Purchase Order for Goods and Supplies

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Purchasing Policy

We can purchase goods and services through the Supply Chain Management systems for departments seeking to facilitate student academic, professional, and educational programming and services. The link below provides a detailed spreadsheet highlighting the different types of goods and services we may purchase.

The UC Policy: BFB-BUS-43(link is external)(link is external) Purchase of Goods and Services; Supply Chain Management (SCM) defines the procedures SCM will adhere to to be compliant with the  CA Public Contract Code (PCC)

General Guidelines

Departmental Swag and Promotional Items

  • Provide username and password information if items are being purchased via a website with digital samples.
  • logos that have Berkeley Affiliation must be approved by UC Berkeley Licensing Manager <stephanie_matthews@berkeley.edu >
  • Must use Licensee Vendors Only for all swag/ promotional supplies

Expected Processing Timeframes by Role

RoleTimelineNotes
StaffVaries
Admin Team3 - 5 business daysPlease allow at least 5 business days for administrative review and BearBUY submission once all required documentation has been received.
BearBUY Workflow3 - 10 business daysProcessing time may vary based on approver availability, workload, and whether additional information or corrections are needed.
Executive Leadership Approval (if5 - 15+ business daysPurchases of $10,000 or more or those requiring additional review may experience longer processing timelines.
VendorVariesVendors can begin production only after a Purchase Order is issued. Custom items may take longer to produce and ship.
Accounts Payable TeamNet 30, 60 or 90 daysVendors should submit invoices through Transcepta and reference the Purchase Order number to avoid payment delays.

These types of purchases include one-time bulk orders such as Swag Items, iCklickers, or recurring supply orders with the same vendors.

Staff: Gather Information and Submit Request

Step 1: Obtain a Quote or Estimate

  • Contact the vendor to request a formal quote or estimate for the total cost of the items.

  • Make sure the quote includes item details, quantities, pricing, shipping, and any fees.

Step 2: Do Not Commit to Payment

  • Do not agree to final payment, production, or delivery until a Purchase Order (PO) has been issued. Let the vendor know that UC Berkeley requires a PO before moving forward.

Step 3: Check for Promotional Item Approval (if applicable)

Step 4: Complete the Good/Supplies Purchase Order Request Form

  • Fill out the Goods/Supplies Purchase Order Request Form completely.

  • Reminder to include a detailed business purpose that clearly explains how the expense supports the program’s and the university’s mission. 

Step 5: Obtain Supervisor Approval

  • Get supervisor approval confirming a Chartstring & Expense Total Amount.

  • Either a digital or handwritten signature from your supervisor is required, as email approvals are no longer accepted.

  • If your purchase request exceeds $10,000, you must also gain approval from your financial analyst. 

Step 6: Submit to Admin Team

  • Submit the completed Good/Supply Purchase Order Request Form and all supporting documents to the admin team via our Asana form.

Admin Team: Review and Submit in BearBUY

Step 7: Review Request and Ensure Policy Compliance

  • Review all supporting documentation to ensure the request is complete and ready for processing. 

  • If any information is missing, unclear, or requires additional review:

    • Follow up with staff to request clarification or missing documents

    • Resolve any policy or purchasing concerns before moving forward

Step 8: Submit Requisition in BearBUY and Confirm Submission

BearBUY Workflow: Internal Approval and PO Creation

Step 9: BearBUY Review and Approval Process

  • Once the requisition is submitted, it moves through BearBUY’s internal workflow for review and approval. This process includes:

    • Requisition Creator review to confirm the request is complete and properly entered

    • Org Node Approver / Financial Analyst review

  • If additional information or corrections are needed, the request may be returned for updates, which can delay processing.

  • For purchase orders of $10,000 or more:

    • The request may also be routed to a Tiered Buyer for additional review and approval.

    • Additional review may extend processing timelines.

Step 10: Purchase Order (PO) Creation

  • Admin Team: Share PO Number

Admin, Staff, & Vendor: Coordinate & Initiate Production

Step 11: Admin - Notify Staff of PO Number

  • Staff: Notify Vendor and Coordinate Order 

Step 12: Staff - Send PO to Vendor

  • Contact vendor and provide:

    • PO number

    • Any required delivery details

Step 13: Staff - Authorize Vendor to Begin Production

  • Once PO is issued:

    • Vendor may begin production or shipment.

Step 14: Vendor - Deliver Goods

  • Once goods are delivered, verify that all items have been received and notify staff to initiate the invoice payment process. 

Step 15: Vendor - Submit Final Invoice via Transcepta

  • The quickest way to submit invoices for processing is through UC Berkeley's invoicing partner, Transcepta. There are no fees to register or use Transcepta and there are multiple ways to submit your invoice using Transcepta, including by sending an email with a PDF of the invoice. Below are some general notes about this invoicing system and a link for more info on UC Berkeley's invoicing procedures.
    • To sign up with Transcepta, or learn more about how Transcepta works, please visit UC Berkeley Connect Now
    • See this link for more info on Berkeley's invoicing process.
    • Please remember to reference our purchase order # on your invoice, and when uploading them into Transcepta.