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Purchasing Services

Please contact Front Desk with any questions related to the procurement of services by companies or individuals. Please allow 10 working days between submission of complete documentation and start of work, in order to allow for review and approval by Campus Shared Services. 

Vendoring

Any supplier doing business with the UC must be set up as a vendor in the campus Vendoring system. If the supplier has done business with the UC previously, they should already be in the system. If this is the supplier’s first time doing business with the UC, they must complete and submit a W-9 form. The form must be submitted via fax to the number at the top of the form.

Services Provided by Independent Contractors & Consultants

If the vendor uses their SSN as their federal tax ID number, they are considered an Independent Contractor. To set up a Purchase Order (PO) for an Independent Contractor, the following documents are required.

Required documents from the requestor:

  1. SSW Purchasing Services/Independent Contractor Request Form

    i. Must be signed by requestor

    ii. Must be signed by PI on designated funds (if other than requestor)

  2. Proof of Price Reasonableness & Source Justification

  3. Pre-Hire Worksheet for individuals

  4. Supply Management's Statement of Work Template (see Statement of Work Template) or Alternative Scope of Work Template

Required documents from the Supplier:

  1. Certificate of Insurance

  2. Conflict of Interest Certification

  3. Supplier’s Proposal/Quote

Submit completed documents to swdesk@berkeley.edu (preferred) or swdesk mailbox in 120 Haviland, we will submit in BearBuy.

Once the PO has been generated, we will email you with the PO# (the supplier should keep number this on record as well), and the supplier may begin work. Suppliers should not begin work until the PO has been generated.

Services Provided by Companies

When hiring companies to perform services (e.g. printing, design), please fill out and submit the required documents to the Front Desk before the work begins.

(If you are submitting the request after work has begun/been completed, please refer to the After the Fact section below).

Required documents from the requestor:

  1. SSW Purchasing Services Request Form

i. Must be signed by requestor

ii. Must be signed by PI on designated funds (if other than requestor)

Required documents from the Supplier:

  1. Quote or estimate (see After-the-Fact section below if you already have an invoice)

Submit completed documents to swdesk@berkeley.edu (preferred) or swdesk mailbox in 120 Haviland, we will submit in BearBuy.

Once the PO has been generated, we will email you with the PO# (the supplier should keep number this on record as well), and the supplier may begin work. Suppliers should not begin work until the PO has been generated.

Invoicing

Once the PO has been approved and the supplier has begun work, they can begin invoicing for the work. Suppliers should note the PO# on the invoice. Most suppliers send invoices directly to the requester. Submit invoice to swdesk@berkeley.edu or swdesk mailbox in 120 Haviland and we will submit it to Disbursements for payment.

After-the-Fact Payment Requests

If you are submitting a request AFTER services have already begun or been completed, then an After the Fact Justification must be provided along with the rest of the required documentation, whether the services are provided by a company or Independent Contractor.

The Dean's exceptional authorization is required for all After-the-Fact purchases, in addition to the normally required documentation.

After-the-fact requests should be a rare and exceptional occurrence.

Additional Purchasing Process Information: 

Supply Chain Management: Independent Contractors

Supply Chain Management: Doing Business with UC Berkeley

Supply Chain Management: Vendoring

Supply Chain Management: After the Fact Justification for Unauthorized Purchases

Purchasing Services - Self-Service