Irregular Invoice Resolution Calendar

Resolution Timeline & Final Disposition

Irregular invoices require department or vendor action before they can be paid. Use this page to learn about resolution deadlines and how Accounts Payable addresses unactioned invoices.

Hold Date

The Irregular Invoice Resolution Calendar supports UCLA’s collective responsibility to pay vendors in a timely manner. It is based on an invoice’s Hold Date, a BruinBuy Plus field that allows you to see when an invoice was categorized as “irregular”.

NOTE: BruinBuy Plus only shows hold dates as MM/YYYY. The Irregular Invoice Dashboard shows MM/DD/YYYY.

2025 Calendar

Easily add the following dates to your calendar through our Events feed!

Hold Date	Department Resolution Deadline
Blank / NULL* through 12/31/24	Friday, January 17, end of day

* If an invoice has a blank or NULL hold date, it was placed on hold / matching exception prior to the Hold Date field being added to the system.

NOTE: At this time, the Irregular Invoice Resolution Calendar is a pilot and only features a mid-January deadline. Additional dates will be added based on data trends and feedback.

Final Disposition Paths

If a department does not complete the necessary actions by the listed deadline, the impacted invoice will follow one of three final disposition paths: Push to Payment, Reject, or Continue to Hold.

Unactioned invoices are reviewed on a case-by-case basis, and the final disposition path is dependent on the invoice. To help Accounts Payable understand an irregular invoice’s history, ensure you’re adding progress updates to the invoice’s BruinBuy Plus comments even if the issue has not been fully resolved. Review the Potential Disposition Paths accordion to see the paths commonly associated with each irregular invoice category.

NOTE: If an invoice is pushed to payment, it will be paid with the associated department’s funds – department are fully responsible for reconciling such payments. If an invoice is rejected and still requires payment, departments should work with the vendor to correct and resubmit the invoice.

Hold / Matching Exception	Potential Final Disposition Path(s)
Hold for Receiving	Push to payment*
Insufficient PO Funds	If PO’s FAU is valid: Push to payment* If PO’s FAU is invalid: Reject* NOTE: Departments can also pay these invoices via PCard. Review the Irregular Invoice Resolution web page for complete instructions.
Invalid FAU	Reject*
Invalid PO	Reject – see Rejected Invoices web page for additional information
Matching Exceptions (Invoice Over Price; Invoice Over Quantity)	If invoice is under $10,000: Push to payment* If invoice is over $9,999.99: Reject*
Missing Foreign Wire Transfer Form	Continue to hold
Missing Location of Services	If invoice is for a domestic vendor: Push to payment with applicable withholding* If invoice is for a foreign vendor: Continue to hold
Missing Original Invoice Details	Push to payment
Missing UCLA PI Approval	Continue to hold
PO Line Mismatch	If invoice is under $10,000: Push to payment* If invoice is over $9,999.99: Reject*
Quantity / Price Mismatch	If invoice is under $10,000: Push to payment* If invoice is over $9,999.99: Reject*
Vendor Mismatch	Reject*
Vendor Remittance Mismatch	Reject – see Rejected Invoices web page for additional information
Other – See Comments	Dependent on invoice scenario NOTE: If the invoice has two or more of the above hold codes, the final disposition path is prioritized as follows: Continue to Hold, Reject, Push to Payment.

* Accounts Payable may continue to hold unactioned invoices related to subawards, subcontracts, inventorial equipment, real estate, federal funds, grants, and other specialized scenarios.