BearBuy Forms Transactions - UCSF Campus Procurement by cuiliqing

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									                                    Common Transactions using BearBuy Forms
                             Listing of common transactions and purchases requested using each BearBuy Forms
              BearBuy Form                         Form Description                                      Common Items Purchased using Form
                                       Amount-based purchase request for             Equipment Repair, Fabrication, Janitorial Services, Landscaping, Pager Services,
                                       common services and goods. Also can be        Sequencing Service, Temp Staffing (Non-executive Recruitment), Transcription
Amount-based PO (Blanket)
                                       used to create blanket orders for recurring   Service, UCOP Agreement Services (e.g. for maintenance), Uniform Laundry
                                       services.                                     Service
Apple                                  Apple purchases                               Apple products

Capital Equipment Form                 For equipment over $5000.                     Equipment Purchase, Hardware/Software over $5,000, Vehicle Purchase

                                       To request a change to a Purchase Order
Change Order Request Form                                                          Lien Removal, Chartfield Change, Change Order
                                       that has already been sent to the supplier.

                                       To purchase drugs considered Controlled
DEA Controlled Substance                                                             DEA Controlled Substance (Schedule II-V and List 1 Chemical Precursors)
                                       Substances by the DEA.

                                       To request an off-site facility rental at a
Facility Rental Form                                                                 Facility Rental - renting a hotel, Conference Hall, or other facility
                                       non-UC venue.

                                       To purchase products that are not             Alcohol, Cell Phone Purchase, Dental Kits, Firearms, Orthopedic Supplies
Non-Catalog Form                       available through a punch out supplier or     (Specialized), Pager Purchase, Radioactive Goods/Chemicals, Software License,
                                       from a hosted catalog supplier.               UCOP Agreement Goods, Uniforms

                                                                                     Advertising & Recruiting, Cell Phone Service, Conference Registration, Courier
                                       To request payment when no invoice will
Payment Request Form                                                                 (i.e. FedEx) - Campus Wide Account Number, Data Services, Honorarium,
                                       be presented.
                                                                                     License Fee, Membership Fees, Permit Fees, Postage

                                                                                     Architect, Auditing/Accounting Service, Engineering Service, Graphic Design,
                                       To request purchases of Professional
Professional Services/Independent                                                    Independent Consulting Agreement (ICA), Temp Staffing (Non-executive
                                       Services and Independent Consulting
Consulting Form                                                                      Recruitment), Training Service, UCOP Agreement Services (for Professional
                                       Services.
                                                                                     Services or Independent Contracting), Website Design

                                       For individual household moves as part of
                                       a new campus hire. This form is not
Relocation/Household Moves Form                                                  Relocation or household moves services
                                       intended for internal campus
                                       relocations/moves.
Vehicle Charter Form                   To request a chartered vehicle.               Chartering a vehicle

Revised May 24, 2012
                                                               Common Transactions & Purchasing Methods
            Use this list to find the appropriate method (BearBuy Form, BearBuy Catalog, P-Card, Speedchart, etc.) to complete common purchases and transactions.
                                                              *This list is subject to change. Please check back frequently for any updates to this list.
                                                                                                                                                               Central Unit      Creates     Voucher
                                                     System used to                                                      BearBuy Form Type
           Commonly Purchased Item                                            Purchasing Method                                                             Approval Required   Purchase   Automatically
                                                        Purchase                                                           (if applicable)
                                                                                                                                                             for any Amount?     Order?      Created?
Advertising & Recruiting                         Vendor Website             P-Card                    n/a
Advertising & Recruiting                         BearBuy                    Form                      Payment Request Form                                  AP                                  
Alcohol                                          BearBuy                    Form                      Non-Catalog Form                                      CLS                    
Apple                                            BearBuy                    Form                      Apple Form                                                                            Recharge
Apple - JACS Configurations & select iPads,
                                                 BearBuy                    Hosted Catalog            n/a                                                                                   Recharge
accessories ONLY
Architect                                        BearBuy                    Form                      Professional Services/Independent Consulting Form     CPC                    

Auditing/Accounting Service                      BearBuy                    Form                      Professional Services/Independent Consulting Form     CPC                    

Books                                            Vendor Website             P-Card                    n/a
Books                                            BearBuy                    Punch-out Catalog         n/a                                                                          
Catering Service                                 CRÈME Form                 CRÈME Form                n/a                                                   AP
Cell Phone Purchase                              Vendor Website             P-Card                    n/a
Cell Phone Purchase                              BearBuy                    Form                      Non-Catalog Form                                                             
Cell Phone Service (e.g., AT&T)                  BearBuy                    Form                      Payment Request Form                                  AP                                  
Cell Phone Service (e.g., AT&T)                  Vendor Website             P-Card                    n/a
Change Order Request                             BearBuy                    Form                      Change Order Request Form                             CPC
Chemicals                                        BearBuy                    Hosted Catalog            n/a                                                                          
Conference Registration                          Vendor Website             P-Card                    n/a
Conference Registration                          BearBuy                    Form                      Payment Request Form                                  AP                                  
Computer/Desktop                                 BearBuy                    Punch-out Catalog         n/a                                                                          
Computer/Laptop                                  BearBuy                    Punch-out Catalog         n/a                                                                          
Computer Peripherals                             BearBuy                    Punch-out Catalog         n/a                                                                          
Courier (i.e. FedEx) - Campus Wide Account
                                                 BearBuy                    Form                      Payment Request Form                                  AP                                  
Number
Courier (i.e. FedEx) - Non-Campus Wide
                                                 Account Number             Account Number            n/a
Account
Data Services                                    BearBuy                    Form                      Payment Request Form                                  AP                                  
DEA Controlled Substance (Schedule II-V and
                                                 BearBuy                    Form                      DEA Controlled Substances Form                        CPC                    
List 1 Chemical Precursors)
Dental Kits                                      BearBuy                    Form                      Non-Catalog Form                                                             
Employee Reimbursement                           MyExpense                  n/a                       n/a                                                   Travel                              

