Suppliers/Vendors

Role Action Timeline
Staff
  • Submit a Vendor Management Request in our CE3 Admin Request Form
  • You will need the vendor contact name, email, and company name
 1-2 business days
Admin
  • Enter prospective vendor information into the Berkeley Financial System 
  • This will generate an email "Invitation" from Berkeley Financial System (BFS) to New Suppliers to self-register their personal and w-9 information 
  • Invitation from BFS is sent immediately to the vendor after we process it
 <1 business day 
New Supplier/Vendor
  • Receive "Invitation" via email with a login code
  • Will need to log into BFS Supplier Portal 
  • They must complete the Supplier Onboarding Form in BFS Portal 

**Note: The vendor must input a UCB contact name and email address

**Note: invitations will be sent from an email address called Do_Not_Reply@Berkeley.edu.

 Varies 
Accounts Payable/Vendoring Team
  • Reviews, verify and approve new supplier information 
  • This review happens after the supplier's self-registration is submitted
  • AP Vendoring Department is experiencing significant delays in their approvals. 
 30 business days 
Staff
  • May begin services with suppliers only after they are registered with Berkeley and have a Vendor ID 
 Varies

Suppliers/ Vendors Policy

If your department is setting up a vendor who will be providing services as an independent contractor, additional documentation is necessary.  (Forms and information found at this link)(link is external)(link is external). Departments must request a Certificate of Insurance, Conflict of Interest Form, and a Statement of Work prior to our admin team initiating the vendor process.

  1. Certificate of Insurance 

    • All certificates of insurance for purchase orders, equipment installation, service agreements, and charter of commercial public carriers must be named “The Regents of the University of California” as additional insurance.

  2. Conflict of Interest: Click here to view UC Berkeley's policy related to conflict of interest. 

  3. Supplier’s proposal/statement of work that identifies pricing, deliverables, and timeframe for the goods or services. 

To have a vendor reactivated, you should email this address (vendoring@berkeley.edu), include 'Reactivate,' along with the supplier number in the subject line, and request that the vendor be reactivated.

General Guidelines

Existing supplier profiles can be updated by completing and submitting the appropriate form:
Use these forms to make changes to:
  • Name
  • Addresses
  • Email
  • Telephone / Fax
  • Taxpayer ID Number (Domestic Suppliers only)
  • Payment Method
  • Payment Instructions (for example bank account for EFT)
The form uses DocuSign technology to ensure data security and privacy. Make sure vendors save the finished documents for their records. The form will route automatically to the AP Vendoring team for review and processing.
  • Once completed AP Vendroing will notify the vendor updates have been made (expect 10 business days for approvals)
  • If more information is needed, the AP Vendoring team will return the form to the signer via email with further instructions.

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