This guide walks you through the process of making a purchase using BearBuy at UC Berkeley. Note: Your experience may vary (YMMV). Some users may not have permissions to complete a purchase and may need to assign their cart to someone else for processing.
Before you can access BearBuy, you must be connected to the UC Berkeley campus network.
On Campus: Connect to the eduroam Wi-Fi (UC Berkeley version).
⚠️ The eduroam from LBNL does not count as campus Wi-Fi.
Off Campus: Use the GlobalProtect VPN to connect to the campus network.
Go to .
Log in with your CalNet credentials.
You will be redirected to solutions.sciquest.com — this is BearBuy’s main interface.
You will need the following "Accounting Codes" to complete your purchase:
Org Code – Usually 5 letters.
Department – Usually 5 numbers (description may match Org Code).
Account – Type of purchase (e.g., software, supplies). Not tied to a specific funding source.
Tip: Email Sonia to request these codes. You can also ask for the Speedtype, which looks like:
The ##### portion matches the Fund.
Using the Speedtype will auto-fill the "Accounting Codes" form (except for the Account field).
Search for and add the items you need.
Click View Cart (top right) or View Cart Details.
Click the search box and look for an address with LBNL (e.g., M/S 72 or M/S 15).
Add "No PO#" next to your name in the Ship To field.
Search for 146 — select: CYCLO00146
This will deliver to the kitchen in our building.
Hit Search Additional and choose Disbursements
Expedite? Only choose this if necessary — it may add extra costs.
Ship Via: Select Best Carrier – Best Way unless you have a specific carrier requirement.
If you have the Speedtype, enter it — it will auto-fill most fields except Account.
If you don’t have the Speedtype, fill in the Org, Department, Fund, Chartfield2, and Account manually.
Click Submit to finalize your purchase.
Email with:
A note that your order has no PO# and came from campus.
If you do not have purchasing permissions:
Assign your cart to someone who can complete the purchase.
This is a general guide — please update if you have a different experience with BearBuy
Make sure to run your large purchases by Kristin before purchasing
Ask Sonia if any uncertainties arise, especially about funding.
Chartfield2 – A 5-letter code to specify the PI.
Perhaps provide them with the number of items and the size. Providing the exact item inside a box may not be productive— they can't see what's inside.
XXXX#####XUse LBNL Ebuy (not Ebay) wherever possible - you need to be on the lab network (onsite via an ethernet cable) or be connected via the VPN
Use Amazon, etc. to buy various components if not available via EBuy
The laptop is government property; you are expected to return it to the group when you are done working at LBNL. Note that Mac computers make it very simple to transfer everything over to your next computer.
You are free to take your laptop home, on trips, etc., unless you are an intern in which case other restrictions may apply from the internship program.
The lab receives your computer and tags it before sending it over to you.
You must back up your computer very regularly (at least once per week, ideally continuously). This is simple using the Time Machine app. Just plug your backup drive into your monitor so when you connect to your monitor, you also back up. If there are (for some reason) errors in backing up, fix that issue immediately. There are zero excuses for not doing this.
Provide all the details of your selections in an email and send to Shannon Dowling. If all looks okay, she will give you a project and activity ID.
Go to eBuy, and for items available there, add them to your cart and submit the requisition with the project and activity ID. Ask Shannon about which SAS approver to list if you are unsure (the SAS approver can vary by project and activity ID).
For items not available on eBuy, contact esdradmin@lbl.gov (and cc Kristin and Shannon Dowling) to obtain a procurement form. Fill it out with item details (Vendor, website, price, etc.) and send it back.
Use BearBuy
More details coming to this documentation soon.
If you select the overnight shipping option (ask Kristin about this and the related extra costs) most parts, except the computer, will arrive within a week to 10 days. The computer needs to be tagged by the lab, so with overnight shipping, it should arrive within 2 weeks. Ideally, you will select your computer well before arriving at the lab and won’t need overnight shipping.