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February 20, 2020 - In This Issue:
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PAYMENT PLUS IS THE PREFERRED METHOD FOR PAYING SUPPLIERS
Payment Plus is UCSF's preferred electronic method for paying suppliers. We ask staff to support Payment Plus by encouraging suppliers to participate in the program. Payment Plus is an automated Visa card program managed and guaranteed by U.S. Bank. It is designed to provide fast, secure payment receipt while improving efficiency and reducing the cost of processing paper checks
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Both UCSF and our suppliers benefit by participating in the Payment Plus program.
Key benefits UCSF receives from expanding our Payment Plus program are:
- Reduced costs from a streamlined payment process
- Improved payment controls and compliance, mitigating payment risk and fraud
- Reduced number of paper checks, supporting UCSF's "green" initiatives
Key benefits our suppliers receive may include:
- Net zero payment terms
- Improved cash flow
- Increased accounts receivable efficiency
- Secure delivery of automated payments
The current processes for purchase orders and invoices remains 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 immediately pay them upon processing and approval of invoices.
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TRAVEL
Travel Emergencies: UCSF International Traveler Emergency Response Plan
Many UCSF individuals or small groups travel throughout the world for UCSF business, research, academic and healthcare matters. Travelers include staff, faculty, residents, fellows, and graduate and professional students. Destinations may include locations at risk of natural, technological and civil disturbance emergencies.
The Traveler Emergency Response Plan (TERP) was developed in the event that a UCSF traveler is involved in a travel emergency while abroad. TERP includes step-by-step responses to individual emergencies, evacuation plans and additional resources for appropriate response. It is important to be familiar with this information when you are traveling.
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BEARBUY
Enhancements to the America To Go Custom & Post-Event Order Process
In response to customer feedback, America To Go (ATG) is improving the way custom orders (items not on regular menus) and post-event orders (last-minute orders placed outside of the punch-out) are created and managed within the ATG punch-out. The simplified process below will be used for custom and post-event orders created after January 31:
- Work with the caterer on the order. The order will be published to the ATG punch-out.
- An email will be sent to you when the order is ready for you to create the order in the ATG punch-out.
- The order appears on the first page of the punch-out for you to easily select. (Right image)
- Click on the order and the order details will appear.
- Review and accept the order.
- The order will automatically load the time and date of the delivery as well as the items ordered.
- Follow the normal ATG ordering steps to complete your order.
A detailed guide with step-by-step instructions for custom orders and the post-event order process is available on the Supply Chain Management website's
Catering webpage
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These changes only apply to custom/post-event orders. There are no changes to how regular orders are placed with ATG.
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TRAVEL
BCD Secured Standards for Travel
BCD Travel has established a set of standards designed t
o
protect customers, travelers and data while preventing any unauthorized fra
udulent purchases. BCD is one of the agencies participating in the University of California managed travel program. Travel agencies within the program offer access to the
University's negotiated travel rates with airlines, cars and hotels.
UC supports BCD's internal policies as a protection for University finances and encourages travelers to adhere to these standards. Please review the standards below:
BCD's Travel Standards
UC arrangers not listed in the traveler's profile or current reservation are allowed to change an itinerary if they can provide:
- FULL (middle or initial) name in the reservation
- Secondary validation (email address or date of birth) in the reservation
- Their own personal credit card for any additional costs
Profiled travelers can:
- Book new reservations or make changes for themselves
- Use campus form of payment (CTS) for their business travel as specified by campus travel policy
- Book a new or change a reservation for non-profiled traveler if they provide a credit card number
Non-profiled travelers, e.g. guest travel:
- All travel arrangers must have a profile in the system. For changes, arrangers must be listed in the traveler's profile (and/or reservation)
- Only arrangers noted in the profile or reservation can book, change or receive information on behalf of the traveler
- Multiple travel arrangers may be added to the traveler profile through a specific setup process
BCD also recently began using Sabre Profiles in the Global Distribution System (GDS), requiring that anyone calling in directly must be able to be identified by their email address found in their profile, which for most campuses will be their business email address. Users should use this email for all travel correspondence, not just for their Connexxus profile. If you need to call BCD, please have this information available.
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MYEXPENSE
Review Expense Reports Before Submitting
What's the best way to help your expense report move through the system quickly? Make sure you thoroughly review the report before submitting it for approval. Here's what to check for to help ensure a complete report:
- All expenses are entered completely and accurately
- Expenses are appropriately categorized
- All necessary receipts and supporting documentation are attached
- The funding is entered accurately and split distributions are correct
- The appropriate approvers are selected
If you find anything missing from your expense report, please make any necessary changes before submitting the report. Accurate reports save time and prevents them from being returned for corrections and edits.
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DELL FLASH SALE
Staff, Faculty, Students Get An Extra 10% Off
Dell is offering UCSF staff, faculty, students and alumni an extra 10 percent off sitewide starting at 8 a.m. on February 25 and continues through February 27 at 8 a.m. When you're ready to shop, click here.
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BEARBUY TIP
Q. I would like the principal investigator (PI) to review a BearBuy order, but they never use the system. What are my options?
A.
Most departments email the PI outside of the BearBuy system to obtain their approval. Some attach the PI's email to the order in BearBuy for record keeping purposes, although it is not a required part of the BearBuy purchasing process.
If you would like to send a copy of the order to the PI for review before it is approved in BearBuy, you can quickly download a PDF copy of the order by clicking the Printer icon on your shopping cart or the requisition Summary tab. This will open the order summary in a new browser window. Next, click the Print button and select a print option such as Adobe PDF or Microsoft Print to PDF. (See images below).
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