BEARBUY SCHEDULED MAINTENANCE
BearBuy production downtime will take place between Friday, November 6, at 6 p.m through Sunday, November 8, at 9 a.m to upgrade from release version 20.2 to 20.3. To avoid delays, please complete all BearBuy requests prior to the system maintenance. BearBuy will be available on Monday, November 9.
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Changes to Procurement Justifications
Effective November 23, Supply Chain Management (SCM) will no longer ask for Source Justification and Price Reasonableness on orders under $100,000. This change reduces the workload on the campus and brings our procurement rules into closer alignment with other University of California campuses and UCSF Health.
UCSF's current procurement process requires two justifications for non-federally funded orders greater than $25,000; 1) Source Justification 2) Price Reasonableness. These justifications are provided to procurement using the BearBuy forms or through a stand-alone PDF. We will be updating these forms and PDFs to reflect the new thresholds.
Once implemented, all other existing UC requirements will continue to apply, including fairwage/fairwork, data privacy and security, independent contracting rules, and the Regents policy generally prohibiting contracting out.
Over the next month, we will be revising our materials and implementing these changes. If you have any questions or comments, please submit a ticket to the SCM Response Team:
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SCM Teams Recognized as Best in Class
Two Supply Chain Management (SCM) teams have received the 2020 University of California Best-in-Class awards. Stephanie Shang, Nathaniel Balmes, Marcus Campbell, Carlos Zepeda, and Jackie Galloway were honored with the best UC Payment Plus Program and Commercial Card Programs. Executive Director of Financial Operations & Systems, Vanessa Wong also was instrumental to these efforts as well, along with support from Roscelle Arceo and Ruvic De La Rosa.
The scoring system was based on information in the U.S. Bank scorecards and factors included:
- Year over Year Growth By Percentage (20 percent of score)
- Year over Year Growth by Dollars (35 percent of score)
- Percent of Operating Expense (20 percent of score)
- Speed of Pay (25 percent of score)
Congratulations to both teams. Great work!
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BEARBUY 20.3 ENHANCEMENTS COMING NOVEMBER 9
On November 9, BearBuy Document Search will be updated with a new layout, improved functionality and more intuitive site navigation. The following areas of Document Search will be enhanced:
- Focus on simplifying searches and customization of search filters
- Streamlined display and easy to use interface
- Improved quick search functionality including the ability to combine searches and exclude words from a search
A PowerPoint presentation with details on the enhancements will be available by Friday, November 6 on the BearBuy Features Updates page of the Supply Chain Management (SCM) website.
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Payment Request Form Changes
On August 31, the Payment Request Form (PRF) was changed, including the removal of Activity Type, "Suppliers who will not accept a PO." Invoices for goods and services are no longer accepted on the PRF and will be returned to the department. Purchase orders (PO) or Procurement Cards should be used for making these purchases.
The PRF can only be used for the following types of payments:
- Cell Phone / Phone Lines
- Donations / Contributions
- Government Fees / Visas
- Guest Lodging
- Honoraria
- Journal Publications
- Memberships
- Postage / Small Package Courier
- Refunds
- Registration Fees
- Student Summer Programs
- Subscriptions
- Utilities
Always use the latest version of the PRF, which is available in the Frequently Used Forms section of the BearBuy homepage. Please do not copy old BearBuy requisitions containing previous versions of the form as they will no longer be accepted or processed.
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Late Expense Report Taxation
As a reminder, per UC policy, employees are responsible for reporting reimbursable expenses within 45 days of the end of trip/last purchase date.Employee expense reports submitted to an Approver in MyExpense more than 60 days after the end of trip/last purchase date will be reported as taxable income for the employee being reimbursed, and will be subject to applicable payroll taxes.
For purchases of goods and services (not travel expenses), use BearBuy to create a requisition and purchase order. Using BearBuy will prevent employee taxation on goods and services purchases. Expense reports are primarily intended for reimbursement of travel-related expenses, and not to reimburse goods and services.
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How You Can Help SCM Maintain Service Standards
COVID-19 and its repercussions - economic uncertainty, budget reductions and a hiring freeze - have taken a significant toll on many UCSF departments. Supply Chain Management (SCM) is no exception. We have cut costs, including trimming staff, while still seeking efficiencies to help maintain the high standard of service we provide to the University community.
We have made changes to improve processes such as electronic invoicing and moving to ACH and Payment Plus for payments, but we need your help to keep things moving in a timely manner. Here are a few reminders to help us all:
- Timely submissions: Submit all requests well in advance to allow time for processing. Manually processed payments, such as check request forms, BearBuy payment request forms, expense reimbursements, non-purchase order (PO) invoices such as subcontract invoices, will have significantly longer processing times.
- Accuracy counts: Provide accurate information for all transactions such as payee and remit information to limit errors and delays in payments.
- Review POs: Check to make sure the PO you're using is still open and that the chart of accounts (COA) is correct.
- Avoid rush requests: Rush requests require more staff time and we need to keep them to a minimum. If you're submitting a rush request, they will be reviewed on a case-by-case basis and must have a valid business reason.
While we will continue to innovate our systems and processes, we appreciate your cooperation and patience during this difficult time.
If you have questions or issues, please submit the appropriate form to the SCM Response Team:
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BEARBUY TIPS
Q: A voucher is pending my review. The voucher over-invoiced the purchase order (PO) and I want it paid on a new PO. I rejected the voucher and entered notes that it should be paid on another PO. Why is the invoice still unpaid and does not appear on the other PO?
A: Vouchers should not be rejected to be paid on another PO. It is best practice to approve the voucher for payment and work with the supplier to reference the new PO for future invoices. Rejected invoices are not paid and entering notes on the voucher does not automatically trigger an invoice to be applied to a new PO.
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BEARBUY TIPS
Q: How do I assign a substitute approver when I take time off?
A: Instructions based on your role:
Requester:
- On the left navigation bar, go to Shop (shopping cart icon) > My Carts and Orders > View Carts. Click the Assigned Carts tab. Click the Assign Substitute link, and select the appropriate Requester name.
- To end a substitution, navigate to the page above and click the End Substitution link.
Requisition Approver:
- On the left navigation bar, go to Orders (paper and clock icon) > Approvals > Assign Substitute Approvers - Requisitions. Click the Assign Substitute to All Requisition Folders button at the top. In the Assign Substitute pop-up, search for the substitute's name and the check the box to Include Date Range for Substitution, if desired. Click Assign.
- If you do not include a date range, you will need to manually end the substitution. Navigate to the page above and click the button to End Substitute for All Requisition Folders.
Voucher Approver & Match Exception Handler:
- On the left navigation bar, go to Accounts Payable (building with columns icon) > Approvals > Assign Substitute Approvers - Invoices. Click the Assign Substitute to All Voucher Folder button at the top. In the Assign Substitute pop-up, search for the substitute's name and the check the box to Include Date Range for Substitution, if desired. Click Assign.
- If you do not include a date range, you will need to manually end the substitution. Navigate to the page above and click the button to End Substitute for All Voucher Folders.
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