How To Buy Guide

Before You Start

Departments must hire pre-approved carriers to provide transportation services for UCSC-sponsored activities. This policy is in place to ensure the safety of University students, employees and affiliates.

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Determining Which Bus Charter to Hire

Choose a bus charter service from the UCSC List of Pre-Approved Bus Charter Services. If the bus needs to carry more than 21 passengers, or if more than one bus is required, the Buyer will ensure additional insurance limits are carried by the bus company.
See UCSC Risk Services, Outside Contractors, Vendors, Consultants. The UC Office of the President has published Minimum Insurance Requirements for Contractors/External Users that can also be referenced.

Obtain a quote from the selected service provider. Contact Procurement Services before contacting any bus chartering service not on the pre-approved list.

Transportation services provided by UCSC TAPS do not require a CruzBuy Purchase Order. Requesting departments can work directly with TAPS. See Shuttle Vehicle & Driver Reservation Information.

Bus and Driver Reservation Form.

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Submitting a CruzBuy Requisition

Complete a Vehicle Rental/Charter Form in CruzBuy attaching the service quote and submit the requisition.

For more details on ordering, see: CruzBuy User Manual

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Adding a Bus Charter Service Provider to the UCSC Pre-Approved List

Provide a Transportation_Charter_Application Packet which includes an informational letter, insurance requirements, and an application form.

Bus charter service providers are required to submit:

Transportation Charter Application two-page application form
Current PUC Certificate
Conforming certificate of insurance with specific amounts of general liability insurance naming the UC Regents as additional insured
Payee 204 Form

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Before You Start

UCSC business cards, stationery products, and copy services are obtained from the UCSC Copy Center. UCSC Copy Center is the designated printer of UC Santa Cruz campus business cards and stationery products such as letterhead and envelopes. No CruzBuy requisition is required to be submitted when ordering through the Copy Center.

UCSC Copy Center is our designated printer to ensure:

Business cards and stationery products are only printed for official campus staff
Correct artwork and layouts are used
Compliance with the UCSC identity standards
The business cards and/or stationery products include only authorized information

The UCSC Copy Center is located in Jack Baskin Engineering, room B25, just inside the loading dock. The Copy Center can be reached by email at copy@ucsc.edu, by phone at (831) 459-3888, or by fax at (831) 502-7190

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Copy Center Capabilities and Offerings

UCSC Copy Center offers black and white and color copies, in addition to the following print jobs and services:

Business cards
Stationary (envelopes, letterhead, note cards, etc.)
Fliers, brochures, posters
Exams, syllabi, handouts
Course Readers
Speciality printed items
Addressing and variable data printing
NCR ("carbon copy") forms
Binding, Cutting, and Laminating
Faxing

If you have printing or copy needs not seen here please contact us at copy@ucsc.edu.

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Before You Start

Departments must hire pre-approved caterers to provide catering services to UCSC-sponsored events, or to bring a caterer to campus for food resale on campus. For full-service catering events at university owned and leased facilities, departments are required to contact UCSC Catering prior to using outside catering services. If, for some reason, UCSC Catering cannot accommodate a request, individual departments may use an outside caterer, but the caterer must comply with additional regulations and must be approved by Labor Relations and Procurement prior to the event.

These policies are in place to ensure the safety of University employees and guests, reduce risk to the University, and prioritize use of university employees whenever possible.

Follow the steps in this section to provide catering services for University-sponsored events or to bring a caterer to campus to provide food for resale on campus.

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Determining Whether Catering Services Are Required

The first step in the catering process is determining whether or not catering services are actually necessary for the event that is being planned. Different events require different levels of service. Choosing what service level you need will guide you on the process you need to complete. Below are definitions for catering services:

Full-Service Catering:

Food is prepared/cooked by the supplier; and
The supplier sets up the event which may include table cloths, chafing dishes, serving utensils, plates, napkins, etc. They will clean up and take away all food service-related items when the event has concluded; and
The supplier will serve food from a buffet, tableside, or by passing a tray.

General Catering Services:

Food is prepared and delivered by an offsite restaurant or food provider. No set-up is involved.

Not Catering:

Takeout food that is ordered and picked up from an offsite restaurant or food provider.
When students or staff order food for non-University administered functions and pay with personal funds.
Events where an individual is leasing or renting a University owned facility for non-university purposes, such as weddings.

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Selecting a Caterer: Full-Service Catering

For full-service catering events at university owned and leased facilities, departments are required to use University Catering.

If, for some reason, University Catering cannot accommodate a request for full-service catering, departments should obtain a quote from a pre-approved full-service caterer on the Approved Caterers list. The request must then be approved through the Contracting Out approval process prior to submitting a requisition.

If a desired supplier is not on the Approved Caterers list, in addition to the Contracting Out approval process the vendor must go through the New Caterer Application Process before UCSC can do business with them.

For full-service catering events pre-planning is a must. The process can take time, especially for vendors not already on the Approved Caterers list. We suggest planning on approvals & processing to take 2-4 weeks depending on the vendor being used.

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Selecting a Caterer: General Catering

We encourage use of on-campus catering services for any event before seeking outside vendors. University Catering offers menus and services to suit any occasion.

Next best option is to obtain a quote from one of the UCSC Approved Caterers. This is an up-to-date list of caterers that can meet all the health and safety, insurance, and legal requirements of the university. Choosing a caterer from this list will help reduce requisition processing times.

If a desired supplier is not on the Approved Caterers list, they must be added before UCSC can do business with them. See: Adding a New Caterer to the UCSC Approved Caterers List.

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Adding a New Caterer to the UCSC Approved Caterers List

UCSC Employees are only authorized to request the services of caterers that are on the Approved Caterers List. All caterers must first be willing to accept a UCSC Purchase Order in order to do business with UCSC. Confirm that any new caterer will accept a Purchase Order before doing business with them or attempting to add them to the Approved Caterers List.

Follow the steps below to add a new caterer to the list.

UCSC employee (sponsor) sends the UCSC New Caterer Application to the proposed catering supplier. The application includes an informational letter, health certificate and insurance requirements, and a request for additional information, as well as a caterer certification.

Off-campus caterers are required to submit:

An application
A current county health permit copy
A current certificate of insurance with coverage as specified in the Caterer Application form

The new caterer then sends all completed documents listed above back to the UCSC sponsor who initiates the process of adding the supplier to the Approved Caterer List.
The UCSC Sponsor then creates a CruzBuy requisition using the Food & Entertainment form, and attaches all of the supplier's paperwork.
Procurement Services will contact the supplier, examine all necessary documents, and will request that the new caterer register on the supplier onboarding software PaymentWorks.
If the supplier meets all requirements, they will be approved and added to the Approved Caterers List.
Once the requisition becomes a Purchase Order, the UC Sponsor can coordinate with the caterer to complete the delivery of food and services.

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Initiate a Requisition

Full-Service Catering:

If University Catering can accommodate your request, please follow their guidelines outlined on their Getting Started website.
If University Catering cannot provide full-service catering:

A notice will be sent to you declining the request.
Obtain a quote from an outside caterer.
Complete the Contracting Out Request Form.
Once approval is received from SHR, submit a requisition on the Food & Entertainment form within CruzBuy and attach the University Catering decline request, the approved Contracting Out request form, and the outside caterer quote to the requisition.

General Catering:

If you are using University Catering follow their guidelines outlined on their Getting Started website.
If the desired supplier is on the UCSC Approved Caterers List, complete a CruzBuy requisition using a Food & Entertainment form in CruzBuy and attach a quote.
If the desired supplier is not on the UCSC Approved Caterers List, they must be added before UCSC can do business with them.
See: Adding a New Caterer to the UCSC Approved Caterers List.

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Overview

This page provides policies and procedures for University purchase of cellular phones and cellular service. Supplier Contact Information is also listed below.

Policy: UCOP BFB G46: Guidelines for the Purchase and Use of Cellular Phones and Other Portable Electronic Resources

Click here for supplier Contact Information.

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Procedure for Purchasing New UCSC Cell Phone Service

When determining service needs, consider the following questions:

Where is cellular access needed?
Why are cellular calls being made or received?
What features are required with the cellular phone?
Why is digital needed versus analog?
How often is the phone going to be used?
From what area code will calls be initiated and received?

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Choosing a Cellular Service Provider

Compare services offered by providers, considering features as you choose a plan that matches your calling patterns:

Length of service term: Most plans have a one-year minimum, with steep early-termination penalties if you want to switch or end services before your contract expires. For example, iPhone (AT&T only service provider) has a minimum two-year contract.
Free minutes: Evening or weekend calls may be free, but are only useful if you need evening and weekend calling. Avoid marketing hype for freebies.
Rate for "peak" calling and service "home" area for your calls: Consider roaming charges before you pick a service plan. Note that pricing is based on the state of origin.

Select cell phone(s) from a provider who offers University pricing to obtain the best pricing and equipment deals. View device pricing and rates for local suppliers using the links below:

AT&T

AT&T: Prior to placing an order with AT&T you will need to obtain a quote. Include the following information in your email for a quote request:

Subject of Email: Santa Cruz Quote Request

Complete the following and email to Ashley.Dishno@abscomm.net.
If a RUSH is needed, indicate “RUSH” in the Subject line, along with High Importance In the Body of the Email include the following information to ensure a timely response:

For Existing Accounts / Upgrades:

Billing Account Number
Make / Model / GB Size
Ship To Address
Existing Phone Number (if applicable)

For New Account Request:

Department Name
Billing Contact Email
User Name(s) for new equipment
Make / Model / GB Size
Billing Address
Ship To Address

Attach the quote to the external notes & attachments section of the requisition.

Verizon

Verizon: The University of California has a system-wide agreement with Verizon Wireless (UCOP # 2021003144) which leverages the “NASPO Contract”.

Verizon Equipment Matrix for NASPO Contract

Prior to placing an order with Verizon, you will need to obtain a quote. Complete the following information and email Quote Request to our Verizon Major Accounts Manager - Patrick O’Dell at patrick.odell@Verizonwireless.com

Subject Line of Email: Order University of Santa Cruz.

