Supplier is in Gateway:

• If not, request the supplier be added to Gateway, or reactivated via the UCSB Procurement ServiceNow Portal.

Quote, invoice, or supplier pricing backup attached:

• Quotes/pricing backup are required over $9,999.99, Vendor Blankets, and for all restricted commodities.
• If the transaction is for Hosted Catalog or Punchout products, ok to proceed with no quote.

Restricted Commodities:

• Check each line item; are any on the Restricted Commodity list? View the list on the UCSB Procurement Forms Page.
• If so, use the Restricted Commodity dropdown in Gateway to select the correct item(s).

Building repairs, or grounds/building maintenance (carpet/window cleaning):

• Do not proceed in Gateway, contact Design & Construction or Facilities Management.

Orders over $99,999.99:

• If using a UCOP or UCSB Strategically Sourced (i.e. bid) Supplier, ok to proceed.
• If using a Certified Small Business, with a second quote from another Certified Small Business, ok to proceed.
• If contracting over multiple years, but the total expense per year is under $100k, ok to proceed.
• If none of those 3 apply, contact Procurement to see if a bid is required. Do not advance the requisition.
• Finally, if your dept wants to sole source, ask for a Form A via the UCSB Procurement Forms Page.
  1. Review the Form; do their answers make sense?
  2. Work with the end user to ensure the Form A is completed correctly before submitting in Gateway.
  3. Form A tips: UCSB Form A Quick Tips Guide.
• If your order is for resale (Campus Store), leave the order as non-taxable, and select "Resale" from the Sales Tax Exemption field at the line level. Ok to proceed.

International Shipments:

• If sending the item from the US to outside the US (export): use the Restricted Commodity dropdown for International Purchases - Export.
• If sending the item from outside the US to the US (import): use the Restricted Commodity dropdown for International Purchases - Import.
• If the Supplier is paying for the shipping entirely with DDP incoterms, and supplier confirms they are the "Importer of Record", UCSB will not be invoiced from the Customs Broker.
• If the Supplier is charging your department for shipping costs without DDP incoterms, the UC's Customs Broker must be used (American Cargo Service).
• For small orders under $2,500.00 or less than 100lbs, your FedEx account can be used for shipping & customs handling. Please add your dept FedEx account # to the Requisition as an External Note or Gateway comment.
• For large equipment, or over 100lbs, or over $2,500, or if the supplier is not the Importer on Record, American Cargo Service will need to be used as the Customs Broker.
• Check the UCSB Goods and Services Guide for more information on international orders and Customs Brokers.
• Tariff charges must be entered as a separate line item (non-taxable).

Contracts:

• Make sure UCSB department personnel have not signed any Supplier documents.
• If the Supplier requires a signature on any of their documents, submit a Contract Request Form so Procurement can review the terms and conditions, and sign.
• Note: The UC prefers to use POs rather than signing contracts, except where UC requires it (such as Covered Services or when Data Security applies). Try to see if the Supplier will accept a PO instead of a signed document.

Leased or financed equipment with Canon, Ricoh or Xerox:

• Use a Vendor Blanket, and be sure to match the Supplier name from the quote exactly.
• Match the vendor names correctly; Canon Financial Services and Canon USA are for different purposes.
• Use commodity code 80000000 and object code 5311.
• Attach the quote/proposal.

Goods using the UC name (any derivative) and/or logo:

• Use only suppliers registered to use the UC trademark, through CLC. See the UCSB Purchases Using Name or Logo Guide.
• Use the Restricted Commodities dropdown on the requisition for "Logo: any apparel/fixture item being purchased using the UC name and/or logo".
• *Not applicable: paper products such as printing for ads, letterhead, business cards, etc.

Inventorial Equipment:

• If the equipment will be used for research more than 50% of the time, ask your PI if they want to apply for Partial Tax Exemption: CDTFA Partial Tax Exemption Form 230-M (PDF).
• Attach the completed form externally to the requisition.
• Reduce the sales tax on the requisition to 3.8125%.
• For each line that Partial Tax Exemption applies to, select "Partial" in the Sales Tax Exemption dropdown.

Vendor Blankets:

• To be used for regularly provided services (i.e. weekly or monthly); cannot be used for goods.
• Ensure the service description is a full paragraph.
• Period of coverage of 1 year or less, unless UCSB or UCOP went out to bid (then the period of coverage may be as long as the term of the contract).
• If the service period is longer than 1 year, the quote must show the extended services term, and be attached to the requisition. Example: 60 month term.

Federal funding:

• For purchases using federal grant or cooperative agreement awards over $49,999.99, the PI will need to fill out a Form A via the UCSB Procurement Forms Page.
• For purchases using federal contract awards over $14,999.99, the PI will need to fill out the Form A.
• Review the completed Form; do their answers make sense? Work with the end user to ensure the Form is completed correctly before submitting to Procurement.

Software or IT related services:

• For any software, licenses, credit card processing, or services where the Supplier will have access to UC information, ask the end user to fill out the online IT Data Security Worksheet.
• Attach the completed document (which will be emailed to the end user) as an Internal attachment to the requisition.
• If the Office of Information Security (OIS) determines UC data security policy (Appendix-DS) applies, use a Contract Request Form, rather than a non-catalog or Vendor blanket form.

Flexcard Authorization Form over $14,999.99:

• Federally funded orders over $14,999.99 must use a regular requisition so the federal flow down terms are sent to the vendor.

Covered Services:

(custodial/janitorial, food services (catering); launder of UC owned items; groundskeeping, building maintenance (excluding skilled trades); transportation and parking services; and security guards not used for large events)

• Only proceed if you have an exception from ELR via the UCSB Contracting Out ServiceNow Portal.
• Submit as a Contract Request Form once approval is granted.

Individuals/Sole Proprietors:

• For services performed within California, the CA labor law AB5 exception must be granted from HR. This applies to individuals & Sole Proprietors, without employees, who live and work in the state of California. Submit a ticket here: UCSB Contracting Out ServiceNow Portal.
• If HR approves the supplier, attach the completed ticket to the requisition.

Bus charter or private passenger transportation:

• Use Restricted Commodities dropdown for Charter (Bus).
• Add the passenger count as an Internal Note.
• Note - Insurance will be required; Procurement will help.

Boat or Air charters:

• Use a Contract Request Form.
• Use the Restricted Commodities dropdown for Charter (Boat/Air).
• Attach a completed Report of Vessel or Air Charter from UCSB EHS Transportation Risk Management.
• Insurance will be required; Risk Management will assist with this step.

Event Equipment Rental (for parties, concerts, conferences, etc.):

• If the vendor will be setting up equipment for an event on a UC property, the vendor must complete an "Entertainment Events Certification Form" (OSHA 9251) via the UCSB Procurement Forms Page.
• Use the Restricted Commodities dropdown "Entertainment Event Rentals", and attach the completed form to the requisition.
• Questions? See the UCSB Labor Code Section 9251 FAQ Page.