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UC TRAVEL REGULATIONS POLICY CHANGES
The University of California Office of the President recently announced changes to Policy G-28 Travel Regulations. The revisions became effective August 1, 2020.
Important changes were made to incorporate recommendations from UC internal audit, including the required documentation for expense reports. Beginning August 1, Beginning August 1, the following documentation will be required to process expense reports:
- Each expense report must have documentation attached that fully describes the business purpose of each day of travel, including:
- Meetings - documentation must specify the meeting dates, times, locations, general meeting topics, attendees, and organizational affiliations
- Conferences - agendas, brochures, event announcements for conferences and professional events much be attached
- Confidential meetings (ex: research subject travel) - provide as much information as possible to justify the business purpose
- Complex travel itineraries such as a research project that involved extended travel with multiple destinations - include documentation such as a brief narrative, explaining why the traveler needed to go to each location
- Business or first class airfare tickets in cases where an itinerary involves overnight travel without an opportunity for normal rest before the commencement of working hours
- Documentation must be attached to support the early meeting start time and/or that alternative start dates or times are unavailable
To read more details about the policy changes, click here.
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SUPPLY CHAIN NEWS
SCM Response Team Launches
Supply Chain Management (SCM) has made changes to how we support the UCSF community, external customers and suppliers. The SCM Response Team - five of our own subject-matter experts - are now responding to all tickets submitted to the help desk. In addition, two new intake forms have been created to make your search for support easier.
You can access the form on every page of the SCM website by clicking the UCSF Community button on the top of the sidebar. Please refer your suppliers or external partners to the Suppliers / External Customers button.
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BEARBUY
Changes to the BearBuy Professional Services Form
Supply Chain Management Strategic Procurement continues to make process enhancements to improve your experience. The latest changes were made to the BearBuy Professional Services form. For more details about the form updates, please review the Professional Services webpage.
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PAYMENTS
Payment Request Form Changes Coming
Changes will be coming to the BearBuy Payment Request Form (PRF) on August 31 to provide additional guidance for using the form, help obtain additional information on payments, and improve Purchase Order (PO) compliance.
Highlights of changes include:
- Additional instructions to better guide users on entering data in form fields
- New questions on sales tax, payment messages, and attachments
- Remove option for check pickup (service discontinued)
- Updates to options in Activity Type menu, including removing option for "Suppliers who will not accept a PO"
As a reminder, the BearBuy Payment Request Form should only be used for limited types of payments and not for buying goods and services. POs or Procurement Cards should be used for making purchases of goods and services.
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MEAL EXPENSES FOR REMOTE WORK
Requests for reimbursement of meals taken at home (or delivered) during a Zoom business meeting are typically not reimbursable under Business and Finance Bulletin BUS-79. Per policy, a business meeting requires an in-person host, and is intended for on-premises and/or in-person meetings of employees. None of those factors occur, for example, when an employee is reimbursed at their own home for a meal taken during a Zoom meeting with colleagues.
It is important to remember that employees working from home are not on travel status as defined in Business and Finance Bulletin G-28, Travel Regulations, definition: Travel Status. Because employees who are working from home are not on travel status, they are not eligible for meal reimbursement.
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TRAINING
Match Exception Handler Training Updated and Moved to LMS
Supply Chain Management (SCM) has updated the Match Exception Handler training and moved it to the Learning Management System (LMS). You may now send your new Match Exception Handlers to the LMS and search for the training. Or, you can access the direct link through the BearBuy Training page. MyAccess login will be required upon entry into the LMS.
If you have taken the course previously through the ReadyTalk webinar, you do not have to retake the course.
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BEARBUY
Buying Goods and Services
To purchase goods or services, create a BearBuy requisition and purchase order (PO) prior to making the purchase. POs help ensure authorization, financial controls, and policy compliance. Purchasing of goods or services without using a pre-approved PO is considered unauthorized per UC policy.
When creating a requisition in BearBuy and a supplier appears with a red stop sign next to its name, this means the supplier is not currently accepting POs. To make a purchase through the supplier, you should:
For one-time purchases of low-risk goods and services under $5,000 from a supplier, you may use a procurement card (P-Card), if you have one. Visit Supply Chain Management's P-Card webpages for more information.
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BEARBUY TIP
Q: How do I access the Fisher Scientific punch-out in BearBuy?
A: Go into BearBuy and click on the Fisher Scientific icon. Then, click the "Punch-out" link that appears.
This method is similar for the Bio-Rad, Life Technologies, Sigma-Aldrich, VWR, and Grainger punch-outs.
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