Purchasing Goods and Supplies

Making One-Time Purchases

These types of purchases may include gift cards, conference registrations, and other BearBUY punchout catalogs (Office Max, Grainger, Apple)

Role	Actions	Timelines
Staff	Complete Purchase Request form if you are requesting two or more items, use our Multiple Purchases Spreadsheet Obtain supervisor’s approval and funding information Submits the Purchase Request form and supporting documents to admin team	Varies
Admin Team	Review and process items to purchase in BearBUY Delays may occur if follow-up is needed Sends staff a confirmation email that the request was processed and submitted to campus	2-3 business days
BearBUY	Requisition Creator receives, reviews, and processes requests to initiate the purchasing process. Org Node Approver (Financial Analyst) reviews and approves A PO is created, and purchasing will begin	3-5 business days
Supplies/ Goods Delivery	Some orders may take longer based on the vendor selected	5-7 business days
Staff	Notifies the Admin Team when all items have been received	Varies
Admin Team	Marks the CE3 Status Sheet complete	1 business day

Purchasing Supplies with a Purchase Order

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

Roles	Actions	Timelines
Staff	Contact vendor to get a quote/ estimate of the total cost You must not agree to make final payment until Purchase Order is Generated Complete Purchase Order Request form Obtain supervisor’s approval and funding information Submits the Purchase Order Request form and supporting documents to admin team Important: If you are purchasing Swag/ Promotional Items with departmental logos they must be approved before beginning this process. See the policy below.	Varies
Admin	Review and process items to purchase in BearBUY Delays may occur if follow-up is needed Sends staff a confirmation email that the request was processed and submitted to BearBUY	2-3 business days
BearBUY	Requisition Creator receives reviews, and processes requests to initiate the purchasing process. Org Node Approver (Financial Analyst) reviews and approves A PO is created.	7-10 business days
Admin	We will send staff the PO number BB#######	1-2 business days
Staff	Staff will contact the vendor to let them know of the PO and to begin production of goods Once the PO is created then we can pay for the invoice. Please submit the invoice to the admin team again for processing.	Varies
Vendor	Produces and delivers the goods and supplies	varies
Admin	Process the Invoice into BearBUY for payment Track PO to ensure the payment is moving along in a timely manner	5-7 business days

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.

Purchasing Matrix(link is external)

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

Conference Registration

Provide registration link, username, and password if necessary
Include a screenshot of all registrant details we will need to complete your registration.

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

Quick Links

Purchasing Goods and Supplies

Making One-Time Purchases

Purchasing Supplies with a Purchase Order

Purchasing Policy

General Guidelines

CE3 Admin Home

Submit Request