September 15, 2021 | supplychain@ucsf.edu
New VWR Contract
VWR, part of Avantor, recently signed a new contract with the UC Office of the President as a preferred supplier that includes free freight for UC customers. They will distribute products from several suppliers. Learn more...
Use BearBuy to Buy Goods and Services
To purchase goods or services, create a BearBuy requisition and purchase order (PO) prior to making the purchase. POs help ensure authorization, financial controls and policy compliance. Purchasing of goods or services without using a pre-approved PO is considered unauthorized. Read more...
BearBuy Invoice Survey Results
As many of you know, last month Supply Chain Management (SCM) asked you to participate in our survey on BearBuy invoicing and payment process. Thank you to the 175 people who submitted surveys and took the time to write additional comments. We want to update you on some of the results and look ahead to how we plan to improve your customer experience.

The survey results revealed a few themes that help identify where we need to improve as well as what we’re doing well. Topics most often mentioned included:
  • Transcepta
  • Confusion/lack of visibility of processes
  • Lack of information/training
  • Campus roles and responsibilities
Limit Miscellaneous Expense Types in MyExense
When creating your expense report in MyExpense it is important to select the proper expense type (i.e. airfare, lodging, mileage, etc.) to accurately categorize your expense. The miscellaneous expense type should only be used when no other expense type matches. When the miscellaneous expense type is used, the expense report will require additional review, which may extend the approval time and delay reimbursement.
Honoring Hispanic-Owned Businesses
During Hispanic Heritage Month (September 15 through October 15) the UCSF Anchor Institution Initiative team wants to recognize Hispanic, Mex-Am, Chicana/Chicano, Latina/Latino and Latinx owned businesses. Our commitment to supplier diversity and inclusion affirms the importance to celebrate the many cultures that make up American communities as well as in the marketplace. Read more...
TIPS & TRICKS2USE
BEARBUY
I am submitting a BearBuy Change Order Request Form to change the unit price or to increase the total Purchase Order (PO) amount. Do I need to request on the form that the PO be sent to the supplier?
Yes, it is best practice to send a copy of revised POs to the supplier when the unit price or PO amount changes. To request this on the Change Order Request Form, select “Yes” to the “Send Change to Vendor?” question on the form.

Some suppliers, such as Airgas Dry Ice, require POs to have a sufficient balance to continue fulfilling orders, so it is important to always send suppliers POs when the price or total PO amount changes.
I am a BearBuy Match Exception Handler and I recently had to approve each new voucher on my purchase order before they are paid. Why do I have to approve each voucher?
When purchase orders (PO) are over-invoiced, each new voucher routes to the Match Exception Handler for approval before they can be paid. When a PO is over-invoiced and additional invoices are expected in the future, the Match Exception Handler should work with the PO Owner and the department Requester to submit a Change Order Request From to increase the PO* amount. POs should always have sufficient balance to cover outstanding orders and invoices.

*Change Order Requests can only be submitted for POs created from BearBuy forms.
NEED HELP? Submit a ticket to the Supply Chain Management Response Team.