SCM News2Use – November 2023

November 1, 2023 | supplychain@ucsf.edu

Photo Capture Coming to UCSF

UCSF Supply Chain Management (SCM) Logistics is launching Photo Capture for proof of delivery. Some customers in our beta testing locations are already receiving photo proof of delivery. Soon all deliveries will be accompanied with a photo for delivery confirmation. More information and launch dates will be released in a future newsletter.

2023 Year-End Reminder

During the upcoming holiday season, many offices – including Supply Chain Management (SCM) – have reduced staffing.

To help ensure smooth processing of purchase orders and requests that need to be completed by the end of December 2023, SCM is asking you to submit and approve requisitions, lien removals or chartfield changes as soon as possible.

BearBuy Scheduled Maintenance

BearBuy production downtime will take place between Friday, November 3, at 6 p.m. through Sunday, November 5, at 9 a.m. to upgrade from release version 23.2 to 23.3. To avoid delays, please complete all BearBuy requests prior to the system maintenance. BearBuy will be available on Monday, November 6.

BearBuy 23.3 Release Enhancements

On November 6, BearBuy will be updated with improvements to the optional receipt creation process. Here are highlights of the changes:

Simplified steps for creating an optional receipt directly from a purchase order
Improved ease of use with new draft receipt cancel and return icons

A PowerPoint presentation with details about the enhancements will be available by Friday, November 3 on the BearBuy Features Update page of the Supply Chain Management (SCM) website.

New MyExpense UI Updates

MyExpense will be updated to Concur’s Fiori with Horizon visual theme on November 17. To learn more about the updates, read more...

Updates to International Travel

For faculty, staff, post-doctoral researchers, residents and fellows who travel internationally, a required Attestation Form (regarding registration for free UC international travel insurance) replaced the International Travel Approval and Resources Form. Read more...

Reimbursement Guidelines for Postdoc Childcare Expenses

Effective October 1, 2023, members of the Postdoctoral Scholars Unit (PX) systemwide bargaining unit are eligible for reimbursement of up to $2,500 annually for qualifying childcare expenses. Read more...

Outbound Freight Program Retirement

The Outbound Freight Program through Vantage Point Logistics (VPL) will be retired in the first half of 2024. Read more...

HELP US HELP YOU... SCM Response Team Guidance

Avoid Invoice Payment Delays

To avoid invoice payment delays, properly mark each line item in your BearBuy shopping cart as taxable or nontaxable before placing the order. To mark an item as taxable, tick the Taxable checkbox next to the line item in your cart. Most catalog items and forms will default to the correct tax selection based on the Commodity Code. If you aren’t sure whether a line item should be marked as taxable or not, please contact the supplier for clarification.

Receive Reimbursement Payments

MyExpense reimbursement payments to UCSF employees will be distributed the same way as the employee’s paycheck – if an employee receives their paycheck via multiple accounts, please check all accounts. If you still can’t locate the employee’s reimbursement payment, you should open a ticket with the Supply Chain Management (SCM) Response Team for assistance. Employees can update their payment method in UCPath – it may take one pay period for these changes to take effect. Note: Reimbursements paid to non-UCSF employees (guests) are paid via check.

Spending with Diverse Suppliers Has Increased

The UCSF Procurement Anchor Institution Mission team reports progress toward our diverse spending goal and reminds us all to keep sourcing certified small and diverse suppliers. Read more...

Dell Black Friday Sale

for UCSF

The holiday season is almost here, and Dell is bringing you exclusive offers during their Black Friday Early Access from November 2 through November 5. Read about the deals and upcoming events...

TIPS & TRICKS2USE

CONNEXXUS

Why was I charged fees for booking airfare with BCD Travel?

When booking travel or making changes to your travel arrangements with BCD Travel or UC Travel Center, there may be associated fees. To learn more, log into Connexxus to review fees information.

Connexxus offers discounted University of California-contract prices, as well as a "one-stop shop" for booking airline tickets, lodging, and rental cars making it the preferred and easiest method for booking travel.

REIMBURSEMENT

I am planning an event. Where do I find more information about policy?

You can find more information about event planning policy by visiting the Meeting and Entertainment Expenses page. During the busy holiday season remember to always plan early with your requests and payments.

View SCM Tips & Tricks

NEED HELP? Submit a ticket to the Supply Chain Management Response Team.

UCSF community (faculty, staff & students)
Suppliers and external customers

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