In this issue:

• PO Closure Initiative | FINAL REMINDER: BruinBuy Plus Form POs (Part 3)
• Winter Closure | Modified Services
• Irregular Invoices | System Issue Resolved
• Office Hours | REMINDER: 2026 Schedule
• BruinBuy Plus Recap | See You In the New Year!
• Next Week's Forecast | Office Hours & Other Important Events
• In Case You Missed It... | A Glance At Previous News

The timely closure of POs is critical to limiting overspending, maintaining accurate financial records, and ensuring efficient campus operations. At this time, only catalog and After-the-Fact (ATF) POs are automatically closed once exhausted (stay tuned for exciting updates to this process!).

Currently, there are approximately 80,000 BruinBuy Plus form POs* that 1) have not been invoiced against in at least three months AND 2) have a negative or $0 PO balance. We want to make this clean-up process as easy as possible!

Given the high volume of POs in this category, this effort will be completed over several phases. Starting December 22, UCLA Campus Purchasing will begin to close Part 3 POs on your behalf.

All you need to do is: 

1. Review the BruinBuy Plus Form PO Clean-Up (Part 3) file (optional).

• Use the Summary tab to quickly view PO volume by organization and department. 

• If your organization or department is not listed, you aren’t included in this round of clean-up.

  NOTE: Since these POs are fully exhausted AND haven’t been utilized in at least three months, your review is optional.

2. Request an exception (if needed).

• If you have a valid business justification for keeping a listed PO open, submit the PO Closure Exception form by end of day today, December 19 (exceptions are not guaranteed).

• If your unit’s PO(s) are ready to be closed, no action is required.

  IMPORTANT: If a listed PO receives an invoice after this message is distributed, it will remain open until the invoice(s) has been paid. Exceptions don’t need to be submitted for these scenarios.

*excludes subawards / subcontracts; ~47,000 POs comprised parts 1 & 2 of this effort.

The 2025-2026 Winter Holiday Closure is scheduled from Wednesday, December 24, 2025, through Friday, January 2, 2026. Normal operations will resume on Monday, January 5.

Modified services can be found below:

• BruinBuy Plus: available 24/7
• Concur: available 24/7
• BruinBuy Plus Help Desk: limited staffing to support critical issues and compliance requirements
• Campus Purchasing & Payables: limited staffing for critical transactions
• Irregular Invoice Dashboard: will not refresh December 24 through January 4
• Service Standard Web Page: will not refresh December 24 through January 4
• Subaward / Subcontract Invoice Approver Updates: campus submissions will not be reviewed until January 5

Access the Winter Closure Deadlines & Services web page for other procurement details.

As communicated in the December 5 Recap, we identified a data export issue that caused the Campus Irregular Invoice Dashboard to experience refresh delays. This issue has now been fully resolved.

2026 irregular invoice resolution deadlines will be shared when we return from winter closure. 

REMINDER: During closure, the dashboard will not update. If irregular invoice data is needed during this time, pull reports directly from BruinBuy Plus. Review the Irregular Invoice Reporting web page for comprehensive how-to instructions.

Office hours have officially concluded for the year! UCLA Campus Purchasing & Payables and Travel Accounting sessions will return the week of January 12.

Stay tuned: Next year’s registration details will be included in our first 2026 Recap. 

That’s a wrap on 2025 BruinBuy Plus Recaps! We’ll be back in your inbox starting Friday, January 9.

Recap Mailing List Form

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NOTE: If you already receive the BruinBuy Plus Recap, no action is needed.

The BruinBuy Plus hub continues to be updated with new resources! For Service Desk support, create a ticket:

• Email: help@it.ucla.edu
• Phone: (310) 267-HELP (4357)
• ServiceNow Portal: tinyurl.com/bruinbuy-plus-support