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Important BearBuy Updates


Dear BearBuy Users,


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


This month's BearBuy News:

As always, if you have any questions, please contact Customer Support at (415) 514-4100, Option 2 or appsupport@ucsf.edu for immediate assistance.

Thank you for your continued support, 


BearBuy Team 

UCSF Supply Chain Management

1. Shared Responsibility Provisions Implemented

The University Of California Office Of General Council has implemented a new legal provision involving temporary and supplemental staffing services. The Patient Protection and Affordable Care Act (PPACA) Employer Shared Responsibility Provisions will need to be communicated in all requests for proposals (RFPs), agreements and purchase orders.

Under the new regulations, if "large" employers (as defined by the provisions) do not offer affordable health coverage that provides a minimum level of coverage to their full-time employees (and their dependents), the employer may be subject to an Employer Shared Responsibility payment if at least one of its full-time employees receives a premium tax credit for purchasing individual coverage on one of the new Affordable Insurance Exchanges.

Existing Agreements will need to be amended to include the new provision as a part of the terms and conditions. Please contact your buyer for more details.
2. Prevailing Wage Change Coming Soon

The Senate Bill 854 legal provision for prevailing wage will change how we manage maintenance and other services for UC property. 

What this means for UC:
  • The prevailing wage provision will need to be communicated in all RFPs, Agreements and Purchase Orders
Supply Chain Management is working with UCOP to determine how this will impact our campus. More information will be sent via the BearBuy newsletter as it becomes available.

A copy of the updated UC Terms and Conditions of Purchase can be found at: http://www.ucop.edu/procurement-services/_files/uc-terms-and-conditions-of-purchase.pdf
The Vendor Master and P-Card program has transitioned from Controller's Office Accounts Payable, to Supply Chain Management.  This move better aligns UCSF's organizational structure with the integral components of the supplier procurement process and:
  • Allows for more effective governance and alignment with procurement strategy
  • Supports supplier negotiations and supplier risk assessment
  • Improves and streamlines processes by eliminating multiple hand-offs
  • Creates one unit for the campus to contact to resolve supplier issues and questions on procurement activities
Website contents for Supply Chain Management are under construction and anticipated to be completed before the end of August 2015.  In the meantime, refer to the information on the Buying and Paying section of the Controller's Office website.
To help guide campus and get immediate assistance on topics of interest, please refer to the contact information as follows: 
New Contact Information
Supplier Registration
  • PO Supplier master records
  • New PO Supplier setup
  • W-9 & Supplier Information Forms
  • Supplier profile maintenance
  • Supplier EFT/ACH/Payment Plus Set Up (electronic payments)
Card Program Services creditcard@ucsf.edu
  • UCSF Campus and Medical Center  P-Card  program
  • UC Berkeley P-Card, Event Planner Card and Travel Study Card
  • Risk Assessment/Audit for UC San Francisco and UC Berkeley card programs
Controller's Office Solution Center
  • Non-Supplier master records (e.g. honorarium, research subjects, etc.)
  • UCSF Corporate Travel Card
  • UCSF Human Study Debit Card

Q: I am in the process of completing a Change Order Request Form, but what value should I enter for the "New PO Total" field?
A: Anytime you request to increase or decrease the PO total, including changing the unit price or quantity, you should enter the new PO total dollar amount in the "New PO Total" field.  For example, if your PO is for $1,000 and you want to add $500, enter $1,500 as the "New PO Total".

Please note that this PO total excludes tax and shipping amounts. The PO total also does not take into account any invoices applied to the PO. For example, if your $1,000 PO has been invoiced by $900, and you want to add $500 to the PO, $1,500 would be the "New PO Total".
If you do not need to change the total PO amount or you are requesting another type of change such as an Accounting Code (chartfield) change, closing a PO, canceling a line, etc. you do not need to specify a different value in this field. Leave the field at the defaulted value of $0.01.