November 2022
The Procurement Post 
The busiest time of the year is here!

Here are some tips for expedited service during this busy time of the year:
 
1.You will achieve the fastest response time using our ServiceNow catalog about requisitions, bids, invoices, contracts and general "how-to" questions. Instead of emailing an individual, please use: https://ucsb.service-now.com/procurement

2. Locate the "What's Next?" section on your requisition to see who needs to approve your order. Then, use the Comment tab to get in touch with that person.
 
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.
 
4. Please don't sign anything! This including proposals, invoices, quotes, or scopes of work that include expenditure. Signing creates a contract - and working with the supplier to remove a department signature adds to the processing time.
Gateway News
We have two new punch-out catalogs in Gateway:
Anixter for wire, cable, network and security
Neta Scientific for lab supplies and solutions.

Gateway release 22.3 went live on November 6th.
Export Control End User Agreements
Has a supplier asked your department to sign an end-user statement or end-user agreement? An end-user statement/agreement is used by a supplier as a mechanism to ensure their compliance with certain export control regulations. A typical end-user statement/agreement contains assurances by the purchaser of the product that they will not use the product in support of certain prohibited activities, or, transfer the product to a different end-user without permission. 
 
The most common types of assurances that a supplier includes in these documents requires the purchaser to certify that it will not export, re-export, or transfer the item and/or technology being purchased in violation of export control regulations, or, that the purchaser will not use the product for weapons of mass destruction, chemical weapons or other prohibited end-uses.

Please consult with the Export Control Officer on these documents. The export control compliance implications must be evaluated prior to signing the document. Please contact the Export Control Officer at exportcontrol@research.ucsb.edu

OMNIA Partners - Lead Agency Marketing Partnership (LAMP) Program
UC Procurement acts as a lead agency for OMNIA Partners to create a portfolio of competitively bid contracts created using a 7-step strategic sourcing method and best-in-class procurement technology. These competitively sourced contracts are all awarded with sustainability and small/diverse business criteria built into the evaluation process. These contracts not only offer the best value but assurance that UC expertise is behind every purchase. 
View UC’s portfolio of contracts here:
New Additions to the Team!
Alicia Canto recently joined the Business & Financial Department as the General Accountant. Alicia previously worked at Impulse Advanced Communications where she was the Accounting Supervisor for several years. Alicia was born and raised in Santa Barbara. Outside of work her
hobbies include, spending time with her children, exercising and traveling.
Evangelina (Eva) was born and raised in northern Mexico. She got a bachelor's degree in Graphic Design with a minor in education from UNO. Eva mostly worked in newspapers and has lived, apart from Mexico, in southern Arizona and Sacramento. She moved to Santa Barbara six years ago and started working as an administrative assistant and executive assistant at a Non-Profit for four years before taking the position at UCSB. She loves to travel, paint and be with her family.
Equipment Management Reminders
On the Santa Barbara campus, surplus property disposal is the responsibility of the Surplus Sales unit of Distribution & Logistical Services. If a department has property which is surplus to its needs and is obsolete or no longer functional, it must submit such property on an Equipment Inventory Modification Request Form (EIMR) in ServiceNow: https://ucsb.service-now.com/procurement. Equipment Management will process the form and ensure that the University holds title to all listed assets. On the EIMR form, select "Transfer" as the Transaction type and "Surplus Sales" as the Modification type to ensure that the form is routed to Surplus Sales for its approval.

If your department needs a pick-up from Furniture Services, you will need to submit a Furniture Services work request (https://webtma.arit.ucsb.edu:8000/ucsb-fsvc-request.html) with the EIMR number and a description of what the asset is, as well as label or "tag" the item so Furniture Services can identify it as an EIMR asset.
FlexCard Reminders
FlexCard cannot be used to pay independent contractors directly, or indirectly through payment processors like PayPal, Zelle, Venmo, etc. An independent contractor is an individual engaged by the University to perform a specific function or task, and who is free to perform this function or task at the individual's own discretion with regard to means and methods. This is not allowable on FlexCard.

Recharge or FlexCard? Just a friendly reminder that FlexCard should not be used to settle interdepartmental recharges. Recharges for campus goods and services related to activities like Professional and Continuing Education (Extension), Daily Nexus, and Transportation and Parking Services should not be processed on the FlexCard unless approved in advance by the FlexCard Administrator.

If you have additional questions please contact flexcard@bfs.ucsb.edu for specific guidance.
Reminder - Small Business First Policy
UCSB went live with the UC Small Business First Policy 7/1/2022, which requires purchases of goods and/or services between $10,000 - $250,000 annually (that are not otherwise exempt, or cannot be procured via existing strategically sourced agreements), to be made with certified Small businesses. Questions? https://ucsb.service-now.com/procurement
Save a copy of the UCSB Quick Reference Guide, and the Waiver Form.
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