Engineering Service                              BearBuy                    Form                      Professional Services/Independent Consulting Form     CPC                    

Equipment Purchase                               BearBuy                    Form                      Capital Equipment Form                                                       
Equipment Repair                                 BearBuy                    Form                      Amount-based PO Form                                                         
Fabrication (override with proper NCA)           BearBuy                    Form                      Amount-based PO Form                                                         

Facility Rental (Hotel, Conference Hall, etc.)   BearBuy                    Form                      Facility Rental Form                                  CPC                    

Firearms                                         BearBuy                    Form                      Non-Catalog Form                                      CPC                    

Graphic Design                                   BearBuy                    Form                      Professional Services/Independent Consulting Form     CPC                    

Hardware/Software over $5,000                    BearBuy                    Form                      Capital Equipment Form                                                       
Honorarium                                       BearBuy                    Form                      Payment Request Form                                  AP                                  

Independent Consulting Agreement (ICA)           BearBuy                    Form                      Professional Services/Independent Consulting Form     CPC                    

Janitorial Services                              BearBuy                    Form                      Amount-based PO Form                                                         
Janitorial Supplies                              BearBuy                    Punch-out Catalog         n/a                                                                          
Lab instruments                                  BearBuy                    Hosted Catalog            n/a                                                                          
Lab Supplies                                     BearBuy                    Hosted Catalog            n/a                                                                          
Landscaping                                      BearBuy                    Form                      Amount-based PO Form                                                         
License Fee                                      Vendor Website             P-Card                    n/a
License Fee                                      BearBuy                    Form                      Payment Request Form                                  AP                                  
Lien Removal (Close PO)                          BearBuy                    Form                      Change Order Request Form                             CPC
Meeting & Entertainment                          CRÈME Form                 CRÈME Form                n/a                                                   AP
Membership Fees                                  BearBuy                    Form                      Payment Request Form                                  AP                                  
Office Supplies                                  BearBuy                    Punch-out Catalog         n/a                                                                          

Orders with vendors not accepting UCSF PO        Vendor Website             P-Card                    n/a
One-time Supplier, One-time Purchase             Vendor Website/Phone       P-Card                    n/a
Orthopedic Supplies (Specialized)                BearBuy                    Form                      Non-Catalog Form                                                             
Pager Purchase                                   Vendor Website             P-Card                    n/a
Pager Purchase                                   BearBuy                    Form                      Non-Catalog Form                                                             
Pager Services                                   Vendor Website             P-Card                    n/a
Pager Services                                   BearBuy                    Form                      Amount-based PO Form                                                         
Permit Fees                                      Vendor Website             P-Card                    n/a
Permit Fees                                      BearBuy                    Form                      Payment Request Form                                  AP                                  
Postage                                          Vendor Website             P-Card                    n/a
Postage                                          BearBuy                    Form                      Payment Request Form                                  AP                                  
Research Subject/Patient Refund                  Debit Card Program         Debit Card                n/a
Research Subject/Patient Refund                  Check Request Form         Check Request Form        n/a                                                   AP
Radioactive Goods/Chemicals                      BearBuy                    Hosted Catalog            n/a                                                                          
Radioactive Goods/Chemicals                      BearBuy                    Form                      Non-Catalog Form                                                             
Relocation/Household Moves (to vendor)           BearBuy                    Form                      Relocation/Household Moves Form                       CPC                    
Relocation/Household Moves (relocation
                                                 TEV Form                   TEV Form                  n/a                                                   Travel
reimbursements)
Sequencing Service                               BearBuy                    Form                      Amount-based PO Form                                                         
Software License                                 BearBuy                    Form                      Non-Catalog Form                                                             
Stipends                                         AP Batch                   n/a                       n/a
Subawards                                        AP Process                 n/a                       n/a
Temp Staffing (Non-executive Recruitment)        BearBuy                    Form                      Amount-based PO Form                                                         


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Training Service                            BearBuy      Form         Professional Services/Independent Consulting Form   CPC      

Transcription Service                       BearBuy      Form         Amount-based PO Form                                         
Travel Booking                              Connexxus    n/a          n/a
Travel & Business Expense Reimbursement     MyExpense    n/a          n/a                                                 Travel       

UCOP Agreement Goods                        BearBuy      Form         Non-Catalog Form                                             
UCOP Agreement Services (e.g. for
                                            BearBuy      Form         Amount-based PO Form                                         
maintenance)
UCOP Agreement Services (for Professional
                                            BearBuy      Form         Professional Services/Independent Consulting Form   CPC      
Services or Independent Contracting)
Uniforms                                    BearBuy      Form         Non-Catalog Form                                             
Uniform Laundry Service                     BearBuy      Form         Amount-based PO Form                                         
Vehicle Purchase                            BearBuy      Form         Capital Equipment Form                                       
Vehicle Charter                             BearBuy      Form         Vehicle Charter Form                                CPC      
Water/Coffee Delivery                       Speedchart   Speedchart   n/a

Website Design                              BearBuy      Form         Professional Services/Independent Consulting Form   CPC      


Revised May 24, 2012




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