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Coronavirus (COVID-19): Information and Resources

This page is regularly updated with 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.

 

Learn how to properly document purchases necessitated by the current pandemic.

Accounts Payable

  • Most campus mail, which includes invoices, is being directed to the Hopkins Services Center. 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

  • The Central Storehouse at the Hopkins Services Complex is operating as usual. Hours are 8:30 a.m. to 12 p.m. and 1 p.m. to 5 p.m.
  • The MRO Store (Maintenance and Repair Operations) is operating as usual. Hours are 7 a.m. to 4 p.m., Monday through Friday for shopping and 7 a.m. to 3 p.m., Monday through Friday for receiving.  
  • The Scientific Store in Haring Hall is operating as usual, with the exception of PPE fittings for lab coats, which have been discontinued at this time.  Hours are 8 a.m. to 12 p.m., and 12:30 p.m. to 4 p.m., Monday through Friday, excluding holidays. 

AggieSurplus

Document Shredding

  • Pickup of documents to be shredded is currently SUSPENDED.
    • You may still bring documents to be shredded to the Hopkins Services Complex at 615 Hopkins Road during regular business hours, Monday through Friday, 8 a.m. to 12 p.m., and 1 p.m. to 4 p.m. The documents will be securely shredded, and you will be provided with electronic certification of destruction.

Financial Reconciliation

Mail Services

  • Campus Mail delivery is currently SUSPENDED.  NOTE: UCDHS Mail Services remains unchanged.
  • Although Campus Mail Services have been suspended, if your department is returning to campus, you should complete the Return to Campus Form to stop the holding of departmental mail at the Hopkins Services Complex.
  • Campus customers can drop off mail and/or retrieve mail at Mail Services will-call, at 615 Hopkins Road, from 8 a.m. - 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 will continue normal operations. If your department is closed, critical packages can be re-routed to Mail Services by contacting the carrier with your tracking number.
  • Normal FedEx and UPS express mail services continue as usual.
  • Bulk Mail Services are available on a limited basis.

Special Messenger for urgent mail is available. Requests will be considered on an ad hoc basis, based on staffing, and other considerations.

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

  • NOTE: Make sure that all COVID19 purchases are properly documented.
  • PPE Registration: The online PPE Registration Form is to be completed every two weeks by the department staff member who maintains the departmental PPE inventory, identifying the business need for the upcoming two weeks.  This registration form should be completed every two weeks, regardless of where the PPE is purchased.
    • This information is used by the Supply Chain Management Data and Financial Analysis Team to identify trends in PPE supply and demand.  The data is used by Procurement and Contracting Services to plan for upcoming departmental needs.
  • PPE Available through Central Funding: Click on the Centrally Funded PPE tile in AggieBuy, under the AggieSupply header. 
    • ONLY items listed in this area of AggieBuy are available without a charge to the department.
    • Due to ever-changing supply and demand, each item may not consistently be available through central funding.  We ask you to please limit an order to what is needed for the short-term and not order excess.
    • If an item is not available through central funding, it may still be available for purchase through another AggieBuy catalog.
    • It takes up to 3 business days to fulfill the Centrally-Funded PPE orders.  The majority of orders are will-called at 615 Hopkins Rd; when picking up the order, have your order number and department name handy.
    • The orders for the UCDH (Medical Center) campus are being delivered, as normal mail delivery continues there.
  • PPE available from AggieSupply/Central Storehouse: If you cannot locate the desired items in the Centrally Funded PPE catalog list, click on the desired PPE tile(s) in the AggieSupply section of AggieBuy.  
    • These items will be charged to your departmental account as usual in AggieBuy.
  • Other PPE Product Supplier Options: If AggieSupply/Central Storehouse does not have the PPE you need, the following suppliers also provide PPE products. We have temporarily removed their HOSTED catalogs, thus ensuring you are seeing the most up-to-date product availability in the respective punch-out catalogs. Any items, PPE, or otherwise, purchased from these catalogs will be charged to your departmental account as usual in AggieBuy:
    • Bio-Rad
    • Fastenal
    • Fisher
    • Grainger
    • Millipore Sigma
    • Office Depot
    • VWR
  • Creating Disinfectant Solutions: This option is for laboratory staff ONLY.  Learn how to create your own disinfectant solutions, if desired products are not available in AggieBuy or elsewhere. 
  • Hand Sanitizer Floor Stands: 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.
  • Plastic Shield Barriers: Available from the Grainger catalog.  These are the barriers that can protect customers and employees and help maintain appropriate social distancing.
  • COVID Advisory Signage: Options for downloading are available from Repro Graphics on the Campus Ready website.

Procurement and Contracting Services

  • A PDF of the September 2020 Pandemic Purchasing Practices webinar is available; topics include Personal Protective Equipment (PPE) purchases, COVID signage and plastic shield barriers, guidelines for working at home and allowable expenses, and a reminder checklist of required supporting documentation when submitting purchasing documents in the Kuali Financial System (KFS). 
  • 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 pcardhelp@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 comments 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: