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. More information about doing business with the campus is available on the Basics for Suppliers website. Purchasing questions should be directed to Campus Shared Services Business and Financial Services.
CREATE or update A PROFILE IN THE UNIVERSITY’S FINANCIAL SYSTEM
- Complete a UC Berkeley Substitute W-9 & Vendor Information Form if you are doing business with UC Berkeley for the first time or need to update your existing supplier information. When completed and signed, the supplier may fax this form directly to the secure number shown at the top of the page.
- Establish electronic funds transfer instructions with the University for fastest payment.
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:
- Credit cards – Campus Shared Services can provide payment guarantees via University procurement cards for purchases of eligible goods and services valued at $4,999 or less, including sales tax and freight. Entertainment-related purchases are guaranteed via the Event Planner credit card which has significantly higher per-transaction limits.
- Paper checks and electronic fund transfers – these types of payments always require a University purchase order, which represents the University’s official “promise to pay” for the goods and services you provide to Berkeley Law customers.
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.
- Credit cards – the payment guarantee allows the supplier to process a charge against a designated credit card after the desired goods and/or services have been provided.
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 firstname.lastname@example.org – 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 – mail to University of California, Berkeley, Accounts Payable, 2195 Hearst Avenue, Room 101-B #1101, Berkeley CA 94720-1101 so it can be staged in the campus financial system for subsequent payment approval.