Accounts Payable Training Sessions

Overview

In September of 2022, the Accounts Payable Team began a series of training sessions held over Zoom. These training sessions provide overviews of and insight into campus financial processes at UC Berkeley. So far, the training sessions have included travel, credit card processes, reimbursment, payment methods, and vendoring.

How to Attend

If you previously attended one of the sessions you will automatically receive a meeting invitation to the next one. If you have not received a meeting invitation and want to attend a training session, please contact Accounts Payable at disburse@berkeley.edu and request the meeting information.

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Next Training Session: Monday, July 21, 2025 at 10:00 AM

If time allows, there will be a question and answer opportunity for any Accounts Payable-related processes.

Agenda

Topic: New Supplier's Perspective when Registering in the BFS Supplier Onboarding Portal. Help departments understand the supplier's perspective and the information they are provided.

(Topic is based on recurring vendoring@berkeley.edu helpdesk questions/feedback.)

Session will include:

  1. Review of Metrics: Annual New Supplier Registrations by type and volume
  2. Demo: How a new supplier registers using the Domestic Supplier invitation (list of template types to be shown, but the demo will only be for the Domestic Supplier Template)
  • Invitation email: Example will be shown featuring 'quick guide' bullet points, link to the Registration Help Guide (job aid), and Vendoring Team contact information
  • Registration form: Demo will show the required fields on each of the six pages (train stops) 
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Past Training Sessions

  • Demystifying IRS Tax Reporting related to AP Payments
  • Transcepta and the BearBuy Supplier Portal
  • Outbound Payables 101: Accounts Payable Banking Processes
  • Reimbursement 101: A Comprehensive Overview of the Reimbursement System
  • Supplier Onboarding Process, visitor travel, Purchasing and Payment matrix
  • Supplier Onboarding and Purchasing and Payment Matrix
  • Travel and Credit Card Programs
  • Transcepta: the University of California electronic invoicing partner
  • Renting and Electric Vehicles (EVs) (for both business and personal use), including Teslas through ConnexUC and Hertz
  • Overview of the supplier Update process and a visual of the DocuSign PowerForms used to help with fraud mitigation
  • Upwork and how it can help departments looking for independent contractors or temporary staffing
  • Tips, tricks, secrets, and things you didn't know you could see in BearBuy and BFS
  • Travel program updates
  • Expansion of the Uber Vouchers program
  • New Supplier Requests
    • How to identify existing suppliers so that you can get the goods or services you need right away without having to go through the process of adding a new supplier
    • Why that is important to the individual and to the university
  • Card Program: Updates and Process Notes
    • Pending consolidation of the bluCard and EPC programs
    • New website, resources, and trainings coming soon
    • Discussion of different models for managing the reconciliation process
  • Navigating business travel during uncertain economic times

Request a Recording

If you would like to review the recording of a past training session, please email disburse@berkeley.edu to request it.