Sales Tax & Supplier Invoices
On April 1, 2018 a new sales tax rate went to effect for the CITY of Santa Barbara (from 7.75% to 8.75%). This has caused confusion for many suppliers who assumed that UCSB lies within the city (it does not) and began applying the higher sales tax rate on shipments to campus.
Catalog vendors were contacted to correct the tax rate in their systems. We are sending an email or fax message to all other Gateway suppliers informing them of the correct tax rate.
We cannot change the tax on e-invoices, so they are being paid at the higher rate and we have requested credit memos. Hard copy invoices and those received via PDF sent to InvoicesOnly are being manually adjusted and short-paid with the correct tax rate: it would take far too long to request corrected invoices or credit memos, especially considering the volume of invoices and number of suppliers.
Since we are short-paying invoices, departments may receive inquiries from suppliers regarding the “under payment” – if there are still questions after you explain the situation, suppliers should be instructed to send any questions to
gatewayhelp@bfs.ucsb.edu
.
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Updates to Training Classes
In an effort to keep up with technology, and maintain the availability of our training opportunities, our non-Gateway classes have been moved to a webinar format. Starting in May, we are providing our Business Contracts, Federal Purchasing, Intro to Public Contract Code, and Restricted/International Purchasing courses online via
Zoom
sessions.
Click here to
register for our Purchasing training webinars!
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Contracts: Form M, Amendments & Form I
For
amendments
to Contracts in Gateway, your requisition using the Contract Amendment Form is only a placeholder for Procurement to make the change to the original contract (i.e. original requisition). The amendment requisition does not create a new PO. For a copy of the fully executed amendment, or to handle new invoices, please use the original requisition. Your PO # remains the same.
Form I, Request for Contract, is not needed if you have a contract the supplier provided. We can work with the supplier's contract without the need for a Form I. Standard purchase orders also do not need a Form I.
The Form I is only needed
if your department needs us to write a contract from scratch.
For questions about contracts, including where to submit a contract, the most expedient way to get a response is by emailing us:
contracts@bfs.ucsb.edu
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Services: Object Code 7200
Since
this notice from BFS
went out on the Accounting List Serv in February, we've been asked which object code to use instead. It is best to consult with the
Object Code List
first, then match the object code to the appropriate Commodity Code in Gateway
.
Please note
: more updates to the Object Code List is forthcoming from General Accounting.
For existing Vendor Blankets still using 7200, your department can submit requests to the Gateway Helpdesk to update object code at
gatewayhelp@bfs.ucsb.edu
. However, we will wait for the new Object Code List before making the change to ensure we utilize the best object code available.
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UCSB has a new Fisher rep for the campus. Please contact Norb Longtin for anything; Brian McFadden is no longer with the Fisher company:
norb.longtin@thermofisher.com
or
(213) 278-4053
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We have a new UC-wide agreement with
Dasher Technologies Inc.
to serve as UC’s value added reseller (VAR) for HPE servers, storage and wireless products, and related products and services. Any questions, ask
jason.gonzalez@ucsb.edu
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New Ergonomic Contracts
UCOP finalized several new system-wide agreements for Ergonomic Furniture, effective February 15, 2018.
Awarded by product category, the contracted suppliers are Officemaster and Sitmatic (o
ffice chairs
); Ergonomic Comfort Design and Sitmatic (t
all task stools
); and Grandstands, Herman Miller and Workrite Ergonomics (h
eight-adjustable tables, keyboard trays and monitor arms
). Steelcase remains a continued supplier for their ergonomic products offered through our master UCOP agreement (all business terms remain the same).
For more information, please contact Campus Ergonomics Coordinator Julie McAbee at (805) 893-3283, or
julie.mcabee@ehs.ucsb.edu
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Ink and Toner Scams
Over the past several years, smaller ink and toner companies have been trying to gain the UC business in some rather unconventional ways. Their tactics have included calling departments and promising that their business has contracted with our copier vendors to provide the toner, sending toner or ink cartridges with an invoice, and/or asking us to confirm our copier serial number so that they can send out our next batch of toner. Unless the company is your contracted copier such as Ricoh, Xerox or Canon, these vendors are probably scammers.
Please do not engage with companies engaging in questionable tactics, and do not pay for toner with any company that sent you unsolicited toner. If you receive toner in the mail you did not specifically order, call or email us to discuss your options.
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Contest
Why was UCSB ranked the Number 1 Green School among public universities?
Winner from last newsletter: Luci Rojas
Answer: A few Small Business categories include Women-Owned, Veteran-Owned, Minority-Owned.The agency we use to certify small businesses is the Small Business Administration (SBA).
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