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Procurement and Supply Chain Services Announcements Archive

Aug182025
Transportation Services Update
UCSC Procurement and SHR have updated definitions and purchasing processes for transportation services. Key changes include updated terminology and specific requirements for Covered Transportation Services (e.g., intra-campus bus routes and trips under 100 miles from UCSC main campus). These now require TAPS to have first right of refusal and must follow the Contracting Out process. Covered and non-covered trips must be submitted separately.

Please read our full announcement for further details on this Transportation Services update.
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
Jul222025
Financial Affairs Website: Planned Outage on 7/23/25 from 12:30am - 6:30am
The Financial Affairs website will be unavailable for 6 hours on Wednesday morning, July 23rd, from 12:30am to 6:30am for scheduled system maintenance. This will impact access to systems such as CruzBuy, CruzPay, CruzFly, ERS, and FIS. Please plan accordingly and contact finaff-tech@ucsc.edu with any questions.​​​​
Jul12025
Enhancing CruzBuy: Strategic Updates to Procure-to-Pay Processes
As part of Financial Affairs’ ongoing effort to modernize and streamline Procurement and Accounts Payable operations, we will be implementing a series of critical enhancements to the CruzBuy purchasing platform later this month. These changes are aligned with our goals of improving operational efficiency, reducing manual interventions, and strengthening internal controls across the Procure-to-Pay (P2P) lifecycle. By fully leveraging the capabilities of CruzBuy, we aim to foster greater transparency, accountability, and data-driven decision-making in support of our institutional mission. Further information will be provided as we implement these changes in CruzBuy.

Please read our full announcement for further details on the four areas of focus.
May202025

General Guidance on Tariff-Related Pricing Impacts for CruzBuy Users
Due to the evolving nature of international trade policies and supply chain dynamics, some suppliers have begun applying surcharges or raising prices to account for increased costs associated with tariffs. To help Procurement validate and, when possible, mitigate these charges, we kindly ask that you add tariff surcharges, if known, as separate line items on your CruzBuy requisition and attach the supplier quote to the requisition. This will allow our team to follow up with suppliers for clarification as needed.

Some supplier price increases due to tariffs may not be immediately obvious. If you have any concerns, please contact Procurement in advance so we can help navigate the impact of tariffs and ensure your orders are placed without delay. If you receive notification from a supplier that a tariff is being applied after the PO is issued and they are requesting that the PO be revised, please forward the supplier’s email to buy4me@ucsc.edu, and one of the Procurement staff will review and advise.

Thank you for helping us monitor the situation, and as always, we are available to help support departments navigate these changes.

May202025

Fiscal Close & Processing Time Reminder for CruzBuy Users
As we approach the end of the fiscal year, we want to remind departments and stakeholders to plan ahead for any remaining procurement-related needs. Due to the high volume of requests during this period, please anticipate longer-than-usual processing times for requisitions. Similarly, email response times may be delayed as we prioritize time-sensitive transactions and deadlines.

To help ensure timely processing, please:

  • Submit purchase requests and supporting documentation as early as possible.
  • Check for completeness before submission to avoid delays.
  • Keep track of fiscal close deadlines.

We appreciate your patience and collaboration as we work to support a smooth fiscal close. If you have any questions, please don’t hesitate to reach out to our procurement team.

Nov222024
Important Update: Reduced R&D Sales Tax Rate for Equipment Purchases
The UC system has reached its limit for the qualified Research & Development (R&D) tax rate discount. Moving forward, qualified equipment purchase orders (POs) issued through December 31, 2024, will be processed without the reduced tax rate.

UCSC Procurement strongly encourages researchers to delay new equipment purchases eligible for the reduced R&D sales tax rate until January 2025, when the partial exemption resets.

Background:
California’s partial sales and use tax exemption (“partial exemption”) for purchases of qualified R&D tangible personal property has a limit of $200 million in qualifying purchases per calendar year for the entire University of California system. Unfortunately, this limit has been reached for 2024. As a result:​
  • The reduced R&D sales tax rate of 5.8125% cannot be applied to any additional qualified equipment purchases or leases in 2024.
  • All remaining 2024 equipment transactions will be subject to the standard sales tax rate.
​​More information about the program can be found on the California Department of Tax and Fee Administration website.

​Exceptions:
Orders issued before this announcement that qualify for the reduced rate and have already been processed will be honored.

