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Coronavirus (COVID-19): Information and Resources

This page provides the latest information on how Supply Chain Management is addressing COVID-19 (coronavirus) concerns.  Please visit the Finance, Operations and Administration COVID-19 operations information page for additional information.

Plan ahead when purchasing during the pandemic.
The Centrally-Funded PPE program is once again available.

Accounts Payable

  • To help Accounts Payable process invoices, notify suppliers to:
    • Email any new invoices, with a valid Purchase Order # to invoicing@ucdavis.edu

    • Use the electronic invoicing platform, Transcepta. Suppliers can register directly at: connect.transcepta.com/ucdavis. This platform helps ensure that suppliers have provided all the necessary information to the invoice team.

  • ACH (Automated Clearinghouse) transactions continue to be paid daily, including any reimbursements to employees enrolled in direct deposit.

  • Paper checks are printed Tuesday through Thursday, and available for pick up at the Hopkins Services Center (Monday through Friday 8:00am-4:30pm).  No check printing is done on Mondays and Fridays.

  • Only check attachments scanned into the Kuali Financial System (KFS) will be included with disbursements – please do not mail attachments to AP.

  • Questions about invoices or payments should be directed to aphelp@ucdavis.edu.

AggieBuy

AggieSupply

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Document Shredding

If you have a grey shredding tote in your office not currently in use, please fill out a shred request, and the Document Shredding team will come pick it up.  Thanks for your help!

Financial Reconciliation

Mail Services

  • Campus and UCDH departmental mail service is currently occurring.
  • For Davis departments that have not returned to campus, customers can drop off and/or retrieve mail at Mail Services will-call, at 615 Hopkins Road, from 8 a.m. - 12pm and 1 - 4:30 p.m. Monday through Friday.  Outgoing U.S. mail delivered to the drop box locations by 2 p.m. Monday through Friday, or dropped off at Mail Services (Hopkins Services Complex) by 3 p.m. Monday through Friday, will be processed within the same business day.
  • FedEx and other carriers continue normal operations. If your department is closed, critical packages can be routed to Mail Services by shipping them to:
    • Contact Name
    • Department Name
    • 615 Hopkins Rd.
    • Davis CA 95616
  • Due to the overwhelming package volume, we ask that only items necessary to current operations are ordered to Hopkins.
  • FedEx and UPS express mail services continue as usual.

Special Messenger for urgent mail is available. Click the Log in with UC Davis Login button to log in with your campus user ID and Kerberos passphrase.

Personal Protective Equipment (PPE), Clear Mask, Plastic Barrier, Sanitizer Stand, and Signage Availability

Make sure all COVID19 purchases are properly documented.

PPE Items in AggieBuy

  • Check the Centrally-Funded PPE program first.  If you can't find what you need there, we recommend that you check the AggieSupply/Central Storehouse catalogs to see if they have the desired PPE items.  If these catalogs do not have the PPE you need, the following punch-out catalogs also provide PPE products.
    • Bio-Rad, Fastenal, Fisher, Grainger, Millipore Sigma, Office Depot, VWR

Clear Face Masks

  • These masks allow the mouth to be seen and can be helpful for working with others who may have hearing challenges.  The following clear masks have been approved for use by Safety Services. Please note: Face shields are not an acceptable substitute for face coverings. They may be worn in addition to face coverings, but not in lieu of a face covering.

    • Reusable, washable Mask With Anti-Fog Window, Catalog No. 18-888-000: Purchase in AggieBuy, using the Fisher Scientific punch-out catalog:

      Clear Mask from AggieBuy Fisher Catalog

    • Reusable, washable, The Hearing Spot Clear Window Communication Mask: Purchase in AggieBuy, using the Amazon punch-out catalog:

      Hearing Spot Clear Face Mask in AggieBuy Amazon Catalog

    • Reusable, not washable, FaceView Mask: Purchase on the FaceView website, using a Procurement Card:

      FaceView Clear Face Mask

       

    • Disposable, Quartz ASTM3, BendShape Mask: Purchase on the BendShape website, using a Procurement Card:

      BendShape ASTM3 Clear Mask

       

    • Reusable, washable Quartz ASTM1, BendShape Mask: Purchase on the BendShape website, using a Procurement Card:

      ASTM1 Bendshape Clear Mask

Plastic Shield Barriers

  • These are available from the Grainger catalog.  These are the barriers that can protect customers and employees and help maintain appropriate social distancing.

Hand Sanitizer Floor Stands

  • These are available from the HD Supply, Spectrum Chemical, Scientific Store, and Waxie catalogs.  These can be helpful for placing hand sanitizer in locations where customers and/or employees can safely hand sanitize, while maintaining appropriate social distancing.

COVID Advisory Signage

Procurement & Contracting Services

Plan ahead when purchasing!  With the impact that COVID-19 has had on distribution and transportation companies, please note that it may take longer than usual for orders to be fulfilled and shipped.  Allow more time for products to arrive before they are needed.  Personal Protective Equipment (PPE), as well as some medical and science goods, are experiencing order delays.  For some computer and Information Technology (IT) purchases, a 60-90 day lead time may be necessary.  We recommend checking on shipping dates with a supplier, as needed, prior to placing an order.
  • The university contract with Zoom can assist with your web conferencing needs.
  • The Strategic Sourcing unit is working with university suppliers to ensure that items are available in the quantities and timelines required by departments.
  • Procurement Card Help Desk remains operational, with staff working remotely. New cards can be arranged for pick up at the Hopkins Services Center. Please contact cardprogramhelp@ucdavis.edu with any questions, or to request a temporary increase in a credit limit.  The default limit for Procurement Cards is $9,999.99 per day.
  • When purchasing items that are required due to the COVID19 pandemic, that would not have otherwise been purchased had the pandemic not occurred, the following are required: 
    • A brief statement showing how and why the expense is necessary due to COVID-19 must be entered in the Kuali document description or explanation field, or in the AggieBuy Business Purpose section of the AggieBuy requisition.
    • The Project Code COVID19 must be included.
  • If the university Procurement Card is used for a COVID19 critical expense, the following must be entered on the resulting KFS Procurement Card document:
    • In the Explanation field, a note indicating how the purchase is COVID19 critical must be entered.
    • In the Project Code field, COVID19 must be entered.

Travel and Entertainment

The information below can help you best manage travel and entertainment transactions during the COVID19 pandemic: