Important BearBuy Updates

February 2016

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:

Update to Purchasing and Payment Request Form Changes
Upcoming BearBuy System Downtime and Processing Deadlines
New Abcam Catalog now Available
"Did you know?" Useful BearBuy Tip

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. Update to Purchasing and Payment Request Form Changes

The timeline for changes to the BearBuy Payment Request Form (PRF) has been revised to help departments transition to using a Purchase Order (PO) or Procurement Card (P-Card). Beginning March 1, 2016, the BearBuy PRF can only be used for the following transaction types that cannot be purchased using a PO or P-Card:

Conference Registration Fees
Donations/Contributions
Government Fees/Visas
Honoraria
Memberships/Subscriptions
Refunds
Relocation
Student Summer Programs
Telecom/Data Services
Utilities

PRFs submitted that do not qualify will be rejected beginning March 1, 2016, and the department will be required to follow a new after-the-fact process. This process, currently being finalized, will involve justifying the purchase as well as departmental approvals. Details and guidance about the process will be released in late February.

To prepare for this transition, please continue reducing your PRF usage by using POs and P-Cards for purchases whenever possible.

Contacts:

After-the-Fact process, Supply Chain Management at bearbuy@ucsf.edu
Invoice and PRF, Controller's Office Solution Center atCOSolutionCenter@ucsf.eduor 415-476-2126
P-Card inquiries, Supply Chain Management atcreditcard@ucsf.edu
Vendor inquiries, Supply Chain Management atvendors@ucsf.edu

Thank you for your cooperation.

2. Upcoming BearBuy System Downtime and Processing Deadlines

BearBuy will be unavailable from 9:00 PM on Wednesday, March 23 until 7:00 AM on Monday, March 28 to accommodate an upgrade to PeopleSoft, the university's financial system.

Please plan ahead and submit all requisitions in advance of this system downtime. BearBuy will not be accessible and requisitions cannot be generated during the downtime period.

For requisitions that require Supply Chain Management (SCM) review and need to be processed before the system downtime, please ensure that SCM receives the requisitions by the deadline below:

Type of Transaction	Deadline
Requisitions requiring SCM Buyer Approval	SCM must receive requisitions by March 17, 2016*
Change Order and Lien Removal (PO Close) Requests	SCM must receive requisitions by March 17, 2016*

SCM will make every effort to process requisitions that are received by the deadline.

*Please provide accurate and complete information on your requisitions. Incomplete and problematic requisitions result in processing delays and may not be approved before the system downtime begins.

3. New Abcam Catalog now Available

We are pleased to announce that Abcam is now a hosted catalog supplier in BearBuy. Abcam and UCSF are working together to provide a seamless interface to your purchasing experience. Abcam offers high-quality protein research tools, expert technical support, fast global delivery, and up-to-date and honest data. Abcam's growing range of products includes primary and secondary antibodies, biochemicals, proteins, peptides, lysates, immunoassays and other kits.

Product Discount:

3% discount on all catalog products (from list price)

Freight Charges:

Standard Blue Ice Shipments: $45
Dry Ice Shipments: $60
Non-Dry Ice Kits: $49
Dry Ice Kits: $60
One shipping charge per shipment, regardless of number of products or method of shipment. If there are mixed products in shipment, the higher shipping-method cost will apply.

4."Did you know" Useful BearBuy Tips

I have a voucher that is currently in match exception because the PO is over-invoiced. If I submit a Change Order Request to increase the PO amount by the voucher amount, will this automatically resolve the match exception?

A: Increasing the PO amount will not resolve a voucher currently in match exception. Your Match Exception Handler will still need to review and approve the voucher. Increasing the PO amount can help prevent future invoices from going into match exception.

Q: When shopping the America To Go (ATG) Punch-out and needing to enter a tip, do I have to enter a specific dollar amount or can I enter a percentage?

A: After you have added menu items to your ATG order, prior to proceeding to check out, you are able to enter a tip up to 18% of the order.

You can enter a specific dollar amount or a percentage. The ATG Punch-out will convert the percentage to an amount.

Q: A supplier sent me a contract that needs to be signed. Can I sign the contract?

A: No. Contracts are to be signed by Supply Chain Management (SCM) Buyers as they hold legal delegated authority for the University, and must assure legal and contract items are addressed for your protection. This is especially true for Facility Rentals. If you have questions, please contact your SCM Buyer.