use of a private automobile for University business travel will increase from 54.5 cents a mile to 58.0 cents a mile.
- The reimbursement rate for driving an automobile in connection with a move or relocation will increase from 18 cents a mile to 20 cents a mile. (Note that reimbursements for moving-related expenses, including mileage, are considered taxable wage income after January 1, 2018).
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Checking Your Furniture Order Status
If you've placed furniture orders in the One Workplace Punch-out within BearBuy, you'll probably want to check the order status from time to time. Check out the Supply Chain Management and One Workplace step-by-step guide for doing just that.
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BEARBUY OFFICE HOURS
I
n-Person BearBuy Support Office Hours
Come to the next BearBuy Office Hours to get your BearBuy questions answered in person. No appointment is needed. The event is first come, first served.
The next three BearBuy Office Hours will be held on:
- January 10 from 9 a.m. to noon at Mission Bay, Mission Hall, Room 2109
- January 22 from 9 a.m. to noon at Parnassus, Campus Library, Room 220
- February 12 from 9 a.m. to noon at Mission Bay, Mission Hall, Room 2109
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.
We can answer many BearBuy questions, but if you have payment-related questions, please contact the SCM Accounts Payable Helpdesk directly at [email protected].
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BEARBUY TIP
Q: How can I order Thermo Fisher products using BearBuy?
A:
You can order Thermo Fisher items through the
Life Technologies punch-out
in BearBuy. To open the punch-out, click on the Life Technologies icon on the BearBuy homepage, and then click on the
Punch-out
link.
When you open the punch-out, you will even see the Thermo Fisher logo in the top, left corner of the punch-out.
The contact information for Life Technologies and all of our catalog supplier sales representatives is available in the Catalog Suppliers 411.
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BEARBUY TIP
Q: I heard that Accounts Payable has joined Supply Chain Management. Can I still email invoices to [email protected]?
A:
Yes, please email invoices (with a PO#) to [email protected] for payment. However, if you have a question for Accounts Payable or need to make a special request, please contact the new Accounts Payable Help Desk at [email protected] or call (415) 502-3331.
For questions on topics including Payroll, HBS and MyReports, please continue to contact the Controller's Office at [email protected] or call (415) 476-2126
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