- What is my ID number?
- How do I get a UCSF ID Badge or get a replacement?
- How do I gain access to UCSF Locations?
- Who do I contact for any facilities issues?
- Who do I contact if I have HR-related questions OR I need to report a life event (e.g., pregnancy, leaving the lab, etc)?
- Who do I submit my BearBuy order or purchasing request to?
- What should I do with the packing slips for UCSF-related packages I receive?
- Who do I submit my reimbursement request to and what documentation should I submit?
- How do I send packages with hazardous materials in it, e.g. Dry Ice?
- How do I send out mail?
- How do I receive mail?
- I have more questions; where do I start?
What is my ID number?
You have several ID numbers.
- UCSF Employee ID Number: 9-digit number that begins with '02'
- UCPath ID: 8-digit number
- MyAccess SFID: 8-alphanumeric set that is structured 'SF123456'
The simplest way to find your ID numbers is to login to MyAccess. Toward the top of the screen select 'My ID'. Your ID numbers along with some other primary information will be displayed.
How do I get a UCSF ID Badge or get a replacement?
- First contact Eric Fethe (phone 415-484-3102 or email).
- Second make an appointment with WeID (UCSF Police Department).
How do I gain access to UCSF Locations?
- LARC Facilities - Visit LARC's Access page for requirements: https://larc.ucsf.edu/facilities-access.
- Parnassus Flow Cytometry Core - Visit PFCC Access page for requirements: https://flow.ucsf.edu/lab-locations-and-webcams
- All other UCSF locations, contact Eric Fethe (email only, for record purposes).
- Provide the following details:
First name:
Last name:
Employee ID (a 9-digit number that begins with 02):
Access code(s) if known -or- as much detail as possible about the exact door(s) you need access to:
Reason for access:
Start Date for access to begin:
End Date for access to cease:
Who do I contact for any facilities issues?
- For ALL CTB lab locations, contact Yenny Hua (phone 415-683-1119 or email).
- Please provide Yenny with the exact location, detailed description of the issue, and a picture (if it could be helpful).
- NOTE: A funding source may be required to process your facilities request.
Who do I contact if I have HR-related questions OR I need to report a life event (e.g., pregnancy, leaving the lab, etc.) ?
- Contact Eric Fethe (phone 415-484-3102 or email).
Who do I submit my BearBuy order or purchasing request to?
- All CTB labs, submit your request to Ivy Lee (phone 415-476-8242 or email).
- Ensure that the funding information is included.
- Ensure the appropriate PI approves the order & funding source via email or adds a comment to the BearBuy order, as needed.
- Purchasing requests under $5,000 submitted before 3pm should be processed within 24 hours.
- Purchasing requests under $5,000 submitted after 3pm should be processed within 48 hours.
- PO's will not be processed on Fridays. If they are received after 3pm on Thursday they will not be processed until the following Monday.
- Purchase requests over $5000 may take a number of days to process due to the approval process.
- After the fact PO request: Make sure you request a PO for all of your orders, request for service, or publications before you purchase them.
Per UC policy, purchases made without first issuing a PO (after the fact purchase) is unauthorized. To improve policy compliance, the campus must follow a new process beginning March 1, 2016; therefore, obtaining after the fact POs will be harder.- You must complete the After the Fact Justification Form to process your request if you do not obtain a PO beforehand.
What should I do with the packing slips for UCSF-related packages I receive?
- Every single UCSF-related package received in the department should have a packing slip or an inventory slip within it. EVERY PACKING SLIP MUST BE SIGNED AND DATED and placed in the respective packing slip location in each lab for Yenny to pick up.
It is important to date and sign each packing slip because in the event there is a question or problem pertaining to a certain package we know who received it and when it came in.
Who do I submit my reimbursement request to and what documentation should I submit?
Not all purchases are reimbursable. Verify with Ivy Lee or Yenny Hua prior to making purchases other than standard travel expenses and standard meeting expenses. Gifts, supplies purchased outside of BearBuy, software, group activities (e.g., tickets, games, meals), subscriptions, alcohol, etc., may have restrictions, could require exceptional approval, or could be non-reimbursable.
- Assign Yenny Hua as your expense delegate in MyExpense. Click here for steps to grant or remove delegate access.
- Submit all reimbursement requests, receipts, and any other backup documentation to Yenny Hua via email.
Employees are responsible for reporting actual expenses within 45 days of the End of Trip/End of Event/Last Purchase Date to ensure timely reporting of expenses and to avoid IRS tax implications.
Travel Reimbursement Policy Links & Quick Tips
**Be sure to review the guidelines above and below**
Policy Links
- Make sure your reimbursement request is within UCSF Travel Guidelines.
- UCSF Travel Policy (Policy G-28).
- Travel Guidance during COVID-19 Pandemic. Note that guidance changes frequently and should be reviewed often.
Guidelines
- Complete a Travel Reimbursement Form, be sure to indicate the funding source to charge, and have PI sign (digital signatures are accepted).
- UCSF login required to view form.
- Form is fillable after being downloaded.
- Provide both itemized receipts (what was purchased) -and- payment receipts (how you paid) for all expenses you are requesting reimbursement for. Due to varying information provided on receipts, additional documentation may be required in order to advance through the approval process.
**BEST PRACTICE is to only pay for yourself when you are traveling. Shared receipts will require additional justification, take additional time to process, and are at risk for rejection by Accounts Payable.
- Alcohol is non-reimbursable while traveling.
Event/Meeting Reimbursement Policy Links & Quick Tips
**Be sure to review the guidelines above and below**
Policy Links
- Make sure your reimbursement request is within UCSF Meeting and Entertainment Expenses Guidelines.
- UCSF Expenditures for Business Meetings, Entertainment, and Other Occasions (BUS-79).
- Interim Policy on Events during COVID-19 Pandemic. Note that guidance changes frequently and should be reviewed often.
- UCSF Essential Events and Gatherings Exemption Request Form
- Request for Essential On-Campus Education Activity
- Health & Safety Plan for Outdoor Events (to be displayed at event)
- Health & Safety Plan for Indoor Events (to be displayed at event)
Guidelines
- Complete an Event/Meeting Reimbursement Form, be sure to indicate the funding source to charge, and have PI sign (digital signatures are accepted).
- UCSF login required to view form.
- Form is fillable after being downloaded.
- Please Note: The attendance list is required every time.
- Provide both itemized receipts (what was purchased) -and- payment receipts (how you paid) for all expenses you are requesting reimbursement for. Due to varying information provided on receipts, additional documentation may be required in order to advance through the approval process.
- Alcohol is an exceptional expense and may be non-reimbursable depending on the situation.
- Consider verifying with Saiqa Anne Qureshi when planning your event.
- Justification will be required.
- At minimum, snacks must be provided when alcohol is served.
- Only discretionary funding can be charged for alcohol.
How do I send packages with hazardous materials in it, e.g. Dry Ice?
- To properly pack and send hazardous materials, take the 'Safe Shipping of Biohazards/Dry Ice' in the UC Learning Center.
How do I send out mail?
Inter-campus
- Manila or inter-campus brown envelopes are suggested to avoid going into the USPS stream.
- Clearly label with the recipient's full name and UCSF Box#, in the 'To' section.
Name
UCSF Box ####
If you put your recipient's full address Logistics will think it's supposed to go into the USPS stream, which will result in serious delays.
- Include your name and UCSF Box# on the envelope, in the 'From' section.
- Verify Box# and other UCSF information: https://directory.ucsf.edu/.
- Leave in the outgoing mail bin or basket in your area. In HSW6, the metal basket for all outgoing mail is located under the mailboxes.
USPS - 2 options
- Drop your mail off in the blue USPS mailbox in front of the Medical Center, 505 Parnassus Ave.
- Leave in the outgoing mail bin or basket in your area. In HSW6, the metal basket for all outgoing mail is located under the mailboxes. Sufficient postage or Franking Number required. Delays are likely due to UCSF Logistics sorting.
FedEx/UPS
Each faculty member has their own FedEx account number; ask your respective faculty for their account number.
- Starbucks building, 350 Parnassus, on the 2nd Floor. These drop boxes accept envelopes and small paks only.
- The Postal Chase, 912 Cole St, San Francisco, CA 94117. Accepts many sizes/weights/types of FedEx and UPS packaging.
- Can leave packages in or in front of the metal bin in HSW-6. Delays are likely due to UCSF Logistics sorting.
- FedEx Only - Call for pickup: 1-800-463-3339.
Click here for Logistics Mail Services detailed information.
How do I receive mail?
- If you are having someone send mail to you here at UCSF, this is the correct format they should use to avoid any delays:
UCSF
Joe Smith
Cell & Tissue Biology, Box ####
Street Address, Building-Room #
San Francisco, CA 94143
I have more questions; where do I start?
- Contact Chief Administrative Officer, Saiqa Anne Qureshi