March 20, 2024 | supplychain@ucsf.edu

SCM Award NAEP Supplier Diversity Award

Supply Chain Management was awarded the Eddie H. Jackson Supplier Diversity Award by the National Association of Education Procurement (NAEP) for the work done by the Supplier Diversity and Inclusion Program. Read more... 

Supplier Updates from UC Travel

University of California (UC) Travel shares information about a new promotion for UC travelers from Alaska Airlines as well an announcement on the reactivation of the Uber for Business partnership. Read more...

Successful Expense Reports...

... Include Supporting Documentation for Business Travel

University of California (UC) policy requires each business-travel related expense reports to include attached documentation which fully describes the business purpose for each day of travel. The type of travel will have different documents to support it. The following is a list of types of travel with the appropriate documentation required to be submitted with the expense report: 

• Meetings - documentation must specify the meeting dates, times, locations, general meeting topics, attendees, and organizational affiliations 
• Conferences - agendas, brochures, event announcements for conferences and professional events much be attached 
• Confidential meetings (ex: research subject travel) – provide as much information as possible to justify the business purpose

This information can also be found on the Supply Chain Travel page...

... Are Submitted Within 45 Calendar Days to Prevent Taxation

University of California (UC) policy states that employees are responsible for reporting reimbursable expenses within 45 calendar days of the purchase date (or the end of trip date for expenses related to business travel). Employee expense reports submitted to an approver in MyExpense more than 60 days after the purchase date/end of trip date will be reported as taxable income for the employee being reimbursed, and will be subject to applicable payroll taxes. This policy applies to all reimbursements for any purpose, including purchases of supplies.

Please always submit your expense reports within 45 calendar days of the end of trip date or purchase date to prevent taxation on your expenses.  

Did you know? To prevent being taxed on purchases of goods and services (outside of travel expenses), use BearBuy to create a requisition and purchase order or use your Procurement Card (P-Card). Using BearBuy or P-Cards allows the University to pay suppliers directly without potential tax implications on the employee. Expense reports are primarily intended for reimbursement of travel-related expenses, not to reimburse goods and services.

More information on expense reports can be found on the SCM Claim Expenses for Reimbursement page.