July 16, 2025

We are excited to announce that the Gateway procurement system has successfully re-launched with the Common Chart of Accounts (CCOA) and other updates as part of the Financial Management Modernization program. Users can now create carts, submit requisitions for approval, and issue purchase orders; invoice processing will be activated later this week. Campus will experience some changes to purchasing processes, workflows, and the Gateway interface. Log in to Gateway here.

Please note that if you did not complete required training for your Gateway role by the previous July 8 deadline, your access to this system has been temporarily suspended. Complete your required training as soon as possible, and contact your department’s Role Security Administrator (RSA) once completed so they can submit an access request on your behalf. Employees can log in to the UC Learning Center and go to “Required Training” to check whether they have required courses for Gateway. If you believe you are missing access to certain roles upon logging in to Gateway, please reach out to your RSA so they can request any additional access on your behalf.

We have prepared a Go-Live Guide to help you navigate the updated system and locate appropriate resources. The Procurement team will continue to offer their standard office hours as well as an additional daily office hour during the FMM stabilization period. Drop in to ask questions and get support from subject matter experts. We also encourage you to take the recommended Gateway Business Process Changes training to learn more about how these updates impact department purchasing.

Here are a few things to keep in mind as you navigate the updated purchasing system:

  • Shared Cart Groups: Departments can request “shared cart groups” that route to multiple requesters; submit requests via the ServiceNow Help Desk. Please delete old carts created prior to conversion unless pricing is guaranteed by a quote.
  • Requisitions: Requisitions will be rejected if no approver is assigned to the selected FRU or Project; users should assign alternate funding or contact their RSA to assign approvers.
  • Purchase Order Conversion: Most POs with positive balances were converted and loaded into Gateway; due to conversion limitations, form-based POs (e.g., Vendor Blanket and contracts) must be closed and reissued this fall. Procurement will not revise converted POs.
  • User Roles: Users should check their Gateway profile to confirm role assignments as of July 8. Updates to roles assigned after that date will sync by this Friday, July 18; contact your RSA with concerns.
  • Suppliers: The freeze on adding new or editing existing suppliers will be lifted by Friday, July 18.
  • Subawards & MCAs: Subawards and Multi-Campus Agreements are migrating to Gateway. Submit Parts B & C to the Sponsored Projects office to request new POs for existing subawards or MCAs. Existing agreements are being processed and expected by August 31. For urgent invoice needs, email emfawards@bfs.ucsb.edu. 

If you need help as you work in the new system, please contact the FMM Help Desk at (805) 893-5400 or submit a FMM Help ServiceNow ticket. The FMM team is here to support you as you navigate our modernized financial landscape. Visit our Support page for more information.