UCLA is in the process of upgrading its procurement system and transitioning to PaymentWorks as its sole vendor management tool. To support this effort, we are contacting all active vendors who have yet to complete their PaymentWorks registration.
Recent News Articles
As announced in the March Hot Topic webinar, new vendors no longer need to register with Paymode-X if they wish to elect ACH as their payment method. This update went into effect on March 8.
An Improved Payment ExperienceWe heard you and your vendors! With the transition to in-house ACH, vendors can expect:
Announcing the Expansion of Concur
Ascend 2.0 is reimagining and modernizing UCLA’s financial landscape. As the University prepares to transition to its brand-new procurement system, BruinBuy Plus, we’ll be expanding the functionality of our current Concur system.
We recently asked for your help onboarding our active vendors who have yet to complete their registration in PaymentWorks, UCLA’s vendor management tool. Thanks to you, we invited over 5,000 existing vendors to PaymentWorks and more than 1,700 have completed their registration!
Unregistered Critical VendorsAlthough we've made great strides, many of our existing vendors still aren't registered. We need your help contacting the vendors who are critical for University operations.
Please note that Linde (formerly Praxair) is placing past due UC accounts on hold effective December 29th. Those users trying to purchase from Linde will need to use a University PCARD until all UCLA accounts are current. Linde is not under any existing UC contract currently, therefore Linde has not been honoring the UC Praxair contracted pricing and no surcharge\delivery policies after 03/31/2022. Please be advised that UC systemwide gas RFP is underway. In the interim, I would suggest you consider the alternative suppliers listed below:
On October 17, we asked for your help onboarding our active vendors who have yet to complete their registration in PaymentWorks, UCLA’s vendor management tool… and you didn’t disappoint!
Get Us to the Finish LineWe’ve received the email addresses for over 6,000 vendors, but we still have roughly 13,000 to go. If you haven’t already done so:
UPS will be discontinuing the iShip service effective December 31, 2022.
Supplier deliveries and outgoing shipments via third-party carriers and/or supplier proprietary fleets may be disrupted due to the UAW strike.
How Does This Impact Me?UPS has announced they will decline to cross the picket line. For time-sensitive and cold chain deliveries, the UC community recommends temporarily using FedEx.
Questions?Vendors must have an existing Zelle account in order to elect it as a payment method. Follow these steps to register with Zelle prior to completing the vendor onboarding process.
When to Submit a J-Class Requisition (Domestic Software Request on a Pcard)
NOTE: Before submitting a J-Class Requisition, first attempt to obtain similar software either through Software Central, SHI, ASUCLA, or from existing vendors