If delaying your purchase until January 2025 is not feasible or you have urgent needs, please consult UCSC Procurement at strategicsourcing@ucsc.edu​.​
May282024
Scheduled Site Maintenance Complete
The site maintenance has been successfully completed, and full functionality has been restored.

This was a significant upgrade to the underlying service that powers our website.
If you notice any website issues, please contact the web team at finaff-tech@ucsc.edu.
May232024

UCSC Strike and UPS Deliveries
UPS drivers will not cross picket lines, and the local UPS substation in Santa Cruz will not store packages. Starting Tuesday, May 28th, all UPS packages addressed to the UCSC campus will be collected daily by UCSC Moving Services and held at campus Receiving in Barn H for pick-up. We expect UPS to resume delivery when the strike ends.

Barn H will be open for package pick-ups Monday through Friday from 1:00 to 4:00 p.m..

Please note that we are uncertain how this change will be reflected in UPS's tracking system. We recommend allowing an additional three to four days for your package to be available for pick-up at Barn H.​

May202024
Scheduled Site Maintenance and Content Freeze Over Memorial Day Weekend
Beginning Friday 5/24 @ 5:30pm through Tuesday 5/28 @ 7am the Financial Affairs website will be undergoing scheduled maintenance. While the site will remain available in a read-only mode, some services will be impacted.

Notably, the Entertainment Dashboard and ERF/MET forms will be unavailable during this scheduled maintenance period. If you have questions or issues regarding this maintenance, please contact the web team at finaff-tech@ucsc.edu.
Mar142024
Virtual Meet & Greet with Procurement & Supply Chain Services
Procurement & Supply Chain Services (PSCS) will offer quarterly virtual office hours/general Q&A. The first session will be on Wednesday, March 27, from 12:00 PM to 1:30 PM. The first session's topic will be "Introduction to Procurement Teams and Functions.

Zoom Link
Meeting ID: 915 6506 6792 Passcode: 410850
Feb262024
Financial Affairs Website: Planned Outage on 3/3/24 from 2:30am - 5:30am
The Financial Affairs website will be unavailable for 3 hours on Sunday morning, March 3rd, from 2:30am to 5:30am for scheduled system maintenance. This will impact access to systems such as CruzBuy, CruzPay, CruzFly, ERS, and FIS. Please plan accordingly and contact finaff-tech@ucsc.edu with any questions.​​​​
Feb152024
National Gift Card Punch-out Catalog Disablement
The National Gift Card agency (NGC) was acquired by a company named Blackhawk Network (BHN). Procurement is in communication with BHN to establish a new contract, but unfortunately, negotiations are still ongoing. BHN will no longer be supporting the NGC punch-out catalog and the punch-out will no longer be available in CruzBuy after Thursday, February 15. We are continuing to work closely with BHN and hope to establish a new agreement and punch-out catalog soon. Any order placed before or by February 15 will be fulfilled.

Other Ways to Buy Business Related Gift Cards: Out of Pocket Reimbursement and/or Procard

  • Gift cards may be purchased out-of-pocket and then submitted for reimbursement on the Direct Payment form.
  • Due to the situation, Procard usage for gift card purchases will be allowed. Please keep the following in mind:
    • All policies/conditions around gift purchases will still apply to Procard usage including but not limited to spending limits, itemized receipts, and frequency limits.
    • All required documentation should be added during the Procard reconciliation process.
    • Procard purchases for gift cards may not work for all companies. Any issues with processing can be sent to procard@ucsc.edu.

For more information on gift purchases including what is allowable and spending limits please review the Non-Employee Non-Cash Gifts Guide and Non-Cash Employee Award and Other Gifts Guide. Policy related questions and clarification can also be sent to finpolicy@ucsc.edu.

Any other Procurement questions or concerns can be sent to buy4me@ucsc.edu.​

May102023
Fiscal Year 2022-2023 Year-End Closing Schedule
Our current fiscal year, FY23, will end on June 30, 2023. As we near this closing date, it is important for Divisions/Units/Departments to review recharge and purchasing requirements, and budgets. You will need to be aware of deadlines which must be followed to ensure transactions are processed correctly and in time to meet fiscal year-end requirements.

