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Procurement & Travel Accounting Fiscal Close

Overview 

The following close dates were carefully selected to reduce unnecessary spend, promote thoughtful purchasing practices, and to allow for adequate processing time for both departments and central offices. Adherence is essential for a successful year-end close.  

Unless otherwise noted, activities completed after their respective deadline will be properly accounted for but not processed in FY 2024 – 2025. In most scenarios, this means: 

  • Requisitions received after May 30 will not become purchase orders until FY 2025 – 2026 (excludes catalog orders).
  • Invoices submitted after May 30 will be processed and paid in FY 2025 – 2026 (excludes select catalog vendors and invoices with a due date or discount date of June 30, 2025, or earlier).

Exceptions are not guaranteed and will only be granted if there is a compelling business justification.

Important Considerations

  • Act early. Whenever possible, complete activities well in advance of the listed deadlines.   
  • Prepare for June needs now. Plan ahead and place orders before May 30. 
  • Engage your vendors. Ensure they are submitting onboarding materials and invoices in a timely manner.  
  • Complete Concur approvals ASAP. Remember that reimbursement deadlines are for department approval, not initial submission.  
  • Update your calendar. Easily download these dates through the Deadlines feed.

NOTE: The BruinBuy Plus team continues to address encumbrance issues from closed POs and is actively working to resolve all discrepancies prior to fiscal year-end.

Deadlines

PCardholders are encouraged to place orders as soon as possible since UCLA does not control when transaction details are sent to U.S. Bank. 

NOTE: It takes two (2) to three (3) business days for a PCard transactions to post to Concur. If a transaction posts after May 31, it will reflect in FY 2025 – 2026.

Orders requiring negotiation of terms and conditions need more lead time and may not be completed prior to closure.

  • Only requisitions with the necessary supporting documentation and approval(s) (e.g., Third-Party Risk Management Approval) will be processed this fiscal year.
  • Non-catalog requisitions and After-the-Fact requests submitted after this deadline will be held in workflow until July 1, 2025. They will not become POs until the new fiscal year.
  • Catalog, Maximo, and Specialized Request Form* orders submitted after this deadline will continue to be processed (refer to the Invoice Submission deadline for additional considerations).

*This BruinBuy Plus form is only accessible to a subset of users.

Change requests submitted after this date will not be processed until July 1, 2025.

Invoices must be submitted no later than 5 p.m. PT Friday, May 30, and will be processed by Accounts Payable no later than Wednesday, June 18.

Irregular invoices that have not been fully actioned by departments by May 30 will not be paid in FY 2024 – 2025.

  • To help avoid irregular invoices, ensure receiving and fund manager / principal investigator approvals (if applicable) are completed by May 30.
  • Invoices submitted after this date will be processed and paid in FY 2025 – 2026 unless they have a due date or discount date of June 30, 2025, or earlier.
  • Catalog order invoices submitted via electronic file (cXML) will continue to be processed for FY 2024 – 2025 through Monday, June 30.

On-time Shipping form requests without submission errors will be processed this year. If a request is submitted by the deadline but includes errors, Accounts Payable cannot guarantee it will be recorded in FY 2024 – 2025.  

The payee must be fully onboarded by this deadline for Accounts Payable to guarantee FY 2024 – 2025 processing.

Direct Pay form submissions for the following payments are excluded from this deadline and will continue to be processed on a first-come, first-served basis through June 18: 

  • Awards / prizes,
  • Fellowships / scholarships,
  • Human subjects,
  • Transient occupancy tax,
  • Utilities, and
  • Visiting scholars / graduate researchers or non-matriculated students 

If a non-travel & non-entertainment (non-T&E) reimbursement for an unrestricted expense reflects the Approved & In Accounting Review Concur workflow status by Friday, May 30, it will be recorded in the 2024 – 2025 fiscal year. Concur expense reports reach this status once they have completed all departmental approval steps and been routed to Accounts Payable for final review and processing.*

Reimbursements received by Accounts Payable after May 30 will reflect in FY 2025 – 2026. 

To learn more, review the Non-T&E Reimbursements hub and How to View Approval Workflow training guide.

*Some reimbursements may route to a specialized approval workflow step(s) prior to being sent to Accounts Payable.

If a travel & entertainment (T&E) reimbursement reflects the Approved & In Accounting Review Concur workflow status by Friday, May 30, it will be recorded in the 2024 – 2025 fiscal year. Concur expense reports reach this status once they have completed all departmental approval steps and been routed to Travel Accounting for final review and processing.

Reimbursements received by Travel Accounting after May 30 will reflect in FY 2025 – 2026.

To learn more, review the How to View Approval Workflow training guide.

NOTE: Travel Accounting is a separate department from UCLA Campus Purchasing & Payables.

All outstanding 2024 – 2025 Concur PCard statement reports must receive departmental approval no later than Friday, June 13. The May 16 – May 31 statement report can be submitted as early as June 3.

Review the PCard Reconciliation Calendar for additional information.

General refunds submitted and approved by June 18 will be processed this fiscal year. Confidential refunds and refunds of $10,000 or more may require additional lead time for central office review and approval.

REMINDER: A Concur general refund refers to a repayment made to an individual that cannot be facilitated through alternative University systems (e.g., BruinBill, UCPath, Transact). Concur does not handle patient refunds or refunds to an entity.

Requesting a Procurement Exception

Exceptions are not guaranteed for procurement-related activities and will only be granted if there is a compelling business justification. To request an exception, submit a ticket to the BruinBuy Plus service desk with the below details: 

  • Comprehensive business justification
  • All supporting documentation
  • Executive leadership approval (minimum CAO / CFO level)