Welcome back, we hope you all had a nice summer!
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.
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Inactive Purchase Orders
Procurement is closing inactive Purchase Orders in preparation for our transition from Gateway to Oracle Financial Cloud. Please make sure to enter receipts in a timely manner. If you need to open a closed PO to process an invoice, or create a receipt, please create a ticket: https://ucsb.service-now.com/procurement
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Amazon PunchOut
Did you know the UCSB Gateway Amazon Business Punch-out has almost all the same products as your personal Amazon account?
The UCSB Gateway Amazon Prime punch-out business account provides the follow benefits:
1) Free access to Amazon Prime - UCSB Procurement Services covers the subscription
costs for the entire campus
2. Free 2-day shipping on Prime-eligible items
3) Additional discounts only available for business accounts on millions of items
4) A UCSB dedicated Amazon Account Representative
Due to policy and platform restrictions, the following items are not available through the UCSB Amazon Prime punch-out:
- Egift cards*
- eBooks, films*
- Debarred Sellers
- Subscriptions*
- Other Amazon services such as Amazon Web Services and Amazon Fresh
*may be purchased on retail Amazon.com
Note about personal accounts: Amazon automatically associates any Prime accounts set up with a UCSB email domain to the UCSB campus Prime account. To establish a personal Prime account you must use a non-UCSB domain email, such as a gmail email address.
See Amazon FAQs and return procedures on the BFS/Procurement website under Supplier Purchasing Resources: https://bfs.ucsb.edu/procurement/gateway/resources
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A New Addition to the Team!
We are excited for our new addition to the AP Processors team: Alma Acosta Rangel, who joined the team at the beginning of June. Alma earned her degree in Business Administration from Santa Barbara Business College in 2015. Before joining our team, Alma worked for the A/P and Travel & Entertainment team in UCSB’s Business & Financial Services Department for 3 years. Outside of work, Alma enjoys cooking and camping with family, and enjoys meeting with her friends for happy hour or dinner.
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Hotel + Event Contracts
If your department's event venue requires a signed contract, please submit via Contract Request Form in Gateway. All rates, including room nights and meals must adhere to the standard UC's Travel and Entertainment Policy 79: (https://policy.ucop.edu/doc/3420364)
Note - it is your department's responsibility to work with the vendor to ensure the room nights and meals comport with policy; Procurement's involvement will be focused on the legal terms and conditions of the contract. Questions? Please reach out to the T&E team at https://ucsb.service-now.com/payment
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Conflict of Interest
UC policy, CA State Law, and the Political Reform Act limit our ability to contract for goods or services in which a UC employee has a real or perceived conflict of interest. We must keep our employees' University and private interests separate, and safeguard the UC regarding charges of favoritism. While this seems like common sense, it's not always common practice.
Existing UC employees, regardless of location, cannot provide goods or services to the UC, which includes the spouses of existing UC employees. Additionally, a UC employee who owns a company cannot make, participate, or influence any part of a UC transaction that may involve their company.
For more details, including when this policy applies to near relatives of UC employees, and real examples, please watch this 14 minute video!
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Rep Change
For those of you working with ThermoFisher/Fisher Scientific, our long-time campus rep Norb Longtin has moved up the ranks. Fisher is working on assigning a new, experienced, and local rep for UCSB, but in the meantime we have been assigned Regional Sales Manager Austin Shappi:
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Flexcard & Equipment Management Updates
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.
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. |
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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
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