PURCHASING. How to shop in Bear Buy? P Card When in doubt, call Susanna. Punch out catalog Vendor PO s Independent Contract Agreement

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1 PURCHASING How to shop in Bear Buy? Punch out catalog Vendor PO s Independent Contract Agreement P Card When in doubt, call Susanna

2 Bear Buy Work Flow for CTSI Shopper (shops/creates carts) Bear Buy mapping Requester (creates & completes requisitions) Approver (approves returns or rejects requisition) Purchase Order/ Contract PO/Contract deliver to vendor by system Central Buyer >$5,000

3 Shop with Punch-outs Connects to the supplier s website, branded for UCSF & using our contract pricing. This method apply to the following common vendors: CDW-G, DELL, GRAINGER, HP, OFFICE MAX, ONE WORK PLACE, & APPLE. Click the supplier s icon. Select punch-out to begin Search in the supplier s catalog for items and add to supplier shopping cart Complete the shopping on selected supplier s site, then return to BearBuy shopping cart Proceed to Checkout (yellow icon on right) See red sign on tool bar for incomplete item(s) Assign cart to your requisitions Requester (Susanna Lam for CTSI Central, Claudia Ng for CRS)

4 Non-Catalog Vendor not on punch-out supplier list or any non catalog items Types of purchases: Supplies, software, service contract, membership, computer accessories/supply, and any non-catalog special order items provided by our major supplier. Non-Catalog form in Bear Buy Select a form Enter all required information Select Add and go to Cart or Add to Cart & Return then Go Attach a valid vendor quote if any Proceed to Checkout (yellow icon on right)

5 BearBuy Professional Services/ Independent Consulting Form Two types of forms: Amount based PO form (Common Services, Video Production, Repairs, and Blanket PO) Professional Services/Independent Consulting form (Architectural, Research Medical, Programming, Web Design services) How to enter in Bear Buy? Click the forms tab on top of the screen. Select Professional Service/ Independent Consulting Form Enter required information on the forms

6 BearBuy Professional Services/ Independent Consulting Form Start Date: prefer 30 days after the order entry date Attach SOW for External Attachment Attach Pre-Hire form for Internal Attachment Conflict of Interest form may require for vendor who is employee or near relative. Form located left hand side of Professional Services/Independent form in Bear Buy Click Go Click Proceed to Checkout Enter all required information. See red sign on the tool bar for incomplete item(s) Attach other notes & attachments if any Assign Cart to requisitions Requester (Susanna Lam for CTSI Central, Claudia Ng for CRS)

7 P-Card Procurement Card When to use P-Card? Use P-Card for the vendors that accept credit cards only Less work upfront, but more work on backend. PO is preferred method if possible Types of purchases can use P-Card For most goods (<$5,000 per transaction) including but not limited to: Advertisements Books and dues Subscriptions/publications Supplies and tools Training materials Computer accessories

8 P-Card Procurement Card How to make purchases by using P-Card? If you intend to purchase supplies, BearBuy may offer an easier alternative. Please check in with Emelda Brennan or Sarah Nelson. Otherwise, please contact a P-Card holder for help placing your order. P-Card holders for CTSI Central are Billy Davis and Denise Hall for CTSI Central.

9 BearBuy Quick Reference Dept. Code for CTSI Central: , for CRS: Suggested Cart Naming convention: ( vendor name or contract name) Check/ change the shipping address and attention name Make a note of your requisition ID for checking the order status or order purposes Internal notes and attachments for internal references. Such as internal program approval, s and any info that you don t want to share with vendor External notes and attachments will send to vendor with PO. Such as SOW/ quotation, special handling method and special delivery instruction to vendor Information links:

10 Independent Contract Agreement Professional services / Independent Consulting Required Documents: W9 and Supplier Information Form for new vendor setup. Pre-Hire Worksheet for individual to perform services (i.e., as opposed to a company) Establish a Statement of Work (SOW) or proposal to include the following: UCSF/CTSI Project Manager Project scope Period of performance Conflict of interest form Physical location Supplies and equipment Payment rate Total not to exceed Payment terms Examples of completed purchasing documents for reference available at: S:\General Office\Purchasing - Sample Forms Repository

11 Independent Contract Agreement Professional services / Independent Consulting All contracts should have a Not to Exceed Amount Conflict of Interest Form save as internal attachment. This form is available in Bear Buy under Professional Services/Independent Consulting form (left hand side) Vendor s Bio/Resume Justification 1. For contract total over >$5,000. Provide a brief justification for selection of your vendor (within 1,500 characters) 2. For contract total over >$50,000. Submit Justification Single or Sole Source Request form Certificate of Liability Insurance. Certificate Holder: UC Regents, 185 Berry St., Ste San Francisco, CA Forms: or the forms in Bear Buy under description of each form.