Table of Contents

• '26 Procurement Trainings
• Entering Non-Catalog Orders
• Contracts
• UCSB in UC FY25 Annual Report
• UCSB Licensing FAQ's
• Printed Promotional (Logo) Contracts
• Supplier Spotlight: Stericycle / Shred-It
• How to use Vendor Blankets
• Save the Date: UCSB's Amazon Business Relaunch Event
• Cartridges Ship Free for Recycling!
• Update to Office Hours

'26 Procurement Trainings

With FMM activities slowing down, Procurement classes are starting back up. We cover a variety of topics pertaining to various Purchasing procedures and protocols including procurement and contract law, conflict of interest, adding and updating vendors, Gateway process, signing contracts, restricted commodities, federal procurement requirements, customs brokers, when a contract is needed and more!

The classes are scheduled every Wednesday, from January 14 to February 25, 2026. Enroll in the LMS using the links below. Questions are welcome! You can submit questions ahead of time here, and we will also answer questions raised during the class.

Entering Non-Catalog Orders

When submitting requisitions using the non-catalog item form, enter each line item exactly as listed on the vendor’s quote. Accurate entry and coding of all items is required for accounting, tax, audit, purchasing, vendor acceptance, and equipment management purposes.

Please do not combine multiple line items into a single entry. Zero dollar items should also be included to the extent you want them. Sales tax does not require a separate line item, and shipping/handling charges should be recorded under the “Taxes/S&H” tab.

Contracts

When completing a Contract Request Form, enter the appropriate individual in the “Department Contact Email” field. This contact will receive our Gateway comments and be copied on our communication with the vendor. Please be sure this person has a role in Gateway so we can send them comments.

Before contacting the Contracts team for a status update, please first review the Gateway comments or confirm with the designated department contact.

UCSB Featured in UC Procurement FY25 Annual Report

The UC Procurement FY25 Annual Report went live in October 2025, and UC Santa Barbara Procurement Services was featured in multiple categories! See how our activities involve more than just purchasing – it’s about driving sustainability, small business compliance, and continuous improvement across campus and in our community.

Check out these notable UCSB FY25 highlights worth your attention:

• UCSB Receives 5th EPEAT Purchaser Award for Sustainable Electronic Purchasing
• UCSB Streamlines Small Business First Process
• P-Card Process Optimized Ahead of Oracle Launch

See how UCSB Procurement Services delivers value beyond cost savings and supports UC’s mission in impactful ways every day.

UCSB Licensing FAQs

What is licensing?

Licensing is the process the university goes through to grant the use of their marks to pre-approved vendors to use on a variety of both apparel and non-apparel products.

Why do I need to use a pre-approved licensee?

It is necessary to use a pre-approved licensee for all orders bearing UCSB marks to make sure:

1. The logo usage is correct, and the use meets the University's mission
2. The use follows the University's brand guidelines
3. The companies adhere to the Fair Labor Association
4. The companies pay royalties on applicable items.

What is UCSB's relationship with CLC?

CLC is UCSB's licensing agent, and helps UCSB meet various requirements, including licensing administration, insurance, legal, marketing, and royalty operations.

Where can I find a current list of approved licensees?

Visit the CLC License Search Portal. Under Step 2 ("Pick a School"), select "California, Santa Barbara, University of".

How can a company apply for a license to produce a product for UCSB?

If they already have a license for another CLC partner institution, you can instruct them to add UCSB to their license via the Brand Manager 360 platform. If they are not a licensee for any other CLC partner institutions, they will need to complete the CLC Online License Application.

Are there any exceptions for when I can use unlicensed vendors?

No, companies may try to convince you that they do not need to become licensed, but this is never the case. Even uniforms worn by UC employees or students require licensing.

What should I do if I see a company that is producing a product that appears to be unlicensed?

Please send an email to carol.dreste@ucsb.edu and/or harrison.polk@clc.com.

How does the University monitor social responsibility with approved licensees?

All approved licensees must register with the Fair Labor Association (FLA).

What types of products do NOT need to be purchased from a licensed vendor?

Paper goods like stationery, graphic designs, publications, and banners for UCSB events.

Important Contacts

• Carol Dreste: carol.dreste@ucsb.edu – Associate Director, UCSB Campus Store
• UCSB Policy Coordinator: policy@ucsb.edu – UCSB policy coordinator for name use permission
• Harrison Polk: harrison.polk@clc.com | Phone: 404-951-7700 – CLC Representative

Printed Promotional (Logo) Contracts

These are our campus competitively bid vendors for promotional goods using the UC/UCSB name and logo, and are currently registered with the CLC. Please use these vendors for these types of purchases.

• Central Business Forms (Jeanine Morgan) – jmorgan@cpgusa.com (UCSB contract #23066)
• Empire Marketing (D. McKenna) – empireatyourservice@gmail.com (UCSB contract #23067)
• NDS Solutions (Bob Knifsend) – bknifsend@nds-solutions.com (UCSB contract #23069)
• Power Promotions (Marcie Obstfeld) – marcie@powerpromotionsinc.com (UCSB contract #23070)
• ID Me Promotions (Neil Levitt) – Neil@idmepromotions.com (UCOP contract #2024004235)

When contacting the vendors, reference their contract # (above) to receive the special UCSB and UCOP pricing.

How to use Vendor Blankets

The Vendor Blanket Form can be used like a checking account; you set up a fixed amount on the order, and as invoices are charged against it, the total amount of your order "draws down".

In the description box, use the following example text: "Provide copier maintenance services to the University of California, Santa Barbara, xxxx Department for the period of 7/1/20xx - 6/30/20xx. Copier Model # xxx and Serial Number xxx. Rates as follows: xxxx. Account Number as follows: xxxx".

Did You Know? Your Cartridges Ship Free for Recycling!

Go Direct, Go Green: Recycle Your Ink and Toner with the Manufacturer

Did you know that UCSB ink and toner suppliers offer a free, prepaid recycling program?

These programs are the most direct and efficient way to ensure your empty cartridges are recycled or remanufactured. By using the supplier's process, we maximize the lifecycle of these materials and reduce the University's overall carbon footprint. All at zero cost to your department!

The 3-Step Process is Simple:

It takes less than a minute to complete.

Manufacturer Take-Back Programs

Use the links below to access the manufacturer's free recycling and remanufacturing program:

For FULL or UNUSED cartridges (any brand), please instruct staff to contact A.S. Recycling directly to arrange for proper disposal or redistribution.

Thank you for helping Sustainable Procurement and A.S. Recycling keep UCSB compliant and green! For questions about Ink & Toner Cartridge Recycling, contact asrecycling@as.ucsb.edu.

Office Hours

Use Our Helpdesk!

Please use the Helpdesk for targeted topics, submitting requests, and tracking inquiries.

Go to Procurement Helpdesk

UCSB Procurement Processing Times

Standard turnaround times for purchase orders and contracts are available here:
bfs.ucsb.edu/procurement/processing-times

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.