CruzBuy Reference Manual

Chapter 1: Setup

Account Setup
Browser Support
Log On & Log Off
Passwords: Change or Reset
E-mail Notifications - How to Request
Color Scheme - How to Change
Ship To & Bill To Addresses - How to Add to your Profile
FOAPALs - How to Add & Edit in your Profile
FOAPALs - How to Set Defaults
PI/Other Approvers - How to Add Names
PI/Other Approvers - How to Set a Default Approver

Chapter 2: Shopping

Hosted Catalogs - Searching for & Adding Items to a Requisition
Punchout Suppliers - Connecting; Disconnecting; Adding Items to a Requisition
Forms - How to Submit Requests; Which Form to Use

Form Examples (Alphabetical List)
Animals
Blanket Order
C&G Subaward Request
Change Order
Chemical and Biological Reagent
DEA Controlled Substances
Equipment Lease
Ethyl Alcohol
Food and Entertainment
Non-Catalog Goods
Request for Radioactive Material
Recruitment Ads
Services
Student Programming
Vehicle Purchase/Lease
Vehicle Rental/Charter

Suppliers - Searching; Adding to CruzBuy; DBA

Policies and Guidelines

Summary: This page summarizes fair, ethical and professional business practices and policies that apply to *all* UCSC shoppers.

Policies for Requestors and Purchasers

Conflict of Interest: Avoid making, participating in, or attempting to influence any decision if you know or have reason to know that you have a financial interest in the outcome of that decision.
Favoritism: Avoid any personal business or professional activity that would create, or appear to create, a conflict between your personal interests and the interests of the University.
Personal purchases: Do not use University credit, purchasing power, or facilities to make purchases of goods or services for yourself or for non-University activities.
Unauthorized purchases: Do not make purchases you are not authorized to make, and only order goods and services that comply with University policy.
Employee-vendor: Do not purchase or lease goods or services from any University employee or from a business in which a UCSC employee has a 10% or greater interest.
Near-relative: Do not purchase or lease goods or services from a near-relative of a University employee or from a business in which a near-relative of a University employee has a 10% or greater interest.
Gratuities: Refrain from accepting gifts, preferential discounts, travel, entertainment, favors or services from current or potential suppliers to the University that might influence, or appear to influence, purchasing decisions.
Anti-Kickback: Never accept any money, commission, object of value, offer of employment, or compensation of any kind which is provided or offered, directly or indirectly, by a supplier, contractor or subcontractor for the purpose of obtaining favorable treatment in connection with a grant or purchase contract.
Supplier relationships: Promote positive supplier relationships through:

Non-discrimination: Do not use race, religion, sex, color, ethnicity and national origin of a supplier as criteria when conducting business.
Open competition: Encourage competition through open, equitable, and fair practices.
Fairness: Conduct business with current and potential suppliers fairly, equitably, and in an atmosphere of good faith.
Ethical practices: Avoid the intent and appearance of unethical or compromising practices in relationships, actions and communications.

Split purchases: Never split a transaction to bypass approval limits.

University of California Business and Finance Bulletins

BUS-34 - Securing the Services of Independent Consultants
BUS-43 - Goods and Services
BUS-50 - Acquisition and Use of Narcotics & Dangerous Drugs
BUS-77 - Independent Contractor Guidelines
BUS-78 - Conflict of Interest Guide
G-39 - Conflict of Interest Policy and Related Policies, Guidelines, and Regulations

The basic purpose of University purchasing policies and procedures is to support the teaching, research, and public service missions of the University in a cost-effective manner which best serves the interests of the people of the State of California.

The University is committed to maintaining high standards of performance based upon fair, ethical, and professional business practices. To further this, the University expects each University employee authorized to make purchases, to abide by these Purchasing Standards of Ethical Conduct.

Basic Concepts of UCSC's Purchasing Process

This page outlines the purchasing process in use at UCSC.

An employee or student of the University writes a requisition for an item or service they need. The requisition routes through an item-dependent approval step (PI/Other Approver), then to the Org Approval (Business Manager, Research Accountant, Research Analyst, etc.)

The next step may be Purchasing, depending on the item and the amount of money being spent.

The Supplier receives a Purchase Order and supplies the requestor with the item or service. The Supplier then sends an invoice to the Bill To address stated on the PO.

The Billing Office (FAST/AP, Library, Bookstore, Copier Program, Physical Plant, New Teacher Center (NTC), PP&C, or UARC) pays the invoice.

The process of buying goods and services:

End User Submits CruzBuy Requisition

PI/Other Approver when Required due to Item(s) Being Purchased

ORG Approval

Purchasing Department Approval
(low dollar, low risk requisitions may bypass Purchasing)

PO Sent to Supplier

Supplier Provides Goods/Services; sends an Invoice to "Bill to" Address

Invoice Paid by Billing Office

Chapter 1: Setup

Chapter 2: Shopping

Chapter 3: Completing a Requisition

Chapter 4: Approvals - for PIs and Other Approvers

Chapter 5: Accessing Orders

Chapter 6: Change Orders

FAQ

Policies for Requestors and Purchasers

University of California Business and Finance Bulletins