Procurement Anl 3

Drafts and executes purchase orders, utilizing standard terms and conditions for materials, supplies, equipment, and services

Drafts Request for Quotations (RFQs), including specifications and terms and conditions

Implement all departmental procurement request through the BearBuy system and P-Card program. Reviews and finalizes procurement request, reviews orders for accuracy and completeness, including double-checking any details the shopper may have entered, complete requisition details such as accounting codes, shipping address, etc., adds additional requisition approvers to the requisition as either pre-approvers or ad-hoc approvers, submits orders into workflow.

Ensure the University of California Terms and Conditions are mandated when purchasing goods and or services. Review for changes, deletions, exceptions or additions to be made on BearBuy documents.

Review and execute contract agreement for a supplier quote asking for UCSF signature, a supplier proposal asking for UCSF signature, obtain signature from the appropriate level of authority and send supplier the final version.

Ensure the University of California policy are implemented when purchasing goods and services from a supplier if there is a conflict of interest which prohibits an employee from participating in or making a decision about purchase.

Review and execute contract agreement for a supplier quote asking for UCSF signature, a supplier proposal asking for UCSF signature, obtain signature from the appropriate level of authority and send supplier the final version

Ensure the professional services and independent consulting procurement request include a statement of work for purchasing services that clarifies the department needs and expectations, avoiding ambiguity and future disputes. Review documentation for the project scope, period of performance, UCSF project manager, physical location, supplies and equipment, payment rate, the total dollar amount that the purchase order cannot exceed and payment terms.

Ensure the University of California policy are implemented when purchasing goods and services from a supplier if there is a conflict of interest which prohibits an employee from participating in or making a decision about purchase.

Ensure the fair wage and fair work program from suppliers are applied when purchasing services, including services provided 011 a UC location, purchase is not funded by an extramural agreement and service that is not a public work and not paid more than the fair wage and fair work rate.

Execute departmental equipment procurement request. Determine and take appropriate actions to ensure the purchase is capital equipment. Verify that the equipment has a normal life expectancy of more than one year, and is not expendable where the equipment is not consumed by its use. Verify that the capitalized cost will exceed $5,000 to include the price of the equipment and other costs needed to put the equipment into service such as required installation services, startup components, accessories, startup kits (e.g. regents), freight, handling and sales tax. Establish the purchase requirements for installation, warranty, accessories, special training, start-up kit, etc. Ensure the purchase order for the equipment include a four digit inventorial custody and physical location code.

Ensure that when engaging an offsite, non-University of California (UC) facility rental for an event such as a retreat, symposium, meeting, teaching course, etc., the policies and procedures will need to adhere to comply with UC polices. Reviews the finalize dates of the proposed event, determine the number of guests (including non-UC guests), alcoholic beverages to be served, if the facility requires a certificate of self-insurance from the University, any third-party vendors such as outside caterers, florists, audio visual services, live entertainment, etc., deposit and the deposit due date, cost of the facility rental, lodging, meeting room fee, food and beverages, etc.

Review capital equipment purchasing options for purchase or lease since some leases may take a longer lead time as equipment may have to be made to specifications. Ensure all necessary documentations and engage with Supply Chain Management buyer on the in-house financing or financing with a UCOP approved lessor when lease option is selected to spread out the payments into multiple equal payments, normally thirty six to sixty months. Ensure the purchase order for the equipment include a four digit inventorial custody and physical location code.

Ensure the procurement request qualifies for the California partial sales tax exemption for manufacturing and research and development equipment purchases and leases. Review equipment purchase to meet all required conditions to be eligible and that the research and development activities must either be in biological sciences or physical sciences.

Review and implement supplier quote for purchasing software product or cloud computing service that creates, stores, processes or transmit UCSF data internally or externally through a supplier or other third party to determine if a full security risk assessment is required. Engage with IT Security to complete a full risk assessment and attach a risk assessment intake email to the procurement request.

Ensure that the After-the-Fact purchase order is used when a requisition and purchase order are being issued after the transaction has occurred and when the transaction doesn't fit the limited requirements of a BearBuy payment request and is restricted to Procurement P-Card. Review the written justification for the unauthorized procurement including a statement regarding whether or not the price is considered reasonable and the basis for making that determination. Review the explanation of the action plan to preclude any future unauthorized purchases and that the After-the-Fact form is signed by the Director, Principal Investigator, Department Chair or Head.

