Frequently Asked Questions for Vendors and Suppliers

UC San Diego Health now requires all of its suppliers to send invoices to our Invoicing Partner, Transcepta, for faster invoice processing. Transcepta offers several invoicing options to meet your needs (Email, EDI, XML) and is free to all suppliers.

Register with Transcepta

If you already have an account with Transcepta, email them to add UC San Diego Health at registration@transcepta.com.

Invoices are paid based on the established payment terms. All payments are made by mailed check. Due to postal service delays please allow for up to 30 days after the due date.

Please send your inquiry to hcpayable@health.ucsd.edu. Provide the invoice number and purchase order number in your communications. Please do not resend the invoice.

Invoices that are missing a PO # or have an invalid PO # will delay payment. A name or remit address change will require additional time to make the appropriate changes in our system. This also will delay payment.

Please send a monthly statement In Excel format. We cannot accept other forms of documentation. The monthly Excel statement will allow us to quickly identify missing or past due invoices.

Please send all vendor updates to hcpayable@health.ucsd.edu.

Depending on the services to be provided and the level of access to UC San Diego Medical Center premises or property, physically or virtually, the onboarding process may include a background screen, health screen, substance abuse screen and the completion of learning modules, required documentation and the issuance of a security badge. A non-refundable fee will be administered for the vendors to become a UC San Diego Health verified vendor.

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Possibly. Each UC location maintains its own procurement department with its own contracting process. If a supplier has an active UC agreement, please alert the contracts analyst assigned to review the contract. They may be able to use language agreed to in the active UC agreement to save time during the review process.

As a general rule, if PHI (Protected Health Information) is exchanged with the vendor, a BAA is required for the contract. If you don’t know if a BAA is required, alert the contracts analyst assigned to the contract that PHI may be involved and they will work with the vendor to determine if a BAA is required.

When the vendor requires access to UC’s Institutional Information (including PHI) and/or IT resources, UC must ensure that the vendor appropriately protects that data. The purpose of the Data Security Appendix to the agreement is to specify the vendor’s cybersecurity and risk management responsibilities. UC's Information Systems Team will conduct an assessment during the contracting process to identify any potential risks. Depending on the complexity of the agreement, this assessment may take weeks or even months to complete.

After the contract analyst has reviewed your agreement, they will provide you with an estimated contract completion date on when the contract should be fully executed. This is based on the contract's complexity and the contracts analysts’ workload. As this is an initial best-guess estimate, this date may change based on evolving circumstances.

Unless otherwise provided in the agreement, a vendor may not begin providing goods and/or services until UC approves a purchase order for them. Agreement on services with the requesting department does not bind UC to pay for any services until a PO is issued, even if the requesting department has signed a quote, proposal or agreement.

UC does not offer exclusive contracts with vendors and will continue to have, or may have, other relationships with other vendors for the provision of goods and/or services similar to those provided by the vendor, with no minimum guarantee of the utilization of the vendor’s goods and/or services.

Our Risk Management team can grant exceptions to vendors to waive certain sections of our insurance requirements but granting exceptions is extremely rare and done only under certain circumstances. If you feel you have an insurance exception, please consult with your assigned contracts analyst.

A vendor is required to pay the UC Fair Wage of $15 per hour when providing services at a UC location. If UC pays the vendor $100,000 or more in a year, the vendor is subject to an independent verification audit.

"UC affiliate" shall mean: (i) any school, campus, facility, healthcare provider or payer, or entity that is not a UC location (including any additional UC location) and that is, in whole or in part, owned or controlled by, or under common ownership with, UC, or that is managed, in whole or in part, by UC; (ii) any entity that, after the full execution of this agreement, merges into or consolidates with any UC location and which UC designates as a UC affiliate; (iii) any entity into which any UC location or UC affiliate merges or consolidates and, after such merger or consolidation, the surviving entity is not a UC location or UC affiliate, and which UC designates as a UC affiliate; (iv) any entity that merges into or consolidates with a UC affiliate and, after such merger or consolidation, the surviving entity is a UC affiliate; and (v) any entity, other than those described above, that UC and the supplier may agree in writing may be a UC affiliate.