Dear UCSC Faculty and Staff,
UCSC Procurement and Staff Human Resources (SHR) have updated language and definitions related to various transportation purchases. As such, you will see changes to charter terminology on our websites and within CruzBuy, as well as additional purchasing process requirements being implemented. Please see below for updated information:
Transportation Services
Transportation Services is a general term for contracting or renting ground transportation to move groups of people on behalf of UCSC for official university business. These services may be procured through external vendors or coordinated with internal campus resources, and are subject to applicable UCSC Procurement and SHR Contracting Out guidelines.
Note: This definition does not apply to individual employee travel for business purposes, which is governed separately under the UC Travel Policy (G-28) and managed through UCSC Travel. Examples include:
- Airport shuttle
- Car Rentals
- Rideshare for one person
Covered Transportation Services
All Covered Transportation Services requests must go to the
UCSC Transportation and Parking Services (TAPS) for first right of refusal. If TAPS cannot support your request, you must follow the
Contracting Out process. Purchases for Covered Transportation Services cannot be made out of pocket or on a CTE card. Covered Transportation Services include:
- Bus transportation along intra-campus routes
- Bus trips under 100 driving miles one-way starting from the UCSC main campus (regardless of round-trip)
- Examples:
- UCSC Main Campus to the Santa Cruz Boardwalk
- UCSC Main Campus to CSUMB in Monterey
Non-Covered Transportation Services
All other transportation services. The following examples are not considered Covered Services and do not fall under contracting-out restrictions:
- Trips 100 or more driving miles one-way (regardless of round-trip)
- Example: Pick up from UCSC Main Campus to Los Angeles, CA
- Trips not originating from the UCSC main campus, including one-way and round-trip.
- Example: Pick up from Natural Bridges State Park to UCSC Main Campus
- Any travel that includes out-of-state destinations
- K–12 school pickups and drop-offs during school hours
- Non-UCSC-sponsored travel
- Trips involving San Francisco International Airport (SFO)
- Transportation arranged via hotel shuttles, personal vehicles, taxis, Uber, or Lyft
- Airplane, Boat, or any other specialized transportation services.
Important Process Changes When Submitting a Procurement Request
- Covered and non-covered transportation services may not be combined in a single purchase (must be submitted on separate requisitions).
- Purchases for multiple trips must be listed as separate line items within the requisition.
For questions about this update, please contact UCSC Procurement at buy4me@ucsc.edu.
Thank you for your attention to this update and for supporting UCSC’s compliance with systemwide policy.
Sincerely,
UCSC Procurement & Staff Human Resources