Ensure that the amount-based procurement request for goods or common services based on a dollar amount limit rather than quantity which enables UCSF to have a supplier issue multiple invoices against a single purchase order. Review the justification for the purchase for the required demonstration of selection of an appropriate supplier and of price reasonableness for all federally funded purchases over $3,500 and for all non-federally funded purchases over $10,000 with supporting documentation that may be needed.

Ensure that the purchase for all United States Drug Enforcement Administration controlled substances, including schedules 11-V and list I chemical precursors comply with regulations which are regulated by the Drug Enforcement Administration and the University must follow procedures for ordering and receiving controlled substances. Determine if the item is a Drug Enforcement Administration schedule controlled substance and or California regulated chemical precursor. Initiate and complete procurement request with the signature of approval by the Principal Investigator.

Ensure the Health and Insurance Portability And Accountability Act of 1996 (HIPAA) policy are followed if transaction involves a supplier using, accessing, receiving or otherwise being disclosed University of California Protected Health Information (PHI).

Process procurement request for logistics services such as mail services between the University and outside postal and delivery systems, request assistance with large equipment for receiving, configuration and installation, surplus of departmental capitalized equipment and the purchases of specialized and industrial grade gases and alcohol.

Review and manage lien removal on purchase orders. Submit change order request to move or transfer liens, liquidating or relieving liens and close entire purchase order and remove lien. Resolve invoice issues and discrepancies for lien removal.

Match Exception Handler for purchase orders. Reviews and approves or reject vouchers of any amount where the supplier invoice failed the purchase order matching tolerance. Engage with end users to verify that the discrepancy is acceptable or contact the supplier to issue a new invoice

Review and process the Environment, Health and Safety rebate program for office and laboratory ergonomics procurement request. Ensure all necessary documentation and supporting documentation are complete and that purchases are in compliance with the UCSF approval list for ergonomics and sustainability.

Oversee day-to-day management and operation of the Procurement P-Card.

Responsible for the safe keep and security of the P-Card, follow P-Card guidelines and policies, purchases of allowable goods that are not restricted, accountable for all goods purchased, reviews web and email notifications, approve P-Card transactions online via the U.S. Bank Access Online Management System, reconcile P-Card transactions, retain all supporting documents for each transaction and provide to the Corporate P card administrator and or the Controller's Office upon request.

Responsible for cash and check deposit, complete the required online course "UCSF Cash Policy Highlights" in the UC Learning Center annually, photocopy all checks for the department's record, endorse checks for deposit immediately upon receipt, complete a deposit slip, ensure total deposit amount is accurate, proceed with deposit at a drop safe location or at the bank once a week or whenever cash and check total is $500 or more, whichever comes first, ensure customer and patient information must remains and provide the bank deposit slip and all paperwork to the department journal preparer.

Reviews and ensure the reimbursement for FACULTY, STAFF AND TRAINEES travel, guest travel, cash advances for employees, meeting and entertainment meals and miscellaneous expenses comply with UCSF and Department travel and entertainment policies in order to be reimbursed in a timely manner and understand which expenses will and will not be covered by the University. Assist with reimbursement as an expense delegate to create an expense report or cash advance on behalf of another user in the MyExpense system. Provide guidance, instruction and training on travel and entertainment policies, understand if there are any funding sources or departmental restrictions on paying for travel and entertainment, provide guidance for the state airfare program request, corporate credit card program request, demonstrate good stewardship of University resources; spending decisions will not be extravagant or lavish, ensure that all travel expense has an authorized approver, provide guidance and training for the Connexus UC Travel program for booking airfare, hotel and car rental, provide policies for business travel accident insurance, respond promptly if further guidance, instruction and training are requested, ensure all expense reports must be complete, accurate and submitted within 45 days of the end of trip or last purchase date to ensure timely reporting of expenses and to avoid IRS tax implications as late expense reports may be reported as taxable income and subject to applicable payroll taxes.

Process and submit invoices to the San Francisco Veterans Affairs Hospital using the OB10 Tungsten Network system.