SCM News2Use – February 2024

February 15, 2024 | supplychain@ucsf.edu

National Gift Card Retirement

Last week, Supply Chain Management announced the retirement of the National Gift Card punch-out catalog in BearBuy. Today is the last day to make a purchase in the NGC catalog. Read more about the retirement…

Paying for Airfare in Connexxuss

Supply Chain Management encourages business travelers to use SpeedTypes to pay for work-related airfare in Connexxus. Read more…

Zeiss Partnership with Hi-Tech Instruments

Beginning March 1, Zeiss products will be distributed through Hi-Tech Instruments. The points of contact will be Michael Boyle and Tommy Pogash.

New America To Go Punch-out Coming Soon

America To Go (ATG) is launching a new punch-out catalog in BearBuy on March 2. The new ATG punch-out will introduce a new user interface and new features that will provide an improved ordering experience. Highlights of the new ATG punch-out include:

A refreshed, modern, user-friendly interface
Improved order process with visible cart and simplified checkout
Enhanced caterer cards for better visibility

To assist our user community with this change there will be support resources available in the punch-out, and ATG will host a webinar on Wednesday, February 21 at 10 a.m. Register here.

Guide to Business Travel Reimbursement

Have work-related travel coming soon? Supply Chain Management (SCM) has a tip sheet to help you navigate the ins and outs of travel reimbursement. Business Travel Reimbursement: Made Easy is a two-page quick guide on getting reimbursed for the most common travel expenses.

You also can find more information on expense reimbursement on our Claim Expenses for Reimbursement page.

Subcontract Approval Process Reminder

Subcontract invoices should be pre-approved before they are submitted to Supply Chain Management for processing. This helps accelerate subcontract invoice processing times.

The brief process includes:

Subcontractors send invoices directly to campus departments
Campus departments obtain invoice approval in DocuSign
Campus departments email approved invoices to SCM for processing and payment

For full details and step-by-step instructions on this process, review a recorded webinar and the subcontract invoice approval page. Please carefully follow all the steps in the instructions so we can efficiently process subcontract invoices.

UC Travel Survey Extended

The University of California (UC) Travel has extended the Annual UC Travel Program survey deadline to February 23, 2024. In appreciation of you time, a drawing will be held for prizes. Learn more here…

Outbound Freight Program Retirement

The Outbound Freight Program through Vantage Point Logistics is under the process of retirement. Read the latest update here…

Supplier Diversity Poll

It has been a year since the Supplier Diversity section in BearBuy launched. The Supply Chain Management Strategic Procurement and Value Improvement project team continue to refine processes for customers and stakeholders to improve supplier diversity strategies by highlighting certified small and/or diverse suppliers in BearBuy.

To continue guiding this work we would like to hear from you. Please take the quick poll to the right to share your thoughts.

Do you see your department using a small, local or diverse supplier in 2024?

Yes

Lean into Supplier Diversity and Inclusion

Strategic Sourcing Professional, participated in the FAS Lean Practitioner Certification Program. Read more...

TIPS & TRICKS2USE

TRAVEL

How can I reduce my financial burden when I travel for work?

As a best practice, expenses should be paid by the traveler with out-of-pocket funds and be reimbursed. However, you can reach out to your department and ask about these alternative options:

Travelers may apply for a corporate travel card, which can be used for lodging, ground transportation, and the traveler’s own meals.
Departments may use a procurement card to pay registration fees on behalf of the traveler.
Departments may provide a speedtype for airfare in Connexxus and pay the airline directly.

After exhausting all of the above alternatives a last option is to request a cash advance. Cash advances should only be used when necessary for travel-related expenses, not including meeting/entertainment expenses. Read full tip...

TRAVEL

What happens when I don’t spend all of my cash advance?

If travelers did not spend all of the cash advance, they are required to return the remaining balance to the University. Learn how to return your remaining cash advance here...

Important note: If an employee does not submit an expense report showing how the advance was spent on travel expenses and/or fails to return any unused cash advance amounts within 120 calendar days of the end of a trip, the University is obligated under Internal Revenue Service regulations to consider such amounts as taxable income to the employee. Travelers who are taxed for travel advances will no longer be allowed to receive any future cash advances.

BEARBUY

Can I submit a Payment Request in BearBuy to pay a FedEx invoice?

Yes. However, please submit only one invoice per cart and enter the invoice number on the Payment Request Form exactly as it appears on your FedEx invoice. Otherwise, FedEx will not be able to apply the payment to your account.

Follow the steps below:

On the Payment Request Form, select the supplier FEDEX and activity type "Postage/Small Package Courier"
Enter the invoice number in the "Supplier Inv #" field exactly as it appears on your FedEx invoice
Amount: Enter only current charges from the invoice (no past due charges)

Click here to view a sample FedEx invoice and Payment Request.

BEARBUY

How can I order GraphPad's Prism software?

The preferred vendor for Prism software is CDW-G (two-license minimum). CDW-G is the preferred vendor because they will accept the standard UC terms and conditions, which GraphPad (Prism OEM) will not. Read full tip...

View SCM Tips & Tricks

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

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