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BearBuy Updates

February 2015

Dear BearBuy Users,


We would like to inform you of a few updates and important events coming soon. Please review the topics below and follow the links or scroll down for more information on each topic. 


This month's BearBuy News:

  1. NEW Updated and Improved UC Berkeley Substitute W-9 and Supplier Information Form
  2. New Outgoing Wire Transfer Form and Process
  3. Pyrophorics
  4. 20/30 Training Series
  5. Bears That Buy Town Hall Recap
  6. "Did you know?" Useful BearBuy Tip

If you have any questions, please contact the BearBuy Help Desk at  

510-664-9000 (options 1,2) or BearBuyHelp@berkeley.edu for immediate assistance.


Thank you for your continued support, 


BearBuy Team 

Supply Chain Management

UC Berkeley


1.  NEW Updated and Improved UC Berkeley Substitute W-9 and Supplier Information Form


Effective February 16, 2015, in order to more accurately capture IRS 1099 Withholding information, we are pleased to announce the implementation of a revised UC Berkeley Substitute W-9 and Supplier Information Form.

  • Starting February 16th, fax completed Substitute W-9 Form to (510) 664-7209

What is new?   

  • Form change: Description of business or service section now contains check boxes
  • Check the appropriate description box and/or complete the "OTHER" text field

How does the change improve compliance?
  • 1099 Withholding reporting is required by the IRS
  • The new check boxes will be used in conjunction with the Federal Tax Classification helps to determine if a supplier should be setup for 1099 Withholding reporting
Where do we find the new form? 

Who do we contact if we have questions about the form? 


2. New Outgoing Wire Transfer Form and Instructions!


Accounts Payable has announced a new outgoing wire transfer form and instructions. Both the form and instructions are now available on the Controller's website. Please follow the link below for step by step instructions and additional information regarding wire transfers:




Questions regarding this message may be directed to Disbursements Customer Support at disburse@berkeley.edu or 510-643-2199.

3. Pyrophorics


In an ongoing effort to make the UC Berkeley campus a safer place to work and comply with state fire code regulations, EH&S must review and approve procurement of any pyrophoric materials. When using a BearBuy form, persons responsible for purchasing such materials must enter the chemical name and CAS Number on the Expense Information section of the form, as well as declare its hazardous properties (e.g., "pyrophoric").


Items ordered from a Catalog in Bearbuy will automatically be routed to EH&S based on hazardous properties, no additional action is required.
4. 20/30 Webinar Training Series


Operations & Technology launched a 20/30 BearBuy Webinar Training Series. The goal of the 20/30 series is to provide greater insight on BearBuy process and procedures based on system functionality.  Each webinar session is tailored to provide a short in depth review of a specific topic/issue. Each session is scheduled for 30 minutes (15 minutes for concepts and functionality overview and 15 minutes for questions). 


Below are the upcoming sessions and their unique webinar sign up. All sessions are scheduled on Wednesdays, from 1:30 to 2:00 pm. 


Utilizing the Search For a Supplier Feature

Wednesday, February 18th, 1:30-2:00 pm: 


This webinar will go over who can search for Suppliers in BearBuy and review the Supplier information available through this feature in BearBuy.  


 Register for: Utilizing the Search For a Supplier Feature


Amount vs Service Request Form 

Wednesday, March 4th, 1:30-2:00 pm: 


This webinar is recommended for user with minimal Form knowledge. We will go over the form layouts, the purpose of each form and when to use which form. 


Register for: Amount Only vs Service Request Form


Top 3 Shopping features/functions you may not know exist in BearBuy! 

Wednesday, March 18th, 1:30-2:00 pm: 


This webinar is recommended for Shoppers. This webinar will go over 3 shopping features that are available in BearBuy that can help speed up your shopping process! 


Register for: Top 3 Shopping Features/Functions in BearBuy

5. Bears That Buy Town Hall Recap


We would like to thank everyone who attended our Bears That Buy Town Hall on January 27th.  The turnout was fantastic and we received a lot of great feedback! We appreciate the opportunity to hear your comments.  Your input is valuable to us and will be used in the upcoming year as we focus on improving BearBuy.


We have posted the Town Hall presentation on our Bears That Buy User Group webpage. 


For those of you who were not able to make it, we would still love to hear from you! Please email the BearBuy Help Desk to let us send us any feedback you have with using BearBuy.



Q: Why does my voucher calculate the Accounting Code distributions by percent if the associated PO Accounting Code distributions are split by amount?



Voucher Accounting Code distributions:



PO Accounting Code distributions:



A:  Due to system limitations, the voucher Accounting Code distributions will be converted to split by percent and reflect that in BearBuy.


When viewing the voucher details you will see % of Price instead of Amount of Price. In this example, the system calculated the split by amount lines of $400 and $223.14 and converted into the percent of the total PO amount.