April 26, 2019
Dear Department Managers and ORUs,
The end of the semester is almost here! If you feel like you could use a cookie, join us from 2-3:30 in Durant 14 today!
We have more to tell you than usual, so here it is by topic:
Teal and Ana are attending Department Manager Meetings to provide updates on Summer Salary, Summer Sessions, Fall ASE/GSR hiring & Short Work Break and Fall Lecturer hiring. The bottom line is, Smartsheet is making these processes much easier and faster so we will make use of Smartsheet for most of these hires.
UCPath - Ana has escalated many detailed requests for changes, quicker processing time, and much much more. We are working in close partnership with the Dean’s office to figure out the best way for us to interact with the new system. Thanks again for your patience, assistance and perseverance as we adjust to this monumentally huge change.
Important note: UCPath access was granted erroneously to many across campus, for a variety of roles, that we are working to clean up. If you are asked to approve a transaction, please DO NOT proceed unless... the email came from a real live person (not UCPath) and is for something you recognize and/or expect to occur. There are lots of these emails flying around confusing everyone about when their approval is really needed. Consider it “fake news” from UCPath.
Supply Chain Management has removed two approvals (Org Node and Req Creator) for “low value” purchases to speed things up. Some of you might see this as adding risk. Either way, the changes are live across campus. All catalog orders in BearBuy that are under $5K or non-catalog under $1K will be “auto-approved” as long as a valid chartstring has been provided. For Faculty charging to their own funds, CF2 approval is still enforced.
To help you understand the BearBuy process, here is a great webpage: role & responsibilities which also includes definitions.
To help you set up BearBuy ONCE and barely have to think about it again, here is a guide to setup BearBuy default values. After you set these up, here is another guide to show you how to shop in BearBuy going forward. It really is as easy as Amazon!
Processing is fastest for catalog orders, but even non-catalog orders are processed quickly as long as the PO matches the invoice, you included the shipping address, a valid chartstring, and you created a receipt in BearBuy.
Here is a friendly list of Account Codes to help you pick the right one. These are the top five MOST frequently used:
55030 office supplies
55040 general supplies
55016 lab supplies
55101 computer supplies
56729 services
Fiscal Year end is coming… for processing by June 30th, you need to submit complete PO requests by the following due dates:
- Greater than $100,000 due 5/1
- Between $5,000 and $100,000 due 5/24
We are still getting questions from departments unsure if SHARE will provide RA resources.
Please request an RA assignment by writing to SHARE_Research@berkeley.edu
Thank you for reading this far! If you have any questions or concerns, please do reach out to us!
Teal and Max
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