A detailed calendar of closing events is posted on the Financial Affairs website. Please take the time to review the Fiscal Close 2022-2023 Schedule.
Nov232022
Notice to Vendors: Fraudulent Purchase Order Email Activity
We want to alert you to an increase in email scams involving fraudulent purchase orders and requests for product quotations purporting to originate from UC Santa Cruz Buyers. While the university cannot prevent this illegal action, we actively work to inform our suppliers of this on-going activity. Common features of these supplier-targeted counterfeit UCSC orders include:
  • Invalid contact information, such as email addresses using deceptive extensions; e.g. @ucsantascruz.com, @ucsc.mygbiz.com, or @ucscedu.org
  • The email message is poorly written, with misspellings and awkward sentence structure
  • Orders start with an e-mail inquiry asking for a quote for a small order followed by a subsequent request for a larger order
  • The order designates​ a Ship-To address that is not a UCSC facility or indicates the product will be picked up at the supplier’s premises
  • The message may include an attachment designed to look like a purchase order, and it may include a logo or other graphic, and in some cases, a signature
  • Please note that the university’s internet address is www.ucsc.edu and it is not our practice to ask our suppliers to ship to addresses that are not UCSC campus facilities. It is also not our practice to place orders for merchandise that will be picked up at supplier premises
  • The request lists the address of UC Office of the President in Oakland, which is not a UCSC address
  • The request includes the title of Procurement Chancellor, which is a fictitious position
If you believe you have received a fraudulent order or quotation request, you may forward it to UCSC Procurement Services at buy4me@ucsc.edu to verify the communication’s legitimacy before responding.
​​​​​
Nov232022
Notice to Vendors: Fraudulent Purchase Order Email Activity
We want to alert you to an increase in email scams involving fraudulent purchase orders and requests for product quotations purporting to originate from UC Santa Cruz Buyers. While the university cannot prevent this illegal action, we actively work to inform our suppliers of this on-going activity. Common features of these supplier-targeted counterfeit UCSC orders include:
  • Invalid contact information, such as email addresses using deceptive extensions; e.g. @ucsantascruz.com, @ucsc.mygbiz.com, or @ucscedu.org
  • The email message is poorly written, with misspellings and awkward sentence structure
  • Orders start with an e-mail inquiry asking for a quote for a small order followed by a subsequent request for a larger order
  • The order designates​ a Ship-To address that is not a UCSC facility or indicates the product will be picked up at the supplier’s premises
  • The message may include an attachment designed to look like a purchase order, and it may include a logo or other graphic, and in some cases, a signature
  • Please note that the university’s internet address is www.ucsc.edu and it is not our practice to ask our suppliers to ship to addresses that are not UCSC campus facilities. It is also not our practice to place orders for merchandise that will be picked up at supplier premises
  • The request lists the address of UC Office of the President in Oakland, which is not a UCSC address
  • The request includes the title of Procurement Chancellor, which is a fictitious position
If you believe you have received a fraudulent order or quotation request, you may forward it to UCSC Procurement Services at buy4me@ucsc.edu to verify the communication’s legitimacy before responding.
Nov152022
Potential Delivery Disruptions
This is a general announcement about potential delivery delays to the UCSC campus due strike activities on campus. UPS has recently announced that they will decline to cross the picket line. If possible, we recommend temporarily using FedEx or other courier services for urgent and/or time-sensitive and cold chain deliveries. For items already in transit we suggest contacting UPS or the vendor to directly to get an update on delivery status and/or make alternate arrangements for pickup or delivery.​​
Jul72022
Fiscal Year 2021-2022 Year-End Closing Schedule
Fiscal Year 2021-2022 has closed, except for central office accrual activity.

The annual budget carryforward process is scheduled for Tuesday August 2nd, 2022. Remaining FY22 budget balances will be carried forward to FY23.

A detailed calendar of closing events is posted on the Financial Affairs website. Please take the time to review the Fiscal Close 2021-2022 Schedule.
May102022
Fiscal Year 2021-2022 Year-End Closing Schedule
Our current fiscal year, FY22, will end on June 30, 2022. As we near this closing date, it is important for Divisions/Units/Departments to review recharge and purchasing requirements, and budgets. You will need to be aware of deadlines which must be followed to ensure transactions are processed correctly and in time to meet fiscal year-end requirements.​

A detailed calendar of closing events is posted on the Financial Affairs website. Please take the time to review the Fiscal Close 2021-2022 Schedule.
Apr52022
Update to Procurement Catering Policies

To ensure compliance with Regents Policy 5402 and AFSCME Article 5, contracting out for services can only be used as a last resort after all options for getting the work done by UC employees has been assessed and deemed not feasible.

