New Supplier Setup
I need to set up a new supplier. Where do I start?
As a campus staff member working with a new supplier, how do I get access to the Supplier Onboarding Portal?
I sent a registration invitation to a new supplier several days ago. Why aren't they active?
What action should the supplier take after receiving the registration invitation email?
The email contains a link to the Supplier Onboarding Portal and their unique access code. The supplier representative should follow the instructions in the email to submit their registration request.
Important: The link and the access code will be needed to update their registration request if their submission is incomplete. It is recommended that the supplier save the invitation email until their profile is activated.
What are some common reasons the supplier will be asked to provide more information?
- When signing up for Electronic Funds Transfer (EFT), a voided check or printout from the bank confirming the account number is missing
- A required form or document is not attached or is incomplete - for example, the Conflict of Interest Form, a Certificate of Insurance, or a Foreign Bank Authorization
- Missing UC Berkeley contact information
What is the difference between a Supplier Registration ID number and a Supplier ID number?
Will the campus department 'Inviter' receive an email notification when the supplier profile is active?
Will the supplier receive an email notification when their profile is active?
I see an error in the supplier profile. How do I get this corrected?
Do I use the Supplier Onboarding Portal to setup a UC Berkeley employee or student profile for reimbursements?
Do I use the Supplier Onboarding Portal to set up a profile for a UC employee or student from another campus?
Will the supplier be set up for 1099 withholding and reporting?
Who do I contact if I need assistance?
Existing Supplier Profiles
How does the supplier submit an address change or other update to their profile?
Can the supplier submit the Supplier Information Update form as an email attachment?
The supplier's profile is inactive. How can their profile be reactivated?
Can a campus employee sign the Supplier Information Update form on behalf of the supplier?
Does the Vendoring Team confirm receipt of the Supplier Information Update form?
May a UC employee (past or present) do business with UC Berkeley as a supplier?
Any UC employee (regardless of UC campus) wishing to do business with UC Berkeley must address Conflict of Interest concerns. Employee-Supplier relationships are generally prohibited under UC Procurement Policy BFB-BUS-43.
Profiles for present UC Berkeley employees are created and maintained in UC Path and interfaced automatically to BFS, BearBuy, and the Reimbursement systems.
Profiles for past UC Berkeley employees who are now entering into a supplier relationship with the campus may be set up. A personal (non-berkeley.edu) email address must be provided. A signed Conflict of Interest (COI) form with both Part A and B completed is required. The COI form will need to be approved by management prior to the supplier setup request being processed.
UC employees working at any other UC campuses can be set up as a UC Berkeley supplier through the Supplier Onboarding Portal. The request should only include their personal information and no UC information. The request will need to include a Conflict of Interest (COI) form with both Part A and B completed and signed. The COI form will need to be approved prior to the request being processed.
For questions regarding a potential Employee-Supplier relationship, please contact the Campus Buyer for your department.
May a UC Berkeley student do business with UC Berkeley as a supplier?
UC Berkeley students should be hired as employees when providing services to campus. Students should not be paid as a supplier as it is unlikely that a student will be in a true independent contractor relationship with the university as defined by IRS regulations. If the campus department believes it has an exceptional situation, they need to contact their Campus Buyer for instructions on how to proceed.
Supplier profiles for present UC Berkeley employees are created and maintained in Campus Solutions and interfaced automatically to BFS, BearBuy, and the Reimbursement systems.