Meeting and Entertainment Approvals

Report
April 25, 2014
Meeting & Entertainment
Town Hall
Agenda
• BearBuy and Catering
• New Catering and Meeting & Entertainment
Process
– What’s New
– What’s Changed
– What Remains the Same
• Catalog Shopping Preview
• Project Update
2
BearBuy and Catering
• UCSF has over 10,000 catering events;
spending over 10 million dollars per year.
• Catalogs provide simple, automated process
for ordering and paying for goods and services
from frequently used suppliers.
• We are adding a catering catalog for campus
users to improve the ease of ordering and
paying for these services.
• Launching at the end of April or May.
3
BearBuy Catering Process
• America To Go: A punch-out catalog with over
30 local restaurants and caterers delivering to
UCSF locations.
• Meeting and Entertainment Payment
Request form in BearBuy: For payments to
caterers delivering to UCSF.
• Meeting and Entertainment Approvals in
BearBuy.
4
Who is in the Catalog?
5
What if I want to use a caterer
outside the catalog?
• Ask Caterer to join the America To Go catalog.
• Department Responsible for ensuring:
– Caterer has current and satisfactory licenses and
permits.
– Caterer provides Insurance naming UCSF as
additionally insured.
• Use new Meeting and Entertainment Form.
– Based on discontinued paper CRÈME form.
– Form automatically routes to M&E approvers.
– The caterer will be paid after all approvals, including
AP.
6
Changes to Meeting & Entertainment
Approval in BearBuy
• New Meeting & Entertainment approver role
created for BearBuy.
• Existing Meeting & Entertainment approvers have
been setup with new M&E approver role in
BearBuy.
• Any new Meeting and Entertainment Approver
will need to:
– Complete a System Access Request.
– And send a Signature Authorization form (U-242) to
[email protected]
7
What’s Unchanged with Meeting &
Entertainment Process
• Exceptional Approval: Remains outside the
BearBuy system using paper forms.
– Attach approvals to Catalog orders and forms.
• Facilities Request Forms must still be used for
off-campus events or when a contract requires a
signature.
• AP will review the M&E Payment Request Form
prior to release of payment.
• Moffit Catering is available on the BearBuy
website for ordering.
8
What about Catering through
Campus Life Services?
• Love your Vendor. Buy on Campus. Support
Arts and Events by selecting On-Campus
Vendors in the America To Go Catalog.
• Partial proceeds fund UCSF Arts and Events
programs.
• Catering Charge program ENDS when the
Catalog goes live.
9
America To Go Catalog
•
•
•
•
•
•
Searchable menus, including downloads.
Saved favorite orders.
Catalog calculates per person costs.
Approved Caterers with insurance on file.
Email order confirmation.
Love Your Vendor: On-Campus Vendors are
easy to find and support.
• 24x7 telephone support from America To Go.
10
Catalog Shopping in BearBuy
•
•
•
•
•
Landing Page
Planning an Event.
Selecting a Caterer.
Campus Compliance Requirements.
Confirming Orders.
11
Catalog Landing Page
12
Planning for an Event
• Provide the date & time for delivery under
Order Time.
• Allow time for your assigned M&E Approver to
approve the order before the event.
13
Select a restaurant or caterer
Once you set a delivery time, a list of available and approved vendors will appear
Click on a vendor’s name
to view more
information
Click the logo and the ORDER NOW
button to view the menu.
14
Campus Compliance Requirements
Provide required information:
 Number of Attendees
 Calculates per person cost
 Meal Type
 Activity Type
 Alcohol
 Additional Approvals required
 Host Name
 Business Purpose
 Attach Guest List
15
Confirm your order
• Review Order Summary.
–
–
–
–
–
Caterer
Date/Time
Items
Type of Activity
Per Person Costs
• Return Order to
BearBuy for M&E
approval.
16
Next Steps
• Do you have the correct role?
– Who purchases and who approves catering?
– Identify participants for training in BearBuy.
• Take Recommended Training
– Entertainment Approval and Form Training for
M&E Approvers on the Controller’s website.
– America To Go Catalog Training for Requesters and
Shoppers on the BearBuy website.
• Use America To Go at the earliest opportunity.
17
Additional Resources
• America To Go Frequently Asked Questions
http://cpbc.ucsf.edu/sites/cpbc.ucsf.edu/files/wysiwyg/Ameri
ca_To_Go_FAQs.pdf
• BearBuy Procurement and Newsletter signup:
http://bit.ly/UCSFBearBuyNewsletter
• Controller’s Office Newsletter signup:
http://controller.ucsf.edu/newsletter/newsletter_031114.asp
#how_sign_up_mail_list
• Business 79, Meetings and Entertainment Policy:
http://policy.ucop.edu/doc/3420364/BFB-BUS-79
• BearBuy Training Materials: http://cpbc.ucsf.edu/training
• Meeting & Entertainment Payment Request Form Training:
http://controller.ucsf.edu/travel/procs.asp
18
Campus Contacts
• For questions about America To Go: Stacey
Templeman, Catering Project Lead:
[email protected]
• For questions about catalog caterers or tasting
events: Carolyn Greer, America To Go Account
Manager, Email: [email protected]
• For questions about Meeting and Entertainment
Policy: [email protected]
• For questions about using BearBuy:
[email protected]
19
Any Questions?
20

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