Full-service catering events fall within these policies and effective immediately, all full-service catering requests at a UCSC owned or leased facility must use UC Santa Cruz Catering Services. If, for some reason, UCSC Catering cannot accommodate a request, individual departments may use an outside full-service caterer, but the caterer must comply with additional university regulations and be approved by Labor Relations and Procurement prior to the event.

Please see the full announcement for more information on full-service catering, contracting out, and the updated policies.

What is 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.

What Is Not Considered Full-Service Catering?

  • Takeout: food is picked up from an offsite restaurant or food provider.
  • Delivery: food is delivered by an offsite restaurant or food provider and dropped off on campus. No set-up is involved.
  • Events where an individual is leasing or renting a University owned facility for non-university purposes, such as weddings.

For more information on this change please go to the Contracting Out website to learn how to obtain approvals and find answers to frequently asked questions. Additionally please review the Approved Caterers website for an updated list of pre-approved caterers.

For any questions please feel free to reach out to Procurement at buy4me@ucsc.edu. Additionally, informational presentations for the updated catering requirements can be requested. These 30-minute programs will review the latest catering requirements and address many frequently asked questions. For more information or to schedule a presentation, please contact Labor Relations Analyst, Vincent Oberst at voberst@ucsc.edu.​

Jul142021
Change to Quote and Price Reasonableness Requirements
In an effort to simplify and streamline the requirements for price reasonableness, we have revised these requirements. This also further aligns with BFB-BUS-43 policy as well as Federal Funding requirements. See the revised webpage for more information.
Jun82021
Coming Soon: Small Business First!
Small businesses play a significant role in the California economy, but small businesses face major challenges, especially due to the COVID-19 pandemic. Targeted procurement programs like Small Business First can help small businesses mitigate these difficulties.

With the Small Business First program, the University of California is committing to providing contracting and procurement opportunities with certified Small Businesses (SBs), Microbusinesses (MBs), and Disabled Veteran Business Enterprises (DVBEs). The University has established the Small Business First policy to increase the utilization of these businesses in alignment with UC’s sustainability goals and overall mission.

Check out our new Small Business First resource to learn more.
May132021
Procurement Customer Service Feedback
Procurement is launching what we call a “Customer Service Feedback” form. It is a short survey that will allow our campus community to provide direct feedback to Procurement and Supply Chain Services all year long. We want to know how we’re doing and your responses will help us better understand where we can make improvements. Complete the survey here:

Procurement Customer Service Feedback Form

All responses are anonymous unless you choose to provide your personal information.

Thank you in advance for your feedback!

Feb12021
New Preferred Supplier for Apple Products: CDW
CruzBuy users now have another option for purchasing Apple products through the CDW-Apple punchout.

The collaboration between Apple, CDW, and UC has yielded some great discounts for the UC system, and CDW is committed to providing the same excellent service as you have come to expect from Apple. Here are some of the benefits:

  • CDW offers a 1% additional discount off of the current Apple higher education discount.
  • For non-higher Ed. discounted items, CDW offers a 4% discount.
  • CDW will provide Device Enrollment Program (DEP).
  • Warranties are the same as Apple Direct, and support is through Apple.
  • You can work directly with a CDW representative for any customized system requests. Please contact ucteam@cdwg.com for assistance.
Jan132021
Change to Payment of Article Publishing Fees
Effective immediately, article publishing fees, publication charges, and page charges can now be paid either via Direct Payment web form or Pro-Card. A CruzBuy requisition will no longer be an acceptable payment method​.​​​​​​
Dec182020
Change to requisition review requirements related to supplier usage of UC name, trademarks, and logos
Recent changes now require Business Contracts' review of certain supplier usage of UC name(s), trademark(s), and logo(s). A supplier may be using a UC name, trademark, or logo in the following situations:
  • The supplier will be designing a logo for the University.
  • The supplier will be using a UC name/trademark in advertisements, reports, or other information released to the public, or place the UC name, abbreviations, trade names and/or trademarks or any derivation thereof on any consumer goods, products, or services for sale or distribution to the public.
  • The supplier will be manufacturing or distributing any commercial products (e.g. clothing, pennants, drinking glasses, mugs, lighters) bearing the name or decorative seal of a campus.
If the supplier will be using a UC name, trademark or logo in any of the above situations, the requisition will require Business Contracts' review.

EXCEPTION: If you are simply buying goods and the supplier is not selling on their website, or hosting/distributing public facing material, the requisition will not require Business Contracts review unless review is needed for other contract related items ( e.g. non-compliant terms, Data Security, etc).

Please be aware of these changes to requistion review requirements, as it may result in longer processing times.​​
Dec12020
Change to Contracting Out Approval Process
Effective December 1, 2020 the contracting out approval process transitioned from DocuSign to ServiceNow. Details regarding the ServiceNow process are available here. Information regarding CruzBuy process impacts are available here. Please review these changes to prevent any delays in processing your requisitions.​
Oct152020
Change to Quote and Bidding Requirements
Beginning November 1, changes to quote and bidding requirements will take effect. These new requirements change the number of quotes required for each purchase, and outline bidding requirements. See the full announcement for more information.
As of November 1, 2020, the following quote and bidding requirements will be in place:



Reasonable Price
Reasonable price can be established by market test, price or cost analysis, or the experience and judgment of the Buyer. Such judgment considers total value to the University. There is value to the University in purchases which meet the University's needs, such as those involving quality, quantity, delivery and service. A reasonable price need not be the lowest price available, but offers the highest total value to the University.

Exemptions to Competitive Bidding
UC Santa Cruz is committed to a policy of competitive procurement when competition is known to exist. However, there are certain cases where departments may be granted a bid exemption. Work with the PSCS Strategic Sourcing Team to determine if the goods and/or services may be exempt from bidding requirements.

A UCOP Source Selection & Price Reasonableness (SSPR) Justification Form must be completed by the requesting department to substantiate the appropriateness of a bid exemption request for all federally-funded purchases more than $10,000 and non-federally funded purchases more than $100,000 for federal and state audits.


Split Orders
Requirements for purchases shall not be artificially divided into separate transactions to avoid competition as defined in University of California BFB-BUS-43 Purchases of Goods and Services:

*As required by 2 CFR § 200.320, departments must obtain three (3) competitive quotes, bids or proposals for a purchase transaction more than $10,000.00.

**California Public Contract Code (PCC), sections 10507.7 et seq., requires the University of California to formally competitively bid the purchase of goods and/or services that exceed $100,000 per annual year unless an exception applies and the basis for the award is documented in writing. Requirements for goods and services should be publicly advertised.
Sep212020
Update to Independent Contractor Process per AB5
In accordance with Assembly Bill No. 5, a new Independent Contractor Request Docusign form has been created to facilitate the review and approval of hiring an Independent Contractor.

This form is the result of a collaboration between the Financial Affairs Procurement team and Accounting Services team. Please contact Accounting Services, at ab5@ucsc.edu , with any questions regarding this new process. Our Financial Affairs Technology team will be standing by, at finaff-tech@ucsc.edu, to assist with questions or issues surrounding the use of this form on the DocuSign platform.

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.​​
Sep152020

CruzBuy - Resuming Order Processing
​On September 8, 2020, the campus post-fire building assessment was completed and Mail & Receiving Services are up and running. All Cruzbuy requests can now be submitted. 

The reduction in requests allowed Procurement and the Mail and Receiving staff to focus on urgent/immediate issues critical to the fire response. Any non-urgent requests that were submitted between August 20, 2020, and September 8, 2020, along with any new requests, will be processed by procurement as soon as possible on a first come first serve basis. Please be aware that processing times may increase depending on the amount of requests received.

If you have any questions about mail/packages please contact receiving@ucsc.edu.​​​ ​

Aug192020
Financial Affairs Response Times Impacted
As with many campus units, there are a significant number of Financial Affairs staff impacted by the CZU Lightning Complex Fire. Response times for all Financial Affairs departments may be slower than usual. Be safe, everyone.
​
Jun12020
New Contracting Out Request and Justification Form
In accordance with Regents Policy 5402 and Article 5 of the SX and EX collective bargaining agreements, and the local K7 agreement, a new Contracting Out Request & Justification form has been created to facilitate the review and approval of contracting out.

This form is the result of a collaboration between the Financial Affairs Procurement team and the SHR Employee & Labor Relations (ELR) team. Please contact Labor Relations, at elrinfo@ucsc.edu, with any questions regarding this new process. Our Financial Affairs Technology team will be standing by, at finaff-tech@ucsc.edu, to assist with questions or issues surrounding the DocuSign platform.​
Apr132020
Financial Affairs Response to COVID-19
During this unprecedented time, our entire UCSC community has been directly impacted by the magnitude of the global COVID-19 crisis. Many temporary adjustments have been, and continue to be, made to our financial policy and processes in order to accommodate our UCSC community and to help our campus navigate this difficult period.

For more information on the response and related resources, please visit our Financial Affairs Response to COVID-19 page.​
Mar192020

Coronavirus Impact on Campus Deliveries
During the coronavirus shelter-in-place directive, three centralized delivery locations have been established for campus deliveries. For individuals shipping product to SOE Receiving, no changes. Likewise, Thimann Labs Receiving will continue to accept all packages with that shipping address. All other UCSC packages will be managed by UCSC Receiving, who will accept and hold all packages for Departments that are either closed or limited in hours of operations. This includes packages delivered by US Postal Service Mail, UPS, FedEx, and DHL as well as freight.

To arrange pickup at Central Receiving, please call (831) 459-2765 or email receiving@ucsc.edu.

Please keep in mind that, due to limited storage space, all purchases should be directly related to the continuation of university business while the shelter-in-place directive is active. If the purchase is not essential, please wait until the directive is lifted.

  • For orders already placed, all deliveries of items through third party carriers must inform the shippers of this change so that carriers can route packages to H Barn;
  • Receiving will accept these items and attempt, when possible, to contact departments;
  • Departments expecting shipment should, when possible, inform Receiving as to incoming shipments;
  • Mail and 3rd Party packages can be picked up by appointment - contact receiving@ucsc.edu for availability;
  • Departments not expecting to return until the end of the order should contact Receiving so longer-ranged storage can be arranged.

As a backup while the coronavirus shelter-in-place directive is active, UCSC product may also be shipped to an employee's residence. Here are the requirements:

  • Product must be needed for the continuation of university business during the shelter-in-place directive;
  • Hazardous/restricted are not allowed for home delivery and must be delivered to one of the centralized locations identified above;
  • The requester's supervisor must enter a CruzBuy comment or attach a note stating that he/she is aware that university product is being shipped to the specific employee's personal residence and that the product will be tracked to ensure it is returned to the university once the shelter-in-place directive is lifted;
  • Use "Special Instructions" ship-to code;
  • Enter shipping address in the internal notes field in the requisition. Each request will be reviewed by a buyer and will not be processed until all of the above are met.
May32019
Fiscal Year 2018-2019 Year-End Closing Schedule
Our current fiscal year, FY19, will end on June 30, 2019. As we near this closing date, it is important for Divisions/Units/Departments to review recharge and purchasing requirements, and budgets. You will need to be aware of deadlines which must be followed to ensure transactions are processed correctly and in time to meet fiscal year-end requirements.

A detailed calendar of closing events is posted on the Financial Affairs website. Please take the time to review the Fiscal Close 2018-2019 Schedule.
Nov12018
Notice to Vendors: Fraudulent Purchase Order Email Activity
We want to alert you to an email scam involving purchase orders and requests for product quotations purporting to originate from UC Santa Cruz, but are in fact fraudulent. While the university cannot prevent this illegal action, we are actively working to inform our suppliers of this on-going activity. Common features of these supplier-targeted counterfeit UCSC orders include:
  • The email message is poorly written, with misspellings and awkward sentence structure.
  • Orders start with an e-mail inquiry asking for a quote for a small order followed by a subsequent request for a larger order.
  • The order designates a Ship To address that is not a UCSC facility or indicates the product will be picked up at the supplier’s premises.
  • Invalid contact information, such as email addresses using deceptive extensions; e.g. @ucsantascruz.com or @ucsc.mygbiz.com.
  • The message may include an attachment that is designed to look like a purchase order, and may include a logo or other graphic, or a signature.
  • Please note that the university’s internet address is www.ucsc.edu and it is not our practice to ask our suppliers to ship to addresses that are not UCSC campus facilities. It is also not our practice to place orders for merchandise that will be picked up at supplier premises.
  • They list the address of UC Office of the President in Oakland, which is not a UCSC address.
  • They include the title of Procurement Chancellor, which is a fictitious position.
If you believe you have received a fraudulent order or quotation request you may forward it to UCSC Procurement Services at buy4me@ucsc.edu to verify the communication’s legitimacy before responding. You may also contact the Procurement Services department by telephone at: 831-459-2311.
Oct232018
New "After the Fact" Process Implementation and Form
PSCS is implementing a new ATF Justification for Unauthorized Purchases process, effective November 1, 2018, which employees of the University who request goods and services need to make themselves aware of. An ATF purchase order occurs when a University employee places an order with a supplier without first completing a CruzBuy requisition and establishing a Purchase Order.

