FAQs

FAQs

Q: What is the difference between the M&E Payment Request Form and the Facility Rental Form?

A: Facility Rental, M&E Payment Request Form

Q: What is considered F&B and non-F&B?

A: Food & Beverage (F&B) includes expenses like food, beverages, alcohol, tips, taxes, labor, delivery, service charges, and administrative fees. Non-F&B includes expenses like event space rental, photography, entertainment, and general event supplies related to the entire event, such as napkins, flowers, utensils, and equipment.

Q: What should be included in the business justification?

A: According to the SOM Dean’s Office, the justification for business meals must clearly explain the purpose of the meal and why it was necessary. Non-exceptional meal limits should not be exceeded. If they are, a detailed and compelling justification must be provided, along with supporting documentation (e.g., price comparisons), to explain why it was necessary or unavoidable to exceed the cap. The justification must answer the question: “Why was it necessary or unavoidable to exceed the non-exceptional per person meal maximum?” Justifications Dean’s Office Guide

Q: Why is further explanation needed?

A: From a policy and compliance perspective, Supply Chain Management and the SOM Dean’s Office, as the final approvers of all orders, cannot make assumptions unless details are explicitly documented. While the justification may seem clear and obvious to those involved in planning the event, it may not be as evident to others who are less closely involved.

Q: When do I need to provide comparison costs?

A: According to the SOM Dean’s Office, price comparisons are typically required whenever you purchase anything out of the ordinary or when your spending exceeds the limits and guidelines set by policy. These comparisons should demonstrate that the amount claimed for reimbursement aligns with what the university would typically pay, ensuring that the most economical option is being claimed.

Q: What is considered a complete receipt?

A: A complete receipt includes the following details: 1) transaction date, 2) vendor name, 3) transaction description/itemizations, 4) amount paid, 5) form of payment, 6) payer name. If any of the 6 requirements are missing, a signed DMR will be needed (even if a credit card statement is provided). Receipt Requirements for Travel Expenses

Q: What BearBuy forms are available?

A: BearBuy Forms

Q: How should I pay for this?

A: Procurement Checklist and Making Purchases at UCSF

Q: How do I check BearBuy payment status?

A: Payment Status

Q: How long will it take SCM to approve my requisition?

A: SCM Service Levels

Q: Do I need to include shipping and sales tax when I create a purchase order (PO)?

A: No, shipping cost and sales tax are not included on the PO. The PO should be created with only the goods and services amount on the PO. The supplier can bill for the cost of the items, shipping and sales tax on their invoices and UCSF will pay for the full invoice amount.

Q: I am planning an event. Where do I find more information about policy?

A: You can find more information about event planning policy by visiting the Supply Chain Management Meeting and Entertainment Expenses page. During the busy holiday season remember to always plan early with your requests and payments.

Q: How do I get help with a supply chain issue?

A: Submit a ticket to the SCM Response Team – five of our own subject-matter experts who can help you solve issues. You can use one of the following intake forms to receive quick and easy support: