April 25, 2014 Meeting & Entertainment Town Hall

1. April 25, 2014 Meeting & Entertainment Town Hall

2. 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

3. 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.

4. BearBuy Catering Process New! • 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.

5. Who is in the Catalog?

6. 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 paidafter all approvals, including AP.

7. 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 COAPmail@ucsf.edu. New!

8. 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.

9. 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.

10. 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.

11. Catalog Shopping in BearBuy • Landing Page • Planning an Event. • Selecting a Caterer. • Campus Compliance Requirements. • Confirming Orders.

12. Catalog Landing Page

13. 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.

14. 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.

15. 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

16. Confirm your order • Review Order Summary. • Caterer • Date/Time • Items • Type of Activity • Per Person Costs • Return Order to BearBuy for M&E approval.

17. 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.

18. Additional Resources • America To Go Frequently Asked Questions http://cpbc.ucsf.edu/sites/cpbc.ucsf.edu/files/wysiwyg/America_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

19. Campus Contacts • For questions about America To Go: Stacey Templeman, Catering Project Lead: stempleman@berkeley.edu • For questions about catalog caterers or tasting events: Carolyn Greer, America To Go Account Manager, Email: carolyn.greer@americatogo.com • For questions about Meeting and Entertainment Policy: cosolutioncenter@ucsf.edu • For questions about using BearBuy: BearBuy@ucsf.edu

20. Any Questions?