When should I use the Meeting & Entertainment Payment Request form in BearBuy?
Submit the Meeting & Entertainment Payment Request form to pay for catering related expenses for an event held off-campus** ONLY IF the vendor does not require a contract.* Typically, you will submit the form after the event; however, you may submit additional request(s) as needed to pay a deposit or other required payments before the event. Please be sure to attach the invoice (and/or vendor memo for a deposit) to your request. The request will be reviewed by Accounts Payable before payment is released to the supplier. For more details, please read the Meeting & Entertainment Payment Request form instructions and FAQ.
*Note: An agreement regarding logistics only (e.g., food, price, attendee count) with no binding contractual language does not require review by your department-assigned buyer and should not be submitted on the Facility Rental form. These simple confirmations do not need to be routed to a Buyer, as long as the confirmation does not include any terms and conditions.
**For on campus catering, please use the America To Go punch-out catalog in BearBuy
Can I use BearBuy to purchase from Amazon.com?
Unfortunately, Amazon.com does not accept purchase orders (POs) from UCSF and we cannot process the invoices as a Payment Request. We recommend that you use a different supplier that will accept a PO or use a Procurement Card (P-card) for your Amazon.com order.
When using BearBuy and selecting Amazon Web Services as the supplier, orders for Amazon.com will not be fulfilled and the PO will need to be canceled. Amazon Web Services should be used for cloud computing services only.
