International Purchasing

UCSF procurement and purchasing processes are facilitated by Supply Chain Management, which streamlines buying through strategic and collaborative sourcing methods while ensuring compliance with federal and state laws, along with University of California (UC) system wide policies.

  • The process for purchasing goods and services from non-U.S. suppliers for UCSF business is similar to the process for domestic purchasing, with several notable exceptions.
  • Departments must consider import duties, taxes, and shipping costs insurance when purchasing goods and services and be aware of export control guidelines for international transactions and relocation of property overseas.
  • Purchasing goods and services abroad must comply with institutional purchasing policies and procedures, U.S. government restrictions (such as economic embargoes and export controls), and any fund restrictions (e.g., sponsor imposed).
  • Only authorized individuals may enter into contracts and approve purchases on behalf of the institution.

Please see Hiring as an Independent Contractor for more information.

When making purchases abroad, consider:

  • How the goods or materials will be transported either to the U.S. or to the foreign sites
  • Methods of payment
  • Currency conversion
  • Transacting in a foreign language
  • Export controls

UCSF offers several mechanisms for paying international vendors for goods and services.

Purchasing from a Foreign Supplier

To conduct business with UCSF, a foreign supplier can register with Supply Chain Management to be added to the Supplier Registration database. A foreign supplier would be required to submit an IRS Form W-Ben or Substitute W8BEN-E (forms here). If a foreign supplier is unable to register with UCSF and the transaction is low-value, there may be alternative payment mechanisms through the University.

Purchasing for Projects in Other Countries 

When purchasing goods or services to be sent to and/or utilized in a foreign country, determine where equipment or goods needed for the project will be purchased and factor in additional shipping charges. Options include:

  • Buying in the U.S. and shipping to the foreign project site
  • Buying in a different foreign country and shipping to the foreign project site
  • Buying in the country where the project will be done

Typically, purchasing equipment in the host country is the most cost-effective approach; in certain circumstances, it may be difficult to facilitate procurement through BearBuy based on the local entity’s ability to register as a foreign supplier.

The costs related to exporting equipment, goods, or services to other countries varies significantly depending on circumstances. In addition to potentially significant shipping charges, there are often export or customs fees to consider. If a department wants to import goods to a foreign country, the following charges could be assessed: taxes, customs duty, clearing charges, storage at the port of entry and transportation charge from the port of entry to the final in-country destination. See guidance on international shipping.