Table of Contents
- New to Gateway Purchasing?
- Vendor Updates: Revvity & ODP
- FlexCard and Federal Funds
- Property Disposal Reminder
- Small Business First Policy
- Taxes, Shipping and Handling
- Small Business Lab Supplier: Neta Scientific
- How to Expedite Service in Procurement
New to Gateway Purchasing?
If you would like to learn how to create a shopping cart, submit a requisition for goods or services, or refresh your skills, you are invited to sign up for an instructor-led course or access our self-help training resources.
You can sign up for instructor-led classes through the campus Learning Management System (LMS). Once logged in, search using the keyword "Gateway". Topics include how to submit an order, how to use ordering forms, receiving, invoicing, and helpful tips and tricks. The Gateway 101 class is a great starting point to successful purchasing at UCSB.
For on-demand learning, you can access prerecorded Gateway classes and other job aids on the Procurement website.
FlexCard and Federal Funds
When using a FlexCard to make a purchase with a federal funding source and the order is $10,000 or greater, a FlexCard Authorization form cannot be used. A regular Gateway Purchase Order must be obtained so that the supplier receives the order along with our Terms and Conditions.
After the purchase order has been completed and the PO number is assigned, take the following steps:
| 1. | Email the Gateway Helpdesk (gatewayhelp@bfs.ucsb.edu) letting them know the purchase order will be paid by FlexCard and request to close it. |
| 2. | Copy FlexCard (flexcard@bfs.ucsb.edu) on the email to Gateway. FlexCard will inform you when your limits have been raised and when you may proceed. |
| 3. | Contact the supplier and arrange to pay by card, instructing them not to send an invoice to InvoicesOnly. |
Contact flexcard@bfs.ucsb.edu for specific guidance.
Reminder for all Departments Regarding Property Disposal
All University-owned property must be disposed of through Surplus Sales (Business & Finance Bulletin BFB-BUS-38). Please report damaged or cannibalized equipment to Equipment Management through an Equipment Inventory Modification Request (EIMR) in ServiceNow.
Electronic waste bins and dumpsters should not be used for disposing of assets. All waste should be disposed of through approved surplus vendors and recyclers. Please submit a Furniture Services (FS) work order with the EIMR number and asset description if you require item pick-ups or drop-offs.
Note: No campus department has the authority to sell surplus property directly. If you have found a buyer, you must coordinate with Surplus and report details to Equipment Management.
Small Business First Policy
The UC Small Business First Policy requires purchases of goods and/or services between $10,000 and $250,000 annually (that are not otherwise exempt or procured via existing strategically sourced agreements) to be made with certified small and diverse businesses.
Make sure to save a copy of:
Questions? Submit a ticket on the Procurement ServiceNow Portal.
Taxes, Shipping and Handling
Taxes on shipping and handling can be tricky to assess, as charges may be taxable or non-taxable depending on the supplier, geographical location, and variables like storage and packaging costs.
While many departments attempt to make this determination themselves by entering shipping and handling as a non-taxable line item, we recommend recording these charges in the Taxes/S&H tab instead. This helps our campus tax team identify and correct errors on your behalf.
The Taxes/S&H tab is located at the top of Gateway requisitions, between the Summary and Comments fields. From there, you can enter or edit the shipping and handling costs provided in your quote. Note: If there are no shipping and handling charges on the quote, leave these fields blank — do not estimate an amount.
SMALL BUSINESS LAB SUPPLIER: Neta Scientific
Neta Scientific, Inc. is a leading distributor of laboratory supplies, end-to-end lab services, solutions, and safety products to the Life Science and Pharmaceutical industries. Founded by Winfred and Garneta Sanders, Neta Scientific, Inc. is a family-owned and operated business based in Hainesport, NJ.
They are an award-winning, certified diverse distributor and innovative small business. Their certifications span local, state, and national levels to deliver measurable cost savings and supply chain efficiency, providing products that allow scientists to advance their research.
Vendor Contact Information:
Casey Bridges, Business Development Manager
Tel: 609-265-8210
Email: casey.bridges@netascientific.com
Website: www.netascientific.com
How to Expedite Service in Procurement
To achieve the fastest response time for all your questions about requisitions, bids, invoices, contracts, and general procurement questions, please use the Procurement ServiceNow Catalog instead of emailing an individual:
Go to Procurement Helpdesk
Also, use the Comment tab on a Gateway requisition to get in touch with your assigned Buyer or Contract Analyst to view status and document department decisions.
Where is my order?
After pulling up your requisition, locate the "What's Next" section on the right side. The current status will appear in a green checkmark. You can also use the Comment tab to get in touch with the person assigned the requisition.