Resource links

System Option	Description/Purpose	Notes
Punch-out Catalog	Connects to the supplier's website, branded for UCSF and using our contract pricing	Examples: Office Max, Apple, Dell
Hosted Catalog	Suppliers provide UCSF contract products and pricing via an electronic catalog hosted within BearBuy	Shopping through search engine
Non-catalog Form	Request goods that are not available through hosted catalog or punch-out	This form can also be used to purchase goods that are not on punch-out catalog.
After the fact PO	Payment Request form is restricted to only those transactions that cannot be purchased using a PO or P-Card.	All other after the fact transaction will be entered as a requisition in BearBuy, with justification for the purchase, an action plan outlining how this will be avoided in the future, as well as departmental approval signatures.
America To Go	Punch-out catalog for purchasing food for business meetings and other campus events	For requisition that requires exceptional approval, Ad hoc Approver needs to be added in Bear Buy. Effective February 1, 2016, ALL on-campus catering orders and payments to caterers must go through ATG.
Complete and accurate invoice*	Suppliers who receives BearBuy purchase orders are required to submit invoices through our electronic invoice solution Transcepta and receive electronic payment.	For more information see SCM Moves to Electronic Invoicing through Transcepta
Payment Request Form		If you have additional questions, please contact Supply Chain Management-BearBuy at [email protected], phone (415) 502-3331
BearBuy After-the-Fact Purchase Order Overview	If you need to submit an After the Fact PO: In BearBuy, select After the Fact PO form to create a requisition to pay for unsupported invoice(s) Please attach the following to the requisition Completed Justification Form Supporting documents or invoices Please note that any order about $4,999.99 will be received by Supply Chain Management (SCM)/ Procurement Buyers	If you have additional questions, please contact the Supply Chain Management at [email protected], phone (415) 502-3331
Meeting & Entertainment Payment Request Form	Electronic form for meeting & entertainment payment to vendor Automated approval workflow	Status of form is readily available through BearBuy; host signature is not required Account field must be completed; please refer to COA Account Tree for appropriate code (highlighted in yellow) For requisition that requires exceptional approval, Supplemental Form must be completed and attached to the requisition in BearBuy; Ad hoc approver need to be added in BearBuy.
Facility Rental Form	Event with contract	This form is to be used when submitting request for venue OR venue + catering; When BearBuy PO is created, it does not generate payment; the Supplemental Form should be completed and submitted with every Facility Rental purchase order payment.
Check Request	Honorarium Research Subject	This method is used to obtain a voucher number for submitting check request with confidential information in backup document UCSF Box does not meet legal requirements for storage of restricted data (e.g., ePHI, PII, FERPA); please do not store such data in UCSF Box Access to Anesthesia Voucher ID Log (via UCSF Box) is granted to staff who submit these requisitions; to obtain access, contact Patricia Bustos.
Entertainment/Meeting Expenses		Create and Submit an Expense Report
Miscellaneous Employee Reimbursement	Examples: reimbursement for books, membership and license dues, lab supplies, etc.
Travel - Domestic (CONUS)	Travel Reimbursement Claims (SCM Training)	Travel Policies: G-28 Travel Made Easy
Travel - Foreign (OCONUS)
Guest Travel	UC Policy G-28, Travel Regulations applies to all official University travel, including employees and non-employees (e.g., students, guests, independent contractors, etc.) and travel funded by contracts and grants.
Employee Moving and Relocation	Submit a Travel Expense Voucher (TEV) to claim reimbursement for employee relocation expenses (and associated travel expenses) or to claim any reimbursement that requires wire payment to a foreign individual.	Policies: G-13, APM-560 Contact Patricia Bustos before submitting a relocation TEV

Payments quick links

How to turn in your receipts

How to use MyExpense

Payment request form

Cash fraud and controls training

Expense reimbursement webinar