Frequently Asked Questions

New Supplier Setup

I need to set up a new supplier. Where do I start?

To set up a supplier who does not have an existing (active) UC Berkeley Supplier Profile, please refer to the Supplier Onboarding Overview. The first step in the process is for an authorized campus 'Inviter' to send an invitation from the Supplier Onboarding Portal to the new supplier.

As a campus staff member working with a new supplier, how do I get access to the Supplier Onboarding Portal?

Campus departmental staff are granted the 'Inviter' role in the Supplier Onboarding Portal after attending a training session. To attend a training session, complete the Supplier Onboarding Training Sign-up Form. If you are waiting for training and need to set up a new supplier, ask around in your department or region for other staff members who already have the 'Inviter' role.

I sent a registration invitation to a new supplier several days ago. Why aren't they active?

Most likely the supplier has not completed the registration process. The invitation is valid for 30 days. It is also possible the Vendoring Team has requested that the supplier provide more information before the registration process can be finalized. The inviter can check the status of the registration using the 'View History' page in the Supplier Onboarding Portal. If the registration has not been submitted, the status will be 'Pending.' If the Vendoring Team has returned the registration for more information, the status will show as 'Request more information.'

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?

The Supplier Registration ID number is created by the Supplier Onboarding Portal to identify the supplier's profile information during the setup process. The Supplier ID number is created by the Berkeley Financial System (BFS) and used in the campus's procure-to-pay systems (BFS, BearBuy, Reimbursement) to identify the supplier's transaction records. The Supplier Onboarding Portal Registration Number has 6 leading zeros (000000####) and the Supplier ID Number has 4 leading zeros (0000######).

Will the campus department 'Inviter' receive an email notification when the supplier profile is active?

Yes, the inviter will receive an email notification when the supplier profile is activated. In addition, the inviter can monitor the progress of the setup through their Supplier Onboarding Portal invitation history dashboard.

Will the supplier receive an email notification when their profile is active?

Yes, once vetted and approved by the Accounts Payable Vendoring Team, the portal generates an email to the supplier confirming the setup is complete. The email contains important information, including their UC Berkeley Supplier ID number and general information about payment terms and campus purchasing policies. The supplier should reference their UC Berkeley Supplier ID number on all future transactions with the campus.

I see an error in the supplier profile. How do I get this corrected?

If you need to correct an error in the supplier profile, you will need to submit a Substitute W-9 and Supplier Information Form. Please refer to the Updating Existing Suppliers page for more information on how to update an existing supplier.

Do I use the Supplier Onboarding Portal to setup a UC Berkeley employee or student profile for reimbursements?

No. Employee profiles are interfaced from UC Path. Student profiles are interfaced from Campus Solutions. Any setup or updates to these profiles in the BearBuy or Reimbursement systems must come from the system of record.

Do I use the Supplier Onboarding Portal to set up a profile for a UC employee or student from another campus?

Yes. Please note that any UC employee must complete a Conflict of Interest Form.

Will the supplier be set up for 1099 withholding and reporting?

Information provided by the supplier during the setup process will help determine if 1099 withholding and reporting is appropriate. It is important that the supplier provides complete and accurate information.

Who do I contact if I need assistance?

The Accounts Payable Vendoring Team is here to help. Please send an email to vendoring@berkeley.edu.

Existing Supplier Profiles

How does the supplier submit an address change or other update to their profile?

The supplier should submit a Substitute W-9 and Supplier Information Form via fax to (510) 664-7209. All US domestic suppliers must sign the W-9 form to authorize the profile updates. Campus employees can not sign on behalf of the supplier. For fax assistance, please refer to Submitting Your W-9 Using FaxZero.

Can the supplier submit the Substitute W-9 and Supplier Information Form as an email attachment?

The Substitute W-9 and Supplier Information Form is only used to update existing profiles. Because forms can contain sensitive information (for example, a Social Security Number), the Substitute W-9 form must be submitted via fax. The university email system does not support the transmission of sensitive information. Any Substitute W-9 and Supplier Information Form submitted by email will not be processed.

Which fields on the Substitute W-9 and Supplier Information Form are required?

Please complete the following fields, even if only a single field is to be updated:
  • Supplier ID
  • Name
  • Addresses
  • Email
  • SSN/TIN
  • UC Berkeley Contact
  • Signature
  • Printed Name
  • Date

How do I create an electronic signature?

You can create an electronic signature using one of the following methods:
  • Create an image (either jpeg, gif, or png file format) of your signature and add it to the PDF version of the document you are signing
  • Draw your signature in Microsoft Paint or similar software, save it as an image (either jpeg, gif, or png file format), and insert it into the signature area on the document

Does the Vendoring Team confirm receipt of faxes?

Faxes are sent directly to a digital imaging system for electronic storage. Only requests to update supplier profile information are received by fax. Please monitor the supplier profile in BearBuy or BFS to confirm that the fax has been received and the information has been updated accordingly.

The supplier's profile is inactive. How can their profile be reactivated?

To request reactivation of a supplier that is currently inactive and not available for shopping, please email: vendoring@berkeley.edu. Please include in the subject line the word 'Reactivate', the supplier's name, and the supplier number.

Can a campus employee sign the Substitute W-9 and Supplier Information Form on behalf of the supplier?

No. The form must be signed by the U.S. domestic supplier.

Policy

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.

May a UC student from another campus (not UC Berkeley) be set up as a supplier?

UC students enrolled 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.