The UCOP Accounting Manual (D-371-36 V.A.2) requires a department to confirm that goods or services have been received prior to the payment being made – it states this confirmation can be performed online in certain circumstances and can be applied differently depending on use.
Receiving and Documentation Retention steps by use:
- Where the BFS receiver verifies the receipt of the goods or services, the receiving screen takes the place of the signed packing slip and/or receiving report.
- The signature of the receiver is replaced by the sign-on protocol in BFS.
- No additional documentation needs to be retained.
- Where the BFS receiver receives notification from another staff member of the receipt of the goods or services, the BFS receiver should keep on record and have access to supporting documentation of receipt.
- This documentation could be a file of dated packing slips signed by the receiving staff, a dated and signed receiving log (electronic or paper) or other form of dated and certified proof of receipt.
- This documentation must be retained in accordance with UC’s recorded retention policy (five years from the date of the transaction or end of grant, whichever is longer).
For additional assistance, contact CSS IT at 510-664-9000 and follow the prompts to reach a technician from between 8 am to 5 pm, Monday through Friday. A ticket may also be submitted through http://sharedservices.berkeley.edu/it/ or by e-mailing bfsbairs@berkeley.edu