CruzBuy Eprocurement System Guide 

The information in this guide provides assistance on how to access and use UCSC’s CruzBuy web-based procurement system to order goods and services.  CruzBuy interfaces with the Financial Information System (FIS Banner)  to create purchase orders and submit them to suppliers, electronically or via automated fax.

UCSC’s specific vendor list, as well as catalogs with strategically-sourced contract pricing negotiated by UCOP are available in CruzBuy. Please contact the CruzBuy Help line at 459- 2311 or email buy4me@ucsc.edu with questions.

  1. Who needs an account?
  2. Getting a CruzBuy account
  3. Adding approval authority
  4. Accessing CruzBuy
  5. Terminating or deactivating an account  
  6. Special situations
  7. Training information
  8. Where to get help

 
Quick Links
Forms
Quick links to forms referenced in this guide are provided below.
 
Important Form Information:
CruzBuy_Account_Authorization.pdfCruzBuy_Account_Authorization
CruzBuy_Account_Supplemental_Approvals.pdfCruzBuy_Account_Supplemental_Approvals
What to KnowFilter
Who needs an account?

UCSC employees and current students who are involved in the process of procuring goods and services for University business purposes are eligible to obtain one of the following types of CruzBuy accounts:

  • Requisitioner: For those having authority to initiate order requests in CruzBuy
  • Approver: For those having the authority to approve CruzBuy order requests

For more information, refer to the CruzBuy Reference Manual.

Getting a CruzBuy account

No formal training is required to obtain a CruzBuy user account. Follow these steps to get a CruzBuy Account:

  1. Obtain a UCSC Userid and Email Account if you do not already have a UCSC email account.
  2. Complete the CruzBuy Account Authorization Form. 
    • Account setup for: CruzBuy Requestors, Budget Approvers, and PI/Other Approvers.
    • Note:  This form can be filled out on-line, however, you will not be able to save a copy.
  3. Obtain your supervisor's approval on the form and follow any addtional instructions required by your division.
  4. Forward the completed form to the CruzBuy Account Administration. 
    • Via mail: CruzBuy Account Administration
    • Mailstop: Accounting
    • Via Fax: 459-3601
  5. Once you have been notified by email that your CruzBuy UserID and password have been created, usually within two working days from receipt of the form, go to the ITS Help Desk with a photo I.D. to obtain them.
Adding approval authority

Follow these steps to request additional approval authority to an existing CruzBuy account:

  1. Complete the CruzBuy Account Supplemental Approvals Form.
    • Special approvals for: meals and refreshment expenses, Colleges' Student PO Notification, and other special purchasing transactions.
    • Note:  This form can be filled out on-line, however, you will not be able to save a copy.
  2. Obtain your supervisor's approval on the form.
  3. Forward the completed form to the CruzBuy Account Administration.
    • Via mail: CruzBuy Account Administration
    • Mailstop: Accounting
    • Via Fax: 459-3601
  4. You will be notified by email, usually within two working days after your request is received, that the additional authority has been granted.
Accessing CruzBuy

Follow these steps to access CruzBuy:

    1. Go to the CruzBuy Website
    2. Click on the CruzBuy banner or "Login" button
    3. Enter your case-senstive User ID
    4. Enter your case-sensitive Password
    5. Click on the "Go" button
    6. The CruzBuy home page will appear
Terminating or deactivating an account

Notify the FIS Office to close a CruzBuy account in the following situations:

  • Termination of UCSC employment.
  • Change to a new job function that no longer requires the use of CruzBuy.
  • Student has left the university.
Special situations

Student or Non-Employee Access

  • There must be a business need for a non-UCSC employee or student to be given access to CruzBuy.
    • Contact the FIS Office for specific instructions.
Training information

Information about CruzBuy training is available from the Purchasing Office CruzBuy Training webpage.

Where to get help

Assistance is available for the following topics: