The table outlines the required supporting documents/attachments required on requisitions for different purchase types as well as providing guidance on which BearBuy forms to use for these purchases.
Purchase Type |
HIPAA (BAA) | IT Security AssessmenT |
Insurance |
Statement |
Supplier Quote or Proposal | Additional Information and BearBuy Form Use |
---|---|---|---|---|---|---|
Capital Equipment |
|
yes | yes |
|
||
Cloud Computing Services | yes If purchase involves Protected Health Information (PHI) |
yes* | yes | yes | Use the Software and Cloud Computing Form to create a requisition for your purchase. | |
Cloud Software - Related to services |
yes If purchase involves Protected Health Information (PHI) |
yes* | yes | yes | yes | Use the BearBuy Software and Cloud Computing Form to create a requisition for your purchase. |
Computers and Peripherals | yes | yes |
|
|||
Consulting, contracting, Insurance/Finance service; Healthcare service; Security service (0Including Individual or independent professionals) |
yes |
yes** | yes | yes | yes |
** If Personally Identifiable Information (PII) or National Provider Identifier (NPI) information is accessed, transmitted or stored.
|
Freight-Goods Transportation Service | yes | yes | Use the BearBuy Amount-Based PO Form to create a requisition for your purchase. | |||
Drug Enforcement Agency (DEA) Controlled Substance (Drugs/Pharmaceuticals) | yes | yes | Use the BearBuy DEA Controlled-Substances Form to create a requisition for your purchase. | |||
Custodial Service | yes | yes | yes |
Contact the Facilities Department first before making a purchase. For services outside of UCSF standard custodial services, please check with your Department-Assigned Buyer. |
||
Employee Development/ Training |
yes | yes | yes | Use the BearBuy Professional Services/ Independent Consulting Form to create a requisition for your purchase. |
||
Facility Rental Services | yes | yes |
|
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Goods - Supplies and Materials (Research; Lab; Office; Cleaning; Medical; Law Enforcement; Books; Lab Instruments) | yes | yes |
|
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Office Furniture | yes | Purchase these items from the BearBuy One Workplace punch-out. | ||||
Printing and Mail Handling | yes | yes | yes | |||
ReadyRefresh (Arrowhead) | yes | Use the BearBuy Standing Order Amount Form to create a requisition for your purchase. | ||||
Repair/Maintenance | yes | yes | Use the BearBuy Amount-Based PO Form to create a requisition for your purchase. | |||
Services – common services (graphics services, printing forms/stationary; audio/visual supplies; uniforms; lease and rentals, web design/ development, lab sequencing) | yes If purchase involves Protected Health Information (PHI) |
yes* For web design |
yes | yes | Use the BearBuy Amount-Based PO Form to create a requisition for your purchase. | |
Software and Software Licenses | yes If purchase involves Protected Health Information (PHI) |
yes* | yes | yes | yes |
|
* If supplier handles or stores University of California (UC) data or connects to the UC network.
LESS COMMON PURCHASE TYPES (Under $100K) |
HIPAA (BAA) | IT Security Assessment | Insurance Certificate |
Statement |
Supplier Quote or Proposal | Additional Information and BearBuy Form Use |
---|---|---|---|---|---|---|
Leases (vehicle, capital, operational); not including real estate leases | yes | yes | Use the BearBuy Amount-Based PO Form or Capital Equipment Form to create a requisition for your purchase | |||
Music and Arts | yes | yes | yes |
|
||
Moving Expenses (e.g.; research equipment) | yes* If purchase involves Protected Health Information (PHI) |
yes | yes | yes |
* If moving research information stored in the equipment or paper files with Personally Identifiable Information (PII) and Protected Health Information (PHI). The Risk Management Department may need to be consulted to determine the need for a Business Associate Agreement (BAA).
|
|
Photography and Video Services | yes If purchase involves Protected Health Information (PHI) |
yes | yes | yes |
|
|
Tax-Free Ethyl Alcohol |
|
For questions regarding this checklist, email [email protected].
Updated as of June 8, 2018