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News: May 1, 2012

Special note from the Controller’s Office, April 30, 2012    [link]

MyExpense and Travel Policy Reminders

• When original receipts are required but cannot be obtained or have been lost and all measures to obtain a duplicate receipt have been exhausted, the traveler (payee) should complete the Declaration of Missing Receipts Form (located on the Travel and Entertainment Forms tab of the Controller’s Office website) and include it with their reimbursement request.
• When entering address information for guest travelers, always use the correct state abbreviation or foreign country codes. Here are some useful links:
  
  • For state abbreviation code:
    https://www.usps.com/send/official-abbreviations.htm
  • For foreign country code:
    http://www.eximguru.com/traderesources/country.aspx

If you have questions regarding employee reimbursements, please contact the AP customer Center at APCustomerCenter@ucsf.edu.

Whom to Contact about Accounts Payable (AP) and Travel

• For payment related questions, contact the AP Customer Center at apcustomercenter@ucsf.edu or 415.476.2126.
• For questions regarding speedcharts, contact speedchart@ucsf.edu or 415.476.2126.
• For more information on how to contact Accounts Payable, and for links to our FAQs, forms, policies & procedures, and more, visit the Buying and Paying website or the Travel and Entertainment website.

BearBuy Equipment Purchasing
The BearBuy purchasing system, a joint collaboration between UC Berkeley and UCSF, is now in full swing. The online procurement tool provides an efficient and easy-to-use interface for acquisition of equipment, supplies and services. To order capitalized equipment in BearBuy, go to the Forms tab and in the left hand menu, click “Organization Forms” under Shared. Utilize one of the following two forms (note the links below only connect to the form if you are logged into BearBuy):

• Capital Equipment Form – for non-Apple inventorial equipment and software over $5,000
• Apple Form – for Apple products

After receiving the form submitted by the shopper, the requestor will need to indicate the custody code to be assigned to the capitalized equipment. Requestors should contact the department’s asset custodian to determine the appropriate custody code,

For custody codes please contact Adele Dow.

MyExpense (Check Requests)

>Login to MyExpense

>Training on MyExpense

P2P

> log in to P2P

 

 

Quick links:

select: BearBuy Login Cancer Events at UCSF Computer Support Conference Rooms CoreAdmin HBS (Timesheets) HIPAA information Journal Club P2P Purchasing MyExpense Shared Resources Shuttles Contact Us / Site Updates

Finance links

• News
• Accounts Payable and Travel
• FAQs about Purchasing and Reimbursement
• BearBuy Login
• P2P info
• Contracts and Grants
• Gifts Processing

Forms

Cash Handling/Management

• Policy: Petty Cash (PDF)
• Policy: Cash and Cash Equivalents (PDF)

Compliance

• Effort Reporting System (ERS)
  Exceptional approval procedure (PDF)
• ERS Quick Start Guide (PDF)
• ERS Best Practices, Tips, and Reminders (PDF)
• For more information about ERS, please visit the Controller’s website