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BearBuy Updates

May 2016

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. Fiscal Close Information for FY2015-16 Now Available
  2. Inactivation of Miscellaneous Expense Accounts
  3. Upcoming BearBuy In Class Training
  4. 'Did you know?' Useful BearBuy Tip Reminder
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
FC
1. Fiscal Close Information for FY2015-16 Now Available
Fiscal Close information for FY2015-16 is now available: 

This year's fiscal close steps and deadlines are similar to those in previous years. Please review the information and the checklist to ensure that all relevant steps are completed according to the schedule.

MA
2. Inactivation of Miscellaneous Expense Accounts

Please see the BFS listserve communication regarding the July 1, 2016 inactivation of the following BFS general ledger account codes:
  • 56639  Miscellaneous Services
  • 57359  Miscellaneous Expenditures
To reiterate, in order to prepare for the change you should run the COA Inactivation Report to identify all active transactions in BFS that should be addressed before July 1 including requisitions, purchase orders, vouchers and bluCard charges.  Please keep in mind there may be earlier recommended cutoff dates for certain activities based on the FY15-16 Fiscal Close checklist.     
3. Upcoming In Class Training
  
Register to learn more about BearBuy with one of our upcoming in-class trainings based on BearBuy user roles.  Courses are offered through the UC Learning Center. Instructions and more information on how to enroll can be found on the page. 
 
BearBuy Requisition Creator | June 23, 2016
Course Number: BEESS965-160623
Thorough classroom training for the BearBuy Requisition Creator Role. Participants will learn concepts, workflow, best practices, and can test their knowledge through several hands-on exercises in BearBuy

BearBuy Change Order Preparer | June 27, 2016
Course Number: BEESS973-160627
Hands-on classroom training for Change Order Preparer role.  Participants will learn concepts, workflow, best practices, and can test their knowledge through several scenarios in BearBuy.. We will also demonstrate additional training materials available for the role, including Job Aids, manuals and YouTube videos.
  
BearBuy Match Exception Preparer | June 30, 2016
Course Number: BEESS968-160630
Interactive classroom training for the BearBuy Match Exception Preparer role. Participants will be shown concepts, workflow, best practices, and test their knowledge through several exercises in BearBuy.  
4. "Did you know?" Useful BearBuy Tip Reminder: 
  
Q: What data is considered private information and requires strict access control?
 
A: UC Berkeley policy requires strict access control over personally identified information (PII) that contains an individual's name or initials combined with a social security number, credit card number, driver's license or state identification card number, any type of medical or medical insurance information, or any personal financial account number.

Before uploading any document or adding any comments in BearBuy please redact any sensitive and PII information so it is unreadable.  A BFS Supplier Number (ex: employee or student ID#) is not considered private information and does not need to be redacted.       

The following are considered personally identified information:
  • Anything that contains an individual's name or initials combined with:
    • Social security number
    • Driver's license number and state identification card number
    • Credit or debit card numbers
    • Any type of personal medical or medical insurance information
    • Personal financial account information or numbers
    • Full Birthdates MM/DD/YYYY   
  • Similarly, an individual's home address and family information also requires restricted access control
For more information, please see the Data Privacy Job Aid on the BearBuy webpage.