If a RUSH is needed, indicate “RUSH” in the Subject line, and in the Body of the email.

In the Body of the Email include the following information to ensure a timely response:

UC Santa Cruz Department:
New Activation Verizon Account #: List Account # or List “NEW”
New Line(s) or Upgrade (Provide Existing Mobile Number(s) to Upgrade):
Username(s):
Requested Area Code or Phone Number(s) (If Applicable):
Device (Example: Apple iPhone 12, (64GB), Black):
Qty:
Accessories (If Any) (Example: Case, Screen Protector, Wall Plug, Etc.):
Price Plan ID/Code (PPID):
Cost Center Code (if Any):
Bill “Equipment” to Account: BTA
Billing Address:
Shipping Address:
Shipping ATTN:
E-code: EE0QW

Verizon Wireless Promotions

NASPO MA152 Government rate plans:

For SmartPhones:

Government UNLIMITED EVERYTHING Plan in US for Smartphones

Monthly Access Fee $65.00 less a 23% discount = $50.05 month (PPID 23655)

Public Safety UNLIMITED EVERYTHING Plan in US for Smartphones

Monthly Access Fee $39.99 month (PPID 16807)

For Basic "Flip" Phones

Government UNLIMITED Talk and Text Plan in US for Basic phones

Monthly Access Fee $25 month (PPID 94664)
Monthly Anytime Minutes in US: Unlimited
Domestic Long Distance Toll Free: Included
Domestic & to Mexico/Canada Msg Allowance Unlimited
Domestic Data Allowance: 100MB

Public Safety UNLIMITED Talk and Text Plan in US for Basic phones

Monthly Access Fee $22.99 month (PPID 16810)
Monthly Anytime Minutes in US: Unlimited
Domestic Long Distance Toll Free: Included
Domestic Text Allowance Unlimited
Domestic Data Allowance: 100MB

For Mobile Tablets/Laptops/HotSpots (JetPacks):

Government UNLIMITED Mobile Broadband Data Plan (Tablets & Hotspots)

Monthly Access Fee: $39.99 month (PPID 98715)
Activation and shipping fees waived
2-year contract
No early termination fees but Device Recovery fee applied

For Modems/Routers: Call Patrick O'Dell at 925-337-2590 for Assistance

Tax Rate to Use: 9.25%

Reference the NASPO MA152 contract or CALNET contract and the UCSC profile ID #634552 in all communications.

For account support and/or account questions – send email to Patrick.Odell@Verizonwireless.com.

When submitting the CruzBuy requisition, create a line for the equipment via the Goods Request form and a separate line for services via the Services form. Also attach the quote received from the supplier as an internal attachment to the CruzBuy requisition.

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Requesting a Contract Agreement

After requesting a quote from the supplier, create your draft requisition in Cruzbuy.

Enter one line using the goods request form for cellular devices and equipment (include full product description, catalog #, acct #, phone #, username)

Enter a second line item via goods request form for the extended tax amount for order per the quote

Enter another line item for the service plan via Services form. Specify the following details

Name of the service calling plan
Date the plan is to be activated
Account number for the phone(s)
Phone number(s) of the phone(s)
Username for the phone(s)

Specify the number of months of service in the Quantity field, choose months (MON) as the Unit of Measure and provide the monthly dollar amount expected to be spent for the service in the Price Estimate field. OR Specify the expected cost for a single month of service and then pay subsequent monthly fees using a Pro-Card

Note: Monthly cell phone service fees may be paid with a Pro-Card only after the initial contract has been generated using a Purchase Order.

Note: Equipment typically arrives on campus 3-5 days after an order is placed.

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Additional Billing Instructions

Monthly cell phone service fees may be paid with a Pro-Card only after the initial contract has been generated using a Purchase Order.

After the first month of service, follow the directions below depending on the wireless carrier. It is the responsibility of the department individual using the equipment, and the individual whose name is on the Pro-Card, to call the carrier's customer service and make these arrangements, or cancel any special arrangements previously made.

The Procurement Services Buyer will not be responsible for making any special billing arrangements and/or cancellations associated with Pro-Card payments.

AT&T Wireless: A Pro-Card can be used to set up monthly service payments by calling AT&T Wireless National Business Services at 800-999-5445. Your Account and cell phone number, along with your pro-card information will be required in order to set up automatic payments.
Verizon: A Pro-Card can be used to set up monthly service payments by calling customer service at 800-922-0204. You will need your Verizon account number, cell phone number, and Pro-Card information in order to set up auto bill pay and/or make a one-time payment.

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Procedure for changing an existing UCSC cell phone service contract

Complete a Change Order Request form in CruzBuy. Specify the existing Purchase Order (PO) number and explain what changes need to be made. Provide specific service calling plan information. See How to Submit a Change Order Request in CruzBuy.

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Procedure for Terminating a UCSC Cell Phone Service Contract

Contact the supplier contact listed below to request the cancellation of the service contract. The supplier contact will provide the steps required for contract termination.

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Supplier Contact Information

Supplier	Contact	Email Address	Phone Number
AT&T (New Cingular Wireless PCS, LLC)	Customer Service - use as primary point of contact	The corporate ID or FAN is 4879014. Please have this handy when calling.	866-288-7629
AT&T (New Cingular Wireless PCS, LLC)	Ashley Dishno	ashley.dishno@abscomm.net	920-931-5966
Verizon	Patrick O'Dell	patrick.odell@verizonwireless.com	925-337-2590

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How to Purchase Gift Cards in CruzBuy

Gift cards used as non-cash employee awards or non-cash gifts to non-employees must be purchased by initiating a purchase requisition through the National Gift Card punch-out in CruzBuy.

Gift cards are not allowed for the following uses:

Taxable awards
- Employee length of service or retirement awards in excess of $400.
- Employee recognition, spot awards or prizes in excess of $75.
- Non-Employee appreciation, recognition or incentive gift of $600 or more.
Gift cards used as honoraria payments.
Used by departments as an "alternative" purchasing method that bypasses policy.

Gift Cards for Faculty/Staff: Presentation of gift cards to faculty/staff must be in compliance with UCSC Financial Affairs Non-Cash Employee Award and Other Gifts Guide. When completing the CruzBuy requisition, you must include the following information with CruzBuy “Internal Notes and Attachments” to support the gift:

The name of the recipient receiving the gift,
The reason for the gift,
The email approval from the department head with officially delegated authority approving the payment of the gift-related expense. Attach the approval to the internal notes section of the CruzBuy requisition.

Gift cards for a Non-Employee: A gift of moderate value made on behalf of the University may be presented to an individual who is not a University employee or to an organization, if the following criteria are met and in compliance with Non-Employee Non-Cash Gifts Guide:

The gift benefits the University,
Is in furtherance of a University business purpose,
And is clearly necessary to the University’s fulfillment of its role as a good community citizen.

National Gift Card offers a variety of gift cards from many different suppliers, such as Amazon, Home Depot, and Safeway. To purchase a gift card, log in to CruzBuy, navigate to the “Miscellaneous” section, and click on the National Gift Card Icon.

To Note:

Shipping is 2-5 days.
Do not combine orders from National Gift Card with other CruzBuy supplier requests within same cart.

Important reminder: Gift card orders require an approval email from your department head approving the payment of the gift‐related expense. This department head approval must be attached to the CruzBuy requisition.

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National Gift Card (NGC) Contacts & FAQ

Reference NGC’s Frequently Asked Questions webpage for useful information on shipping methods & times, types of gift cards, retrieving purchased gift cards, and more.

NGC Contact Information

Orders:	888.472.8747	orders@ngc-group.com
Customer Service:	888.472.8747	customerservice@ngc-group.com

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Before You Start

Employee-Vendor Purchase Transactions and Conflict of Interest

University of California conflict of interest rules and state law generally prohibit a University employee from providing goods or services to the University as an independent contractor or participating in decisions in which they have a disqualifying financial interest.

UC strives to avoid employee-vendor relationships both to comply with the law and to prevent the appearance of favoritism. If a potential employee-vendor relationship exists, you must disclose it in advance to UCSC Procurement Services.

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What is an Employee-Vendor Relationship?

An employee-vendor relationship is a relationship between a UCSC employee and a proposed vendor that might create a conflict of interest. An employee-vendor relationship exists when:

An employee proposes to rent, sell, or provide goods or services to the University.
An employee owns or controls more than 10% interest in the vendor who proposes to rent, sell, or provide goods or services to the University.
A former employee proposes to rent, sell or provide goods or services to the University.
A near relative of an employee currently provides, or is being proposed to provide, goods or services to the University.
A near relative of an employee owns or controls more than 10% interest in the vendor who currently provides, or is being proposed to supply, goods or services to the University.

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Employee-Vendor Transactions

Purchasing goods or services from UC employees is generally prohibited under California law unless the procurement falls within an allowable exception.

A department may purchase goods or services from UC students or employees with teaching or research responsibilities only if the goods or services cannot be obtained within the university or from an independent commercial source.
No purchase of goods or services may be made from a UC employee with teaching or research responsibilities before review and approval of the transaction by Procurement Services.
Requesting units must complete the Employee-Vendor Disclosure Form and submit it along with a requisition before making any commitment to purchase goods or services from a UC employee.
- Note: Submission of the form does not constitute approval and departments may not request an individual/vendor to provide goods and/or services to the University without Procurement prior authorization.
- Employee-Vendor Disclosure Forms submitted after the goods or services have been received by the University will require the grant of an exception by the campus Conflict of Interest Coordinator.

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Near Relative Transactions

Potential employee-vendor relationships resulting from the purchase of goods or services from the near relatives of UC employees must be disclosed in advance. An analysis of the relationship may result in approval if, and only if, the UC employee has not influenced, participated or is involved in any way in the University's decision to purchase from an employee's near relative.

No purchase of goods or services may be made from the near-relative of a UC employee before review and approval of the transaction by the Procurement Services Director.
Requesting units must complete the Employee-Vendor Disclosure Form and submit it along with the requisition before making any commitment to purchase goods or services from a near relative of a UC employee. Please Note:
- Near relatives are as follows: Spouse, domestic partner, child, parent, sibling, including step-relatives and in-laws in the same relationship to a UC employee.
- Submission of the form does not constitute approval and departments may not request an individual/vendor to provide goods and/or services to the University without Procurement prior authorization.
- Employee-Vendor Disclosure Forms submitted after the goods or services have been received by the University will require the grant of an exception by the campus Conflict of Interest Coordinator.

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Contact

Please contact Procurement with any questions at buy4me@ucsc.edu

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Overview

This guide describes methods to be used to safely and effectively order hazardous materials in the most timely manner.

Blanket orders and standing orders are not allowed for hazardous materials.

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DEA Controlled Substance

Requester must either have authorization as Principal Investigator (PI) or obtain authorization from Department Chair or PI before placing a requision for DEA Controlled Substances.
Submit order in CruzBuy using the DEA Controlled Substances form.
When order arrives on campus, requester must pick up and sign for controlled substance at the PBSci Stockroom (Thimann Receiving).
Requester must store all controlled substances in a designated secure location (for example a locked cabinet) and must maintain a log of all controlled substances received and any usage of controlled substances.
Disposal of unused controlled substances must be handled by PI, in coordination with Environmental Health & Safety.

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Radioactive and Rad Minor

Submit all requisitions for Radioactive and Rad Minor in CruzBuy using a catalog, a punchout or the Radioactive Materials form. Blanket orders and standing orders are not allowed for radioactive materials.

When a rad or rad minor order arrives on campus, EH&S picks up the materials at the PBSci Stockroom (Thimann Receiving) and delivers the order to the requester.

Lab Personnel - Requester

Sign receipt provided by EH&S Staff.
Review received material.
Store material in an authorized secure location.
File and/or post rad inventory sheet.
Survey empty box to ensure no contamination and deface all "Radioactive" labels and marking before disposal as non-radioactive trash.
Survey empty box to ensure no contamination and deface all "Radioactive" labels and marking before disposal as non-radioactive trash.
Maintain inventory and review inventory quarterly.
Remove radioactive material from laboratory using established radioactive material disposal procedures or transfers.

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Toxic Substance

Submit all requisitions for toxic substances in CruzBuy using a catalog, a punchout, or the Hazardous Materials form (with Toxin checked). Blanket orders and standing orders are not allowed.

Submit all requisitions for iodine in CruzBuy using a catalog, a punchout, or the Hazardous Materials form (with Toxin checked).

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Select Agent

Submit all requisitions for select agents in CruzBuy using a catalog, a punchout, or the Hazardous Materials form (with Select Agent checked). Blanket orders and standing orders are not allowed.

Obtain and attach approval from EH&S and the Institutional Biosafety Committee before submitting the requisition. Select Agent orders will not be processed without prior approval from EH&S and the Institutional Biosafety Committee.

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Ethyl Alcohol

Submit all requisitions for ethyl alcohol in CruzBuy using a catalog, a punchout, or the Hazardous Materials form or Chemical and Biological Reagents form (with Toxin checked).

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Overview

In the context of procurement, a “performance” is considered an individual (performing artist) or a group presenting in a cultural or entertainment nature, which may involve music, dance, and drama. A performance may also include a lecture or a talk of a non-scholarly nature.

Performance purchases should be processed through CruzBuy on a Services form. See the Performance Payment Guide for information on how to request a performance fee payment.

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How to Hire Speaking Performances

Speaking performances sponsored by UCSC Arts & lectures, or other nonacademic units, should be processed through CruzBuy on a Services form. This includes workshops and non-scholarly lectures.

Note that Individuals presenting scholarly lectures typically receive an honorarium payment & should be processed differently via a Direct Payment form.To pay honoraria to academic speakers and other speakers making presentations for classes, see the Financial Affairs Honorarium Payment Guide.

For Online Training and Development such as webinars, see the How to Buy Guide “How to Pay for Online Training and Development”.

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How to Hire Performing Artists

Performing artists whose performance involves music, dance, and/or drama should be processed through CruzBuy on a Services form.

Special insurance requirements may apply to some performances - a PSCS buyer will retrieve this once a requisition is submitted.

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Paying for Hotels

Payment
The following university payment methods may be used to secure hotel stays. Contact buy4me@ucsc.edu or 459-2311 with any questions:

Credit Card (Personal and/or Corporate Cards)

If the occupant is paying for accommodations using their personal or corporate credit card, a TAR form is not required. The traveller must advise the hotel that the occupant is affiliated with, and conducting official business on behalf of UCSC in order to establish the best UCSC rate possible.

Travel Advance Request (Individual or Group Reservations under $5000)

A fully completed UCSC Travel Advance Request (TAR) form with tier 2 authorization must be submitted by the requesting department to the FAST/AP office in order to obtain a UCSC trip number, which is required prior to invoicing transient sleeping room accommodations from a hotel. The UCSC FAST/AP office will assign an eight (8) character trip number (ex. V0126783) and advise the requesting department of that number. The trip number is UCSC'S and the hotel suppliers guarantee that the invoice will be paid within the established terms that, must be referenced on all invoices specific to the accommodations. The TAR form noting the assigned UCSC trip number will be faxed or emailed by the FAST/AP Office to the hotel after the reservations are made. Any questions regarding the TAR form or assigned trip number should be directed to your FAST/AP Contact. A personal credit card of the hotel occupant is required at the time of check in to cover all incidental charges.

Purchase Orders (Conference Events)

Purchase orders must be used if UCSC is hosting a conference event at the hotel which may include sleeping rooms, event room rental, AV equipment, or food and beverage expenses. In these situations, the hotel normally has an agreement to confirm terms and conditions associated with the event. Create a CruzBuy requisition using the Food and Entertainment form if food is being purchased, or a Services form if food is not being purchased, and attach the unsigned agreement. A Purchase Order will be sent to the hotel, along with the signed agreement to contract for the event once reviewed.

Purchase Orders (Group Reservations of $5,000 or more)

Purchase orders must be used for group reservations of room and tax only when the reservation exceeds $5,000 or more, and the hotel agrees to accept a Purchase Order with a direct billing arrangement. In these situations the hotel normally has an agreement to confirm terms and conditions associated with the group stay. The department must create a CruzBuy requisition using the Services form, and attach the unsigned agreement to the requisition. A Purchase Order will be sent to the hotel, along with the signed agreement to contract for the stay. A personal or corporate liability credit card (Corporate Travel & entertainment Card) of the hotel room occupant is required at the time of check in to cover all incidental charges.

The following apply to all hotels regardless of location:

Any hotel reserved under an existing UC-negotiated contract, whether it is via Connexxus, existing direct bill contract, or existing PO, may be purchased with a CTE card and does not need to go through Procurement. Hotel room rates must comply with UCSC's existing travel policy of $275 per night or less. Travelers staying at a hotel with a UCSC direct bill arrangement may elect to present a CTE card, or a TAR# instead of the CTE card, but not both.
Any group reservation estimated to total less than $5,000 at a hotel that is not under an existing UC-negotiated contract, may be purchased with a CTE card and does not need to be routed through Procurement.
Any group reservation estimated to exceed $5,000 at a hotel that is not under an existing UC-negotiated contract, must be routed through Procurement for price negotiation and follow the PO process. This request must be made in advance of travel in order to be processed correctly.
Any hotel requiring a signature on behalf of the University of California, for any of the scenarios above , must be routed to Procurement (Business Contracts) for signature. Travelers can sign on behalf of themselves but cannot sign on behalf of the University.

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Hotels in the Santa Cruz Area

University departments inquiring about availability or making reservations should identify themselves as a UCSC employee or an affiliate conducting official business on behalf of the university, in order to secure available negotiated UCSC rates. You will need to specify the length of the stay, arrival and departure, the number of rooms, names of the business guests, and the relationship of the guests to the university. Be sure to provide the hotel with the name and e-mail address for the expense authorizer in your department.

Discounted rates are for UCSC business purposes only. Group and conference rates are obtained by requesting a proposal directly from the hotel event coordinator. Discounted university rates are not calculated by online reservation tools, therefore, departments placing room night reservations should contact the hotel for the most accurate rates and availability information.

Local Hotel Information

Conference Events (Method of Payment through Purchase Orders)
Booking a conference event at a hotel requires a purchase order, which includes guest rooms and the event room rental. Additional expenses such as AV equipment, food and beverages may also be included in the purchase order.

To place bulk room orders, obtain a quote from your desired hotel and attach it to the hotel agreement and CruzBuy requisition via the Services form. Contact buy4me@ucsc.edu or 459-2311 with any questions.

Individual Room Reservations (Method of Payment Through Reimbursement or Direct Billing)
See Ways to Pay for more information.

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Moving - New Hire Relocation Suppliers

UCOP Contract Suppliers:

Supplier	Contact	Phone	Alternate Phone	Email
Mayflower / Olsen & Fielding Moving Services	Rose Olsen	(916) 239-6409		rmolsen@mayflower-sac.com
North American Van Lines	Marabel Mendoza	(800) 231-4765		mmendoza@alexmoving.net
United Van Lines	Heidi Halliday-Clarke	(888) 615-4574	(602) 586-3260	Heidihalliday-clarke@smmoving.com

Best Practice:

The New Hire must contact the supplier directly to make arrangements for a quote. The University will accept one quote, but two quotes are highly recommended to determine the most cost effective mover, and ascertain the most efficient supplier. Once quotes have been received, the New Hire will forward the quotes to their department contact advising them of which supplier they have selected. The department will then submit a CruzBuy Purchase Requisition using the Services Form and attach all quotes received. The Buyer will process a Purchase Order to the moving supplier.

Non-Contract Supplier Process:

The New Hire may also make arrangements with a non-contracted moving company, but New Hire must pay the full invoice amount, submit for reimbursement up to the moving allowance authorized by the department to FAST/AP office using a Moving Relocation Reimbursement form.

More information regarding the Relocation Policy may be found in the Relocation & Moving Guide

For further Policy Questions: newhirerelocation@ucsc.edu

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Moving Services - Local Suppliers

Departments must hire UCSC pre-approved movers to provide services to UCSC. This page provides instructions and a list of movers.

