Effective November 4, 2019, the ownership of the Vendoring Process has been transitioned from Supply Chain Management to the Controller’s Office. Please visit the Controller’s Office Vendoring website for Vendoring Information: https://controller.berkeley.edu/financial-operations/accounts-payable/vendoring
Here is a summary of key steps in the UC Berkeley purchasing process for individuals and businesses providing goods and services to Berkeley Law customers.
- A University department requesting to do business with a supplier that is not a UCB student or employee should fax (510) 664-7209 a UC Berkeley Substitute W-9 & Supplier Information Form to the Vendoring Unit for processing. Please use this form to also update a supplier’s information and note the vendor number in the upper right hand corner.
- All suppliers providing goods and services need to fill out a Conflict of Interest Form.
- For fastest payment, establish direct deposit with the University by following the electronic funds transfer instructions. Electronic Fund Transfers (EFT) are also known as Automated Clearing House (ACH) transactions.
OBTAIN A PAYMENT GUARANTEE IN ADVANCE FOR EVERY PURCHASE
Per UC purchasing policy, a payment guarantee must be established with the University before the desired goods and/or services are provided to a Berkeley Law customer:
Please note – vendors and Berkeley Law customers should not expect swift payment of any invoice for which no advance payment guarantee was established. University policy considers these after-the-fact invoices as “unauthorized purchases” and payment may be significantly delayed while a supplier profile is established in the campus financial system, internal approvals are obtained, and required paperwork is prepared and processed. Additionally, our Senior Buyer typically will not expedite any after-the-fact, high-value purchases. These transactions may require up to 30 days before a purchase order is dispatched and an invoice can be paid against it.
An invoice represents a vendor’s official “demand for payment” against an established payment guarantee. An invoice in any format should include the supplier’s name and address, the date, an invoice number or other type of unique identifier for the payment request, the name of the Berkeley Law customer, an itemized description of the goods and/or services provided, and the amount to be paid. The name and address on the invoice must match the information in the supplier’s profile. A courtesy copy of the invoice sent to the Berkeley Law customer is recommended for both electronic and hardcopy submission processes.
- University purchase order – the supplier’s invoice must include the University purchase order number that was established as the payment guarantee for the purchase.
- Electronic submission – attach a scanned copy of the invoice to email and send to email@example.com. One invoice per message. Use this format for the subject line: BB00271987#12345_ with no spaces, use # to separate the PO number from the invoice number and use an underscore to indicate the end of the line.
- Hardcopy submission via postal mail and courier delivery, to be sent to Accounts Payable, the address is:
University of California, Berkeley
Warren Hall, Room 159
2195 Hearst Ave.
Berkeley CA 94720-1101
Please contact firstname.lastname@example.org if you have any questions.