Table of Contents

• Supplier Onboarding Mini Tune Up
• ULT Freezer or Refrigerator Rebates
• Theft-Sensitive Items
• New FedEx Representative
• Speeding up Supplier Additions
• Update to Catering Flowchart
• 2024 Sales Tax Increases
• New E-Bike Purchase Program
• Procurement Training Opportunities

SAVE THE DATE! Supplier Onboarding Mini Tune Up

Date & Time: Tuesday, January 23rd, 11:00 AM – 11:30 AM

Add Session to Calendar Join Session in Zoom

We will share information on the process for adding a vendor, editing a vendor, who to contact when in need of assistance, what does and does not go into Gateway, and review of additional informational resources such as our website and vendor forms.

You can submit questions ahead of time via Google Form.

Planning to buy a ULT Freezer or Refrigerator?

With the California Foodservice Instant Rebates Program and other UC incentive programs, your department/lab could save on high-efficiency equipment. Choose from a variety of qualifying products, including ULT freezers and ice makers, and get valuable Instant rebates as a discount on your invoice — no paperwork, no waiting!

Here's how:

*For the full and most current list of qualifying equipment, download the California Foodservice Instant Rebates Qualifying Products list at caenergywise.com/instant-rebates.

Theft-Sensitive Items

Keeping track of theft-sensitive items, whether located on campus or in our home offices, continues to be an important responsibility of department administrators. Non-inventorial items such as laptops, cell phones, cameras, tools, cash, gift cards, event tickets, and stamps can be easy targets for bad actors in our workspace and easily overlooked when not tracked and periodically inspected for losses.

If any UCSB assets cannot be accounted for, immediately contact your Business Officer, UCSB Police, and Risk Management to report the loss.

Each department should:

• Identify theft-sensitive non-inventorial items
• Establish internal controls and procedures
• Conduct an inventory of theft-sensitive items annually

Examples of theft-sensitive inventory and non-inventory templates are available on the Equipment Management Forms Page.

UCSB Has New FedEx Rep

Our long-time campus rep Elaine Heath retired at the end of November 2023. FedEx is working to fill Elaine's position permanently, but in the meantime we have been assigned a temporary contact:

Carrie Norwood
Email: carrie.norwood@fedex.com

Speeding up Supplier Additions

To increase efficiency and speed up the enablement process when requesting new suppliers for Gateway or PeopleSoft, we urge department end users to submit tickets with a completed Business Information Form, a copy of the supplier's W-9, and a sample invoice.

Download the Business Information Form.

Tickets submitted with these completed documents will allow for a faster turnaround of an estimated 1–2 business days.

Attention: Update to Catering Flowchart

Due to the September 2023 changes to the UCSB Food Policy, which includes the elimination of Campus Catering's first right of refusal for off-campus events, and the food and beverage drop-off low-dollar threshold increase to $300, the Catering Review Process Flowchart has been updated.

View the Updated Catering Review Process Flowchart

2024 Sales Tax Increases

Listed below are local increases to Sales Tax, but please note these do NOT affect deliveries to the UCSB Campus, as the County of Santa Barbara remains at 7.75%. However, any purchases made physically in stores (such as via Walk-In PO or on the Flexcard) will see these increases, as well as any deliveries to UCSB facilities leased in the boundaries of the cities of Goleta or Santa Barbara.

Procurement Training Opportunities

Please sign up for Gateway and/or Procurement training, whether you're new to your Procurement or Financial role, or if you'd like a refresher. These courses address procurement and contract law, what the difference is between a purchase order and contract, how to look for inventorial assets, how to make small changes to purchase sustainably, and tips on restricted commodities.

These are recorded and available online for viewing!

Be on the lookout for a new training opportunity Procurement and Travel will be hosting in February!

Please use the Helpdesk for targeted topics:

Submit requests and track inquiries directly through our online portal.

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.