Procurement Newsletter March 2025
UC Santa Barbara
Procurement NEWS | March 2025
Table of Contents
- Preliminary Fiscal Closing Dates
- Procurement Training
- Ship with Help From Distribution & Logistical Services
- 2025 Sales Tax Increase
- Gateway Updates
- FedEx New Rep
- Office Hours
Preliminary Fiscal Closing Dates + Lab/Storeroom Stock Up
Fiscal year end closing dates were distributed on the BFS List Serv on March 11, but dates are still subject to change. Gateway will be down during the FMM cutover; we recommend all departments—especially those with storerooms, recharge facilities, and/or research labs—stock up well in advance with standard and necessary consumable products. The FlexCard is your primary backup purchasing tool during this cutover.
Procurement Training
The next round of our Procurement Training Courses begin April 1, 2025. Enroll in the LMS using the links below!
| 1. | Purchasing Basics & the Public Contract Code – Reviewed are CA procurement law and UC purchasing policies such as bids, small business, conflict of interest, and data security. We also discuss signing documents and purchasing ethics as a public employee. |
| 2. | Vendoring Basics – 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. |
| 3. | Conflict of Interest – This class reviews conflict of commitment, use of University resources, and transactions involving current and former UC employees and near relatives of UC employees. |
| 4. | Restricted Commodities & Customs – This course goes over the highlights of the UCSB Campus Restricted Commodity List, and the routing/approval requirements for Importing goods and Export Control. |
| 5. | Federal Purchasing + Form A review – We review the various procurement requirements in the Federal Acquisition Regulations (FAR) and Office of Management and Budget (OMB - Uniform Guidance) for federal contracts & grants. Includes overview of the Form A, and what constitutes a justifiable sole source and price reasonableness statement. |
| 6. | Purchase and Revenue Contracts – Sometimes a procurement transaction can be a simple Purchase Order, and sometimes you need a contract. We'll discuss what needs a contract, what to look out for in Click-to-Agree contracts, and problematic provisions for the University. |
| 7. | Independent Contractors & Contracting Out for Covered Services – Reviewed in this brief training are the California labor law (AB5) and UC labor policy (Article 5) governing hiring vendors in certain labor categories. |
Streamline your Large and Small Shipments with Distribution & Logistical Services
Are you expecting a shipment to UCSB? Whether it’s lab equipment, office furniture, or bulk supplies, ensuring a smooth delivery process is essential. To prevent delays, unexpected costs, or logistical issues, departments should coordinate with Distribution & Logistical Services (DLS) before finalizing large shipments.
Why Partner with DLS?
| • | Walkthroughs – Scheduled walkthroughs of the project to review and develop scope of equipment removal and installation. |
| • | Efficient Coordination – We manage receipt of shipments, truck access, unloading logistics, and final delivery across campus. |
| • | Special Handling Expertise – Shipping oversized, heavy, or sensitive equipment? Our experienced team ensures proper handling. |
| • | Surplus & Equipment Disposal – If your shipment includes used or surplus property, we work with Surplus Sales to facilitate proper reuse, sale, or disposal. |
How to Notify DLS
To avoid delays and ensure a seamless delivery, contact DLS as soon as possible and at least 2 weeks in advance via email: FurnitureServices@DLS.ucsb.edu.
When reaching out, please provide:
- Expected delivery date and shipment size
- Special handling requirements (e.g., refrigeration, oversized items)
- Final destination on campus and the receiving departmental representative (Name, Cell Phone Number)
Plan Ahead for a Hassle-Free Experience!
Proactive coordination ensures that your critical shipments arrive on time and in the right condition. Reach out today to streamline your next shipment!
2025 Sales Tax Increase
The City of Santa Barbara is increasing sales tax to 9.25% starting April 1, but this does NOT affect deliveries to the UCSB Campus. The County of Santa Barbara remains at 7.75%.
Gateway: New Features in First Release of 2025
New PDF Viewer for Attachments
Previously, users had to download the PDF first to view the document. In this release, PDF files open automatically in a PDF viewer when selected.
Account Code Entry Modes
In this release, a new Data Entry Mode option has been added to this feature. When activated, it allows users to quickly type and tab through data fields without cycling through the Close and Search options to get to the next field, making data entry faster and more efficient.
If Standard Entry (default setting) is selected, users can begin typing letters in a custom field. A list of matching options is displayed and users can select from the list. When they click the tab key, the cursor will cycle through the Close and Search options before going to the next field.
If the Data Entry Mode is selected, the Close and Search icons are hidden. Users can still enter values in a custom field to see a list of matching options, but if they are familiar with the values that need to be entered, they will be able to quickly type and tab through fields without cycling through the Close and Search options.
Today’s Gateway Tip
If you will be away from the office you may wish to Assign a Cart Substitute:
Go to Shop, My Carts and Orders, View Carts, click on the Assigned Carts tab, click Assign Substitute, search for user and select. The substitute will receive the carts assigned to you. When back at work, click on end substitution to resume receiving the assigned carts.
New Campus Rep for FedEx
Nicole Wilson
Govt Worldwide Account Manager
Phone: 415-579-5354
Email: Nicole.wilson@fedex.com
Office Hours
We host office hours each week for anyone to drop in as needed to ask questions and troubleshoot issues. With go-live of the new Oracle Financials Cloud (OFC) system and updates to Gateway quickly approaching at the end of this fiscal year, we will also be available to answer questions about the upcoming changes, and help you prepare for the transition. For more information, visit the Financial Management Modernization (FMM) Project Website.
| Gateway & Procurement | Invoicing Q & A |
|---|---|
| Tuesdays 9:00am to 9:30am Zoom link | Tuesdays 3:00 - 3:30pm Zoom link |
| Thursdays 3:00 - 3:30pm Zoom link |
| Equipment Management | FlexCard |
|---|---|
| Tuesdays 2:30 - 3:00 pm Zoom link | Tuesdays 2:00 - 2:30 pm Zoom link |
| Thursdays 10:00 - 10:30 am Zoom link | Thursdays 10:30 - 11:00 am Zoom link |
Please use the Helpdesk for targeted topics:
Submit requests and track inquiries directly through our online portal.
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.