ATFs can create significant problems for the University. In many cases, the ATFs result in higher costs for goods and services than might have been paid through standard purchasing methods or by utilizing contracted suppliers. Historically, ATF purchases result in supplier purchase agreements with unfavorable terms and conditions, violate the University’s purchasing policies, place the University at risk financially, and create additional, often unnecessary, work for administrative support staff.

ATFs will NOT be processed and approved by PSCS through CruzBuy after November 1, 2018 without an ATF Justification form completed and attached.
Oct222018

October 22, 2018
Costco will not accept our POs as of October 19, 2018. We encourage your department to consider other suppliers such as Safeway in West Santa Cruz. Another option is our new Corporate Travel and Entertainment (CTE) card program. If you are interested in finding out more about the card, please contact Ivan Ditmars in Financial Affairs.

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Jul162018
Uniform Guidance Implementation
Uniform Guidance (UG) is the set of rules and regulations that governs the administration of federally funded projects during their lifespan. The bulk of Uniform Guidance went into effect on December 26, 2014, but much of the guidelines that impact University Procurement Services were delayed. To be compliant with UG standards, PSCS has implemented these guidelines effective July 1, 2018. This implementation is a requirement for UCSC to remain eligible to receive federal funds.

If you are involved in the purchase of goods and services for sponsored projects, please review the recently posted guidelines on Uniform Guidance. The UCOP Source Selection & Price Reasonableness Justification Form is to be completed by the requesting Department and attached to the CruzBuy requisition for all federally funded purchases greater than or equal to $10,000.
May22018
Fiscal Year 2017-2018 Year-End Closing Schedule
Our current fiscal year, FY18, will end on June 30, 2018. As we near this closing date, it is important for Divisions/Units/Departments to review purchasing requirements and budgets. You will need to be aware of deadlines which must be followed to ensure transactions are processed correctly and in time to meet fiscal year-end requirements.

A detailed calendar of closing events is posted on the Financial Affairs website. Please take the time to review the Fiscal Close 2017-2018 Schedule.
Apr122018

Jaggaer, the developer for CruzBuy, is still working to resolve the connectivity issue their clients have been experiencing for the last few days. Procurement will provide additional information as it becomes available.​​

Nov12017
Welcome Aboard CMRS!
We are pleased to announce that Copier, Mail and Receiving Services (CMRS) has joined Financial Affairs as of 11/1/17.
Along with Procurement Services, CMRS will be part of the newly formed department, Procurement and Supply Chain Services.

You can find more detail on these changes and help us welcome CMRS here.
Sep222017
Notice to Vendors: Fraudulent Purchase Order Email Activity
We want to alert you to an email scam involving fraudulent purchase orders and requests for product quotations purporting to originate from UC Santa Cruz, but are in fact fraudulent. While the university cannot prevent this illegal action, we are actively working to inform our suppliers of this on-going activity. Common features of these supplier-targeted counterfeit UCSC orders include:
  • The email message is poorly written, with misspellings and awkward sentence structure.
  • Orders start with an e-mail inquiry asking for a quote for a small order followed by a subsequent request for a larger order.
  • The order designates a Ship To address that is not a UCSC facility or indicates the product will be picked up at the supplier’s premises.
  • Invalid contact information, such as email addresses using deceptive extensions; e.g. @ucsantascruz.com or @ucsc.mygbiz.com.
  • The message may include an attachment that is designed to look like a purchase order, and may include a logo or other graphic, or a signature.
  • Please note that the university’s internet address is www.ucsc.edu and it is not our practice to ask our suppliers to ship to addresses that are not UCSC campus facilities. It is also not our practice to place orders for merchandise that will be picked up at supplier premises.

If you believe you have received a fraudulent order or quotation request you may forward it to UCSC Procurement Services at buy4me@ucsc.edu to verify the communication’s legitimacy before responding. You may also contact the Procurement Services department by telephone at: 831-459-2311.

May152017
UCSC Procurement Services e-Newsletter
A new edition of the Procurement Services Newsletter is now available. Click here to view the newsletter.
Apr282017
Fiscal Year 2016-2017 Year-End Closing Schedule
Our current fiscal year, FY17, will end on June 30, 2017. As we near this closing date, it is important for Divisions/Units/Departments to review purchasing requirements and budgets. You will need to be aware of deadlines which must be followed to ensure transactions are processed correctly and in time to meet fiscal year-end requirements.

A detailed calendar of closing events is posted on the Financial Affairs website. Please take the time to review the Fiscal Close 2016-2017 Schedule.
Aug32016

FIS Banner Unavailable
FIS Banner will be unavailable from noon, Monday, 8/8, through 7am, Tuesday, 8/9, while the annual Budget Roll processes are performed. CruzBuy will be available but any order submitted during this time will not process until the budget roll is completed.

Jul12016

CruzBuy Goes ERF-less!
ERFs are no longer required for meal-related purchases made solely through CruzBuy. More detail on changes to the entertainment reporting process can be found here. For questions, contact entertainmenthelp@ucsc.edu.

May62016

Fiscal Year 2015 - 2016 Year-End Closing Schedule
Our current fiscal year, FY16, will end on June 30, 2016. As we near this closing date, it is important for Divisions/Units/Departments to review purchasing requirements and budgets. You will need to be aware of deadlines which must be followed to ensure transactions are processed correctly and in time to meet fiscal year-end requirements. A detailed calendar of closing events is posted on the Financial Affairs website. Please take the time to review the Fiscal Close 2015-2016 Schedule.

Apr282016

UCSC Procurement Services e-Newsletter
A new edition of the Procurement Services Newsletter is now available. Click here to view the newsletter.

Oct202015
Fair Wage/Fair Work Plan
Procurement Services has implemented the new UC Fair Wage Fair Work Plan, which went into effect October 1, 2015. As background on this new policy, on June 22, 2015, President Janet Napolitano announced that minimum wages for its workers will be raised to $15 an hour over the next three years. This minimum wage requirement applies to both direct and service contract employees, requiring that they pay their employees a wage that meets or exceeds UC’s new minimum wage when hired to perform services on our campus. Click here to learn more.
Oct192015

UCSC Procurement Services e-Newsletter
A new edition of the Procurement Services Newsletter is now available. Click here to view the newsletter.

Sep12015

CruzBuy Gift Card Catalog Implementation
Introducing a new National Gift Card (NGC) catalog for the purchase of Gift cards used as non-cash employee awards or non-cash gifts to non-employees. This catalog within CruzBuy allows for gift cards to be purchased and sent directly to the requester, with e-invoicing from NGC to settle the payment. This meets Procurement Services continuing efforts to identify opportunity for streamlining of order processing while meeting minimum policy requirements, generating cost saving, and insuring minimum risk to the university. Click here to learn more.

Jun252015

CruzBuy Supplier Quote Requirements
While best practice would be to have a quote on every order, we understand it’s not always practical or efficient on low value purchase orders. Backing up your purchase requisition with pricing information such as a quote, email with pricing, or screenshot of website pricing would support and assist if any transactional issues were to arise with invoicing, or a dispute at a later date around the original terms of the order. Click here to learn more.

Jun12015

Campus Delays Implementation of New Federal Procurement Rules
University of CA - Santa Cruz will delay implementation of the new federal procurement rules found at 2 CFR Part 200, beginning with section 200.317, until July 1, 2016. Procurement Services will continue to follow the federal procurement rules found in Office of Management and Budget (OMB) Circular A-110. This deferment is authorized in Section 110-6 of the Frequently Asked Questions released by OMB and the Council on Financial Assistance Reform (COFAR) on August 29, 2014.
For more information see Uniform Guidance.

May12015

Fisher First!
The Fisher First program makes Fisher Scientific the flagship distributor for Life and Science chemicals, consumables, equipment, and laboratory supplies for the UC System. The agreement, based on the combined spending power of the 10 UC campuses, is expected to generate benefits greater than $10M in the first year alone. In addition, Fisher was awarded exclusive distribution for Corning brand C-contract items. Click here to learn more.

Mar302015

CruzBuy Upgrade
The 15.1 Upgrade, available in CruzBuy on Monday, 3/30, includes two new features: Dashboards / Widgets, and Favorites folder search functionality.

Click on the links below to learn more about these new features.

Favorite Search Engine Quick Guide

Dashboard and Widgets Quick Guide