March 15, 2019 - In This Issue:

PAYMENT PLUS PROGRAM EXPANDING

UCSF has partnered with U.S. Bank to implement an initiative to expand our virtual pay card program known as Payment Plus. This service allows for the secure delivery of automated Visa card payments to our suppliers. We have identified a list of suppliers to target for this initiative and U.S. Bank is now contacting them to enroll. This initiative is an important part of our procure-to-pay process and we encourage you to promote the benefits of the Payment Plus program to suppliers with whom you interact today, as well as with any new suppliers that you engage.
 
Key benefits UCSF receives from expanding our Payment Plus program are:
  • Reduced costs from a streamlined payment process
  • Increased spend visibility
  • Removing risk of late payment to suppliers
Key benefits our suppliers receive from enrolling in Payment Plus may include:
  • Accelerated, predictable payments
  • Improved cash flow
  • Increased accounts receivable efficiency
  • Reduced credit and collections activities
The current processes for purchase orders and invoices will remain the same. The only change will be to the payment process. As an added incentive, we will update payment terms for suppliers participating in the Payment Plus program to pay them upon approval of invoices.      
 
Please direct suppliers to [email protected] for questions about the Payment Plus initiative.
SYSTEMWIDE POLICY
Revised Pretax Transit and Van Pool Monthly Limits

The University of California pretax deduction limit for the value of transit passes and van pool expenses has increased by $5 per month for 2019. This is in accordance with the Internal Revenue Service Revenue Procedure 2018-57.
 
The Federal limit for pretax transit and van pool expenses paid by payroll deduction will increase from $260 per month to $265 per month. The pretax deduction limit of $265 also applies for parking expenses. These pretax limits also apply for purposes of California income tax withholding.
 
Business and Finance Bulletin G-41: Employee Non-Cash Awards and Other Gifts has been updated to reflect the $265 per-person limit for an employee recognition award of either a one-month transit or parking permit pass.
 
BEARBUY
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:
  • March 26 from 1 p.m. to 4 p.m. at Parnassus, Campus Library, Room 221
  • April 11 from 9 a.m. to noon at Mission Bay, Byers Hall, Room 413
  • April 23  from 1 p.m. to 4 p.m.  at  Parnassus, Medical Sciences Building, Room 168
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].
LOGISTICS
SCM Logistics Can Help With Large-Equipment Purchases

 

If your department is purchasing large-equipment now or in the future, Supply Chain Management Logistics can help ensure your item arrives safely and undamaged. Through our Large-Equipment program you can ship your item to our Oyster Point facility and we'll uncrate and inspect it for external damages prior to claiming possession.

The program also helps to reduce vehicular congestion on campus, maximize efficiency for departments and minimize impacts on neighbors in support of UCSF's Long-Range Development Plan.

 

Benefits of the Large-Equipment Program:

  • Delivery of item in showroom condition
  • Removal and disposal of all packing materials
  • Avoid liability fees for items damaged in transport
  • Assembly of the item and other related accessories
  • Guaranteed safe delivery with no staff present at time of arrival
  • Direct contact with UCSF Logistics' team to ensure all needs are met

Ready to try Logistics' Large-Equipment program? Click here to sign up. 
BEARBUY TIP

Q: I rejected a voucher (invoice) in BearBuy. Will the supplier be automatically notified by BearBuy?

A: No, the supplier will not receive a notification that the voucher (invoice) was rejected. Please contact the supplier directly if you need to communicate regarding the invoice. If there was a mistake on the invoice, ask the supplier to submit a corrected copy of the invoice. Otherwise, if you plan to never pay the invoice because of damage to items or for any valid reason, consider informing the supplier so they won't re-submit the invoice. 
BEARBUY TIP

Q: Where can I find contact information for the BearBuy catalog suppliers?

A: The Catalog Suppliers 411 spreadsheet lists contact information for each catalog supplier's general customer service, as well as individual sales representatives who are familiar with UCSF's needs and purchasing processes. To access this resource, open BearBuy and click on the "Catalog Suppliers 411" link under the Welcome message.
CONTACT US

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.)
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FOR ACCOUNTS PAYABLE support, contact the Accounts Payable Helpdesk.
Phone: (415) 502-3331
_____________________________________________________________________

LOGISTICS
Phone: (415) 502-6245
Email:   [email protected]
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FOR GENERAL Supply Chain Management questions, please email
[email protected] or visit our website at supplychain.ucsf.edu.

© 2017 The Regents of the University of California