Determine whether Campus Moving Services can accommodate your move. If Campus Moving Services (9-2852) is unable to accommodate your department’s requirements, please plan your move with one of the approved moving service providers below.

Please contact your Procurement Services team for any moves estimated at more than $10,000.

Mover	Types of Moves	Move Locations	Additional Info
UCSC Movers Robert Kemp 831-459-2354	Small Moves Large Moves Lab Moves	Santa Cruz County Santa Clara County	Campus Moving Services Overview
Lambert & Son Moving Bill Lambert 311 Nevada Street Santa Cruz, CA 831-420-0419 821-423-6111 (fax)	Local Moves	Santa Cruz County
Liebbrandt Transportation Saha Manzella 223 Surfside Ave Santa Cruz, CA 831-457-9520 cell: 831-359-6290 @00068043	Moves Within California	Santa Cruz County Santa Clara County Monterey County
Locatelli Moving and Storage Anne Asche 831-425-7775 831-425-0827 (fax) @00033477	Small Moves Large Moves Lab Moves	Santa Cruz County Monterey County Santa Clara County
Nor-Cal Moving Services John Zamecki 415-330-2800 408-497-3676 Cell 510-957-0365 (fax) @00005054	Small Moves Large Moves Modular Panel Installation Lab Moves	Santa Cruz County Santa Clara County Monterey County (Additional travel time of 1 hour per person included)	jzamecki@nor-calmoving.com

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Overview

UCSC Purchasing has negotiated a contract with Statewide Self-Storage for providing off-campus storage units. Statewide Self-Storage operates one location in Santa Cruz County.

The University has a corporate agreement with Statewide Self-Storage which establishes rental terms and conditions, including receiving a discount off list price.

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Procedure

Follow the steps below to acquire off campus storage.

Contact the Statewide Self-Storage Manager at 831-427-9700. He will assist you in determining the size of the unit which will best meet your needs.
The Statewide Self-Storage Manager will provide you with a unit # and the price for your space, and will also place that unit on hold pending the issuance of the Purchase Order #.
Create a CruzBuy Purchase Order, using the Services form. Note the size, unit # and monthly rent/price of the unit. Please include the names of others who need to be allowed access to your storage unit and names of person(s) authorized to request a lock cut (in the event that your key is lost or misplaced).

If Statewide Self-Storage is unable to meet your requirements, contact Procurement and Business Contracts for assistance locating and negotiating an agreement with a suitable company. All rental agreements must be reviewed and authorized by Procurement and Business Contracts.

Do Not Sign The Contract: Storage contracts frequently contain financial risk provisions exceeding the University's insurance program.

Contact buy4me@ucsc.edu or 459-2311 with any questions.

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Overview

There are several UC Systemwide agreements for Office Furniture that can and should be leveraged for your Office Furniture purchases. Please consider the following when making your selection.

Agreement Snapshot	STEELCASE Contract: 2019.001899	HERMAN MILLER Contract: 2019.001890	KIMBALL Contract: 2019.001896
Product Category & Services	Systems Furniture, Freestanding Furniture, Storage, Tables, and Chairs/Seating. Other categories may include Higher Education Classroom Furniture, Fixed Seating, Architectural Elements, Healthcare/Lab, Integrated Technology, Accessories and Technical Support, Outdoor Furniture, and other related categories as approved by the UC Procurement, Office of the President. Suppliers (through dealer network) offer a line of Office Furniture (meeting UC sustainability requirements) and related services to the University of California System-wide including (but are not limited to) design/consultation, delivery, storage, project management, and installation (“Services”). These services may be offered at additional costs. Please inquire with the dealer for additional information.
Volume Discounts	Additional 4% UCSC Discount to UCOP prices since it is our preferred primary supplier for furniture. Deeper Discounts Negotiable > $350k	$100k to $350k oﬀers 1% - 2.5% Deeper Discounts Neg > $350k	$100-$400 oﬀers ½ (.5) % >$400k oﬀers 1.25% - 1.5%
Dealer Contact	One Workplace Company Contact: Saren Pierson spierson@oneworkplace.com 831-706-6572 Main Office Phone: 669-800-2500	Pivot Interiors Contact: Stacey Bailey SBailey@pivotinteriors.com 408-515-0576	KBM Hogue Contact: Lela Huenegardt lela.huenergardt@kbm-hogue.com 408-482-8179

We also have several UC Systemwide Ergonomic Furniture Agreements. Please contact ergocruz@ucsc.edu for further information.

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Physical Planning, Developement & Operations Review

All purchases and installation of modular, systems or workstation furniture should be reviewed by PPDO to ensure ADA compliance, and seismic bracing and building code compliance. (This does not include free-standing furniture, desks, chairs and file cabinets.) Modular, systems, or workstation furniture includes panels that create cubicles, and may also create passageways, etc. These fabric panels may modify the original layout of the room being furnished, and create building code concerns for accessibility, and seismic and fire safety.

Visit the Start a project page for further information.

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Space Planning Services and Design Charges

Space Planning Services: Peninsula Business Interiors (PBI) Provides the following services:

space planning
product search and specifying
color and fabric selections
project management
expediting

Design Charges: Charges for design work are incorporated into the contract plan at 2% of product list price. This percentage fee covers:

up to two different design alternatives and
up to two major (requiring new drawings) revisions

After that, additional design work is charged at $65.00/hr. A purchase order for the designed product must be issued within 120 days of the design or the design work will be invoiced separately.

Note: Orders for free-standing furniture where design services are not required are not charged the additional 2% design fee.

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How To Pay For Online Training and Development

There are three ways to pay for online training and development services, including webinars, virtual classrooms, and eLearning services.

CruzBuy PO: Submit a requisition utilizing the CruzBuy Service Form.
Pro-Card: See the topic “Using a Pro-Card” under the “Cardholder Information” heading.
Direct Payment: Submit a Direct Payment Form.

Note that Data Security requirements may apply. For more information, review the Guidance on Data Security

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Overview

This guide covers the necessary steps to rent vehicles for university business. Vehicles may be rented from UCSC Fleet Services or from various UC approved rental companies.

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Fleet Services

UCSC Fleet Services maintains a pool of sedans and vans available for your department needs on a daily or monthly basis. For assistance call Fleet Services at 459-2228

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UC Vehicle Rental Contracts

UC maintains agreements with vehicle rental companies including Dollar, Enterprise, Hertz, National and Thrifty. These agreements can be accessed for travel-related requirements using the University of California Travel Program Connexxus as described in the UCSC employee Travel Guide. Travelers who book rental cars outside of the Connexxus Travel Portal will not be able to leverage the UC rates. Contact travelhelp@ucsc.edu for more information about rental cars for UC travel.

Non-travel vehicle rentals with UC contract and non-contract providers are initiated using the Vehicle Rental/Charter form in CruzBuy as described in the CruzBuy User Guide.

Restrictions on 15-Passenger Vans:
UC Employees and students are restricted from renting 15-passenger vans from rental car agencies for business or class activities due to safety concerns. This is due to the National Highway Traffic Safety Administration's (NHTSA) determination that 15 passenger vans are unsafe in certain circumstances and more testing and studies are required.

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How To Buy Security Services

Only approved Security Operators are authorized to perform security services at UCSC, both on campus and at leased or rented facilities.

Approved Security Operators have agreed to provide their guards with State, Federal and UC mandated training, and have provided the University with a valid certificate of insurance with the appropriate coverages as required by the University.

The list of UCSC Approved Security Operators can be found below.

If you have a need to hire a Security firm to provide security services, contact one of the Approved Security Operators for a quote. Attach the quote to a CruzBuy services requisition detailing the dates, times and need for the security service. Procurement Services will advise the UCSC Police Department of the requirement and seek their approval for the transaction. UCSC PD may contact you for more information or offer PD services as an alternative. Once approval is given by UCSC PD, the PO will be processed and you will contact the Operator to confirm service.

Security Services Supplier:	Contact:	Phone Number:	Email:
First Alarm Security & Patrol	Shea Ackerly	831-685-1110 x2235	sackerly@firstsecurityservices.com
National Security	Michael Gerami	408-371-6505	info@nationalsecurityind.com
Panther Security	Tina Garcia Hector Martinez	831-722-2690	panther@cruzio.com

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Overview

The services of an independent contractor can only be used once approval has been obtained by Accounting Services via the Independent Contractor Request Docusign form for both new requests and change orders.

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Determining the Business Relationship

Assembly Bill No. 5 requires the application of the "ABC" test to determine if workers in California are an independent contractor or an employee for most occupations. Under the ABC test, a worker is considered an employee and not an independent contractor, unless the hiring entity satisfies all three parts of the ABC test.

This Independent Contractor Request DocuSign form is designed to assist the requesting department in making the determination as to whether the individual is an employee or an independent contractor, subject to the approval of Accounting Services.

To request use of an independent contractor, complete all blank fields on the DocuSign form. Once completed, sign, and click "Finish". The form will then be automatically routed to Accounting Services for review. If Accounting Services approves the use of an independent contractor, the form will be signed and you will receive an email notification stating your document has been completed. Click on the "View completed document" link within the email and save a PDF of the completed form. Create a requisition in CruzBuy and ensure to attach the PDF of the completed form when submitting.

IMPORTANT NOTE: If Accounting Services determines that an individual does not meet the qualification standards to be treated as an independent contractor, a requisition should not be submitted. If this occurs, contact your HR department if you are interested in hiring the person as an employee. Please also note that approval must be attained via the DocuSign form for all requisitions being submitted (both new requests and change orders).

Contact Accounting Services, at ab5@ucsc.edu, for further guidance.

***Employees and students are not generally classified as Independent Contractors. Contact SHR, AHR and Career Center as appropriate for guidance and information about one time payments/by appointment agreements.

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Methods For Purchase

Click here for a full list of Methods For Purchase for all types of expense.

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Commodities and Associated CruzBuy Forms

This page lists the appropriate CruzBuy Form to request specific commodities when the item of service is not available through a CruzBuy catalog.

Commodities and Associated CruzBuy Forms

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Financial Affairs

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How To Buy Guide