Dear Colleagues,
With the holidays around the corner, we traditionally see vendors coming around with various gifts, tickets, offers for meals, etc. It's important to be aware of the policies around accepting gifts, and the appearance of favoritism or the promise of business.
While it may be industry standard for vendors to provide personal gift items, tickets, or lunches to their clients, no UC employee should accept any gift or gratuity from any source when operating under the course and scope of their UC employment. The term gift or gratuity does not include information materials such as books, reports, pamphlets, calendars, periodicals, or other unsolicited promotional material. Questions? Contact
Jennifer Lofthus
or
Calli Price
.
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Paperless Invoice Processing
Hear ye! Hear ye! UCSB is migrating to 100% paperless invoice processing for Gateway purchases. Starting January 2020 our Purchase Order document will direct suppliers to submit invoices via one of four easy to use e-invoicing options. We will be working with our suppliers throughout the spring to help them select an invoicing method that works best for them.
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Employee Spotlight
Sam Campbell recently joined Procurement full time as our Settlement Analyst. Sam grew up in Dayton Ohio, and studied business and accounting during college. After moving to Santa Barbara 18 years ago, he got certified as a massage therapist. After doing that for 10 years, Sam made a career move into in the accounting field, which provided him with several unique positions here in BFS at UCSB. In his spare time, Sam studies music and is enjoying learning the piano.
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Sustainability Dashboard in Gateway
Keep your eye out for the new Sustainability dashboard on the Gateway Shop Homepage. You can find more information on the Ecomedes Product Search Tool (
https://uc.ecomedes.com/
), information on sustainable suppliers (
https://www.ecovadis.com/
), and sustainable product flags on the dashboard.
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Prohibition on Contracting Out
The UC Regents recently approved a policy that prohibits contracting out for services and functions that
can be
performed by University staff
. The prohibition is inclusive of “covered” services including;
cleaning, janitorial or housekeeping services, food services, laundry services, groundskeeping services, building maintenance, transportation and parking services, security services, billing and coding services, sterile processing, hospital and nursing assistant services, and medical imaging or other medical technician services.
All campuses have been directed to identify applicable services, and to the fullest extent possible,
in-source contracted workers as UC employees
if they have performed covered services for 12 months or more. Contracting out for covered services may be permissible under limited circumstances; either when required by law, court ordered decision, or under other very limited circumstances. Procurement will be working with HR over the next few months, and may contact your department if a PO or contract has been identified as a covered service.
If you either a) currently, or b) plan to contract for any of the above covered services, please make sure to contact UCSB Procurement to discuss your needs in advance. The full text of the policy can be viewed
here
. Questions?
purchasing@bfs.ucsb.edu
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Chemical Surplus Inventory in Gateway
Environmental Health & Safety’s Surplus Chemical catalog is now available to search just like any other hosted supplier in Gateway!
UCSB's Surplus Chemical Program
reduces chemical waste generated on campus by reusing chemicals instead of disposing of them as hazardous waste.
When a laboratory shuts down, moves or no longer needs a specific chemical, the program tries to find a lab that can use the chemical in their research. This generates both financial and environmental savings, by avoiding the cost and resources required for the production and purchase of new chemicals.
Surplus chemicals are free
and available to any laboratory on campus, and EH&S will deliver the chemical to your lab. For more information,
click here
, or contact the
Hazardous Waste Program
at x
3293.
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How to Expedite Service
1.You will achieve the
fastest response time
using the help-desk for questions about
requisitions, bids, invoices, contracts and general "how-to" questions. Instead of
2. Use the Comment tab on a Gateway requisition to get in touch with
your assigned
Buyer or Contracts Analyst
. This ensures the most visibility for status and documenting
decisions.
3. Submit a
Supplier Add Form
as soon as you consider using a vendor *if* they are not
in Gateway already. Some suppliers take longer than others to respond, or don't respond
at all. We may need your help urging the vendor to respond to our vendoring request.
4. When looking for the
status of a requisition
, pull up the requisition number in
Gateway. Click on the "PR Approvals" tab, and look to see
who has the order
by
locating the "Active" step.
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New Data Security Requirement
UC Office of the President has made significant changes to the way campuses procure IT services and software. If your supplier will have ANY access to
Institutional Information
, the transaction must be processed on a
Contract Request Form
in Gateway.
Institutional Information is defined as
any information or data created, received, and/or collected by UC or on its behalf, including but not limited to application logs, metadata, and data derived from such data
. When determining whether or not this applies to your transaction, consider what might happen if the data was breached. What might a hacker be able to do with that information? Could the UC's research be compromised? Could the UC's reputation be harmed?
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To Cancel or Close?
When asking the Gateway Helpdesk to cancel or close out a Purchase Order, it's important to note the difference.
Cancelling
is used when the good or services have not, and will never be fulfilled.
Closing
should be requested if all the invoices have been paid, or, if you are paying via Flexcard.
For Contracts
- do not send a ticket to cancel; we will need to formally amend the contract via Contract Amendment Form.
Click here for Guidelines
on this topic.
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Procurement Training
These courses address procurement and contract law, what the difference is between a purchase order and contract, how to look for inventorial assets, how to make small changes to purchase sustainably, and tips on restricted commodities. Some are even
recorded
and
available online for viewing
!
- Equipment Management
- Gateway Invoicing
- Purchasing Basics & the Public Contract Code
- Sustainable Procurement
- Federal Purchasing
- Restricted & International Purchasing
- Business Contracts
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