August 2023

New to Gateway Purchasing? 

If you would like to learn how to create a shopping cart, submit a requisition for goods or services, or refresh your skills, you are invited to sign up for an instructor led course or access our self-help training resources. 
You can sign up for instructor led classes through the campus here:
Once logged in you can access our classes by searching keyword: “Gateway”. Topics include how to submit an order, how to use ordering forms, receiving, invoicing, and helpful tips and tricks. A description of each instructor led class is available here. The Gateway 101 class is a great starting point to successful purchasing at UCSB. 

For on demand learning you can access prerecorded Gateway classes and other job aids here.
PerkinElmer is Now Revvity
Revvity Health Sciences Inc.
Customer Service: 800-762-4000
Email: lascc@revvity.com

FlexCard and Federal Funds

When using FlexCard to make a purchase with a federal funding source and the order is $10,000 or greater, a FlexCard Authorization form cannot be used. A regular Gateway Purchase Order must be obtained so that the supplier receives the order and our Terms and Conditions.
After the purchase order has been completed and the purchase order number has been assigned, the following steps will need to be taken:

1. Email the Gateway Helpdesk (gatewayhelp@bfs.ucsb.edu) and let them know the purchase order will be paid by FlexCard and ask them to close it.
2. Copy FlexCard (flexcard@bfs.ucsb.edu) on the email to Gateway. FlexCard will inform you when your limits have been raised and that you may proceed with the next step.
3. Contact the supplier and arrange to pay by card, informing them not to send an invoice to InvoicesOnly.

Contact us at flexcard@bfs.ucsb.edu for specific guidance.

New Campus Rep for ODP
Collin Frandsen​
Key Senior Account Manager
​801.643.7166

Reminder for all Departments Regarding Property Disposal

All University-owned property must be disposed of through Surplus Sales (Business & Finance Bulletin BFB-BUS-38). Please report damaged or cannibalized equipment to Equipment Management through EIMR in ServiceNow (Equipment Inventory Modification Request). The disposal of obsolete, broken, or non-functional assets should be handled by Surplus and reported to Equipment Management on an EIMR. 
Electronic waste bins and dumpsters should not be used for disposing of assets. All waste should be disposed of through approved surplus vendors and recyclers. Please submit a Furniture Services (FS) work order with the EIMR number and a description of the asset if you require pick-ups or drop-offs for your items. 
It's important to note that no campus department has the authority to sell surplus property directly. If you've found a buyer, you must coordinate with Surplus. Please report any details to Equipment Management.
If you have any questions or require further assistance, please don't hesitate to contact the Equipment Management team. We're always happy to help.
Small Business First Policy
The UC Small Business First Policy 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 and diverse businesses.
Make sure to save a copy of:


Taxes, Shipping and Handling
Taxes on shipping and handling can be tricky to assess as shipping and handling may be taxable or non-taxable depending on the supplier, geographical location, and other variables like storage and packaging costs.
While many departments attempt to make this determination themselves, by entering shipping and handling as a non-taxable line item, we recommend instead recording these charges in the Taxes/S&H tab. Entering these charges in the Taxes/S&H tab helps our campus tax team identify and correct errors on your behalf.
The Taxes/S&H tab is located at the top of Gateway requisitions, between the Summary and Comments fields. From there you can enter/edit the shipping and handling costs as provided in your quote. Note: if there is no shipping and handling charges on the quote, leave these fields blank. Do not try to estimate an amount. Here is a screenshot of the Taxes/S&H tab in Gateway:
How to Expedite Service in Procurement
To achieve the fastest response time for all your questions about requisitions, bids, invoices, contracts and general procurement questions, please use the Procurement ServiceNow Catalog instead of emailing an individual:


Also, use the Comment tab on a Gateway requisition to get in touch with your assigned Buyer or Contract Analyst to view status, and document your department decisions.