November 10, 2021 | supplychain@ucsf.edu
Substitute W-9 & Supplier Form Updated
The Substitute W-9 & Supplier Information Form has been updated to include details for payment method and payment terms for individuals. The updated form can be found on the Supply Chain Management website. Please discontinue using previous versions of the Substitute W-9 form.
UCSF Meal Expense Rates Increased
After discussion with UC campuses, the UC Office of the President (UCOP) has increased meal rates by five percent in 2021. Read more and see new rates...
BearBuy Scheduled Maintenance this Weekend
BearBuy production downtime will take place between Friday, November 12, at 6 p.m. through Sunday, November 14, at 9 a.m. to upgrade from release version 21.2 to 21.3. To avoid delays, please complete all BearBuy requests prior to the system maintenance. BearBuy will be available on Monday, November 15.
BearBuy 21.3 Release Enhancements Coming
On November 15, BearBuy will be updated with more improvements to streamline, simplify, and modernize the user interface (UI) with an update to the Approvals page. Read more...
New Travel & Expense Reimbursement
Frequently Asked Questions
New travel and expense reimbursement frequently asked questions (FAQ) are now available on the Supply Chain Management website. Read more here...
OWP Work-From-Home Options
One Workplace (OWP) recently began offering work-from-home furniture in their BearBuy punch-out catalog. In related news, OWP updated their BearBuy catalog to prompt you to select whether your purchase will be used for work from home or campus. The work-from-home selection will take you to ergonomically approved office equipment to be used in your home office.  Read the updated article here...
Expanding Supplier
Diversity Measures
The Anchor Institution Initiative procurement pillar is growing across UCSF from meeting with Chancellor's Cabinet members to conducting department spending analysis reviews. To pursue the opportunities in shifting University spend, UCSF Health and campus supply chain teams will be partnering to support a work plan. Read more...
ChemCentral in BearBuy
UCSF’s new chemical management program, ChemCentral, which launched this fall, is now available in BearBuy. Researchers in the Weill Neurosciences building can purchase chemicals through the ChemCentral link located at the top of the BearBuy home page. Read more here...
TIPS & TRICKS2USE
MYEXPENSE
When do I need a receipt for my expense report? 

Receipts are required for registration fees, airfare, lodging, and car rental expenses regardless of the amount. Receipts are also required for any expense of $75 or more. A valid receipt will show specifics about the purchase – what was purchased, when, where, the amount, and proof of payment. It will also show all sales tax and fees incurred.
BEARBUY
I will be out of the office for vacation. How do I set up a substitute in BearBuy?
Follow the instructions for your BearBuy role(s):

I have a voucher (invoice) in BearBuy that is pending Match Exception approval due to a price/amount or quantity discrepancy. Should I reject the voucher?
A voucher should only be rejected if the supplier has confirmed that the invoice is void and payment is no longer expected. It is important to contact the supplier directly and address any pricing or quantity discrepancies. In most cases, suppliers will issue a credit or revise an invoice for any pricing issues.
NEED HELP? Submit a ticket to the Supply Chain Management Response Team.