FAQs for CTB Current Members

 

Where do I find information on UCSF benefits that are available to me?
How do I gain access to HSW-6/HSW-7 and other UCSF Locations?
How do I get a UCSF ID Badge or get a replacement?
Who do I contact for any facilities issues? 
Who do I contact if I have HR related questions?
Who do I submit my Purchasing Request to?
What should I do with the packing slips for UCSF-related packages I receive?
Who do I submit my reimbursement request(s) to and what documentation should I submit?
How do I send out mail?
How do I send packages with hazardous materials in it, e.g. Dry Ice?
How do I receive mail? 

 

Where do I find information on UCSF benefits that are available to me?

Go to ucsflife.ucsf.edu you will find information on a wide range of benefits that UCSF faculty, staff, postdocs and students are eligible for. 

 

How do I gain access to HSW-6/HSW-7/HSE-15 and other UCSF Locations?

  • HSW-6/HSW-7/HSE-15/Other UCSF locations: contact Jeanes Villanueva (phone x61211 or email).
  • LARC: Fill out the Animal Facility Access Form and submit your completed application via (fax 415-476-0681 or email). 

 

How do I get a UCSF ID Badge or get a replacement?

  • Contact Jeanes Villanueva (phone x61211 or email).

 

Who do I contact for any facilities issues? 

  • For ALL lab locations, contact Yenny Hua (phone x63018 or email).
  • Please provide Yenny with the exact location and issue.

A funding source may be required to process your facilities request.

Who do I contact if I have HR related questions?

  • Contact Jeanes Villanueva (phone x61211 or email).

 

Who do I submit my Purchase Order Request to?

  • HSW-6 and HSW-7 CTB labs, submit your request to Tiffany Criger (phone x69404 or email). 
  • Other CTB labs, submit your request to Ivy Lee (phone x68242 or email). 
  • Ensure that the funding information is included and the appropriate PI signs the purchase order form.
  • 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 Friday 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 fill out 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 by the receiver and placed in the respective packing slip location in each lab for Yenny to pick up or leave them in Yenny's mailbox in HSW-6. 

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(s) to and what documentation should I submit?

  • All reimbursement request(s) must be submitted to Tiffany Criger via email or in her HSW-6 mailbox.
  • Submit your request as soon as your travel/event concludes. You have 45 days from the day after your travel/event to submit reimbursements and have them approved. Any late reimbursements can be considered as taxable income.
  • Documentation(s) needed for Travel and Event/Entertainment reimbursements: (All documentation can be scanned and emailed to Tiffany)

Travel:

      • Fill out a travel reimbursement form, have PI sign and indicate which funding source to use.
      • Include your detailed airline invoice that includes flight and payment information (if applicable).
      • Include your detailed lodging invoice (if applicable).
      • Include your conference registration/membership receipts (if applicable).
      • All meal receipts. Indicate if alcohol was purchased.
      • Make sure your reimbursement request is within UCSF Travel Guidelines.

Event/Meeting: 

      • Fill out an event/meeting form, have PI sign and indicate which funding source to use.
      • Submit attendance list, include attendee's name, position, and UCSF affiliation. 
      • Submit itemized receipts and indicate if alcohol was purchased.
      • Make sure your reimbursement request is within UCSF Meetings and Entertainment Guidelines.

 

How do I send out mail?

  • Inter-campus:
    • Use the inter-campus brown envelopes for all internal UCSF mail.
    • All you need to put on the envelope is your receiver's name and UCSF Box#, like this: John Smith/UCSF Box 0000.
    • Make sure you also include your name and UCSF Box on the envelope.
    • You can check UCSF information here: directory.ucsf.edu.
    • If you put your receiver's full address the staff in mail facility will think it's supposed to go into the USPS stream, which will result in serious delays.
  • USPS: You have two options.
    • Drop your mail off in the blue USPS mailbox in front of the Medical Center OR
    • Put your mail in the metal basket in HSW-6. (This method will take longer since it goes to UCSF receiving area in Oyster Point before it goes to the post office.
  • Fed-Ex/UPS:
    • All outgoing Fed-Ex Express and UPS packages should be taken to the drop boxes at the "Starbuck" building (350 Parnassus Ave.) on the 2nd floor.
    • Fed-Ex Accounts: Each faculty member has their own Fed-Ex account number, ask your respective faculty for their account number.
    • Fed-Ex Express and International forms are available under the mailbox counter in HSW-6.  Inform Tiffany Criger when supplies run low (phone x69404 or email). 

 

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 Training" in the UC Learning Center

 

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:

Name
Cell and Tissue Biology, Box####
Street Address, [Building abbreviation-Room#]
San Francisco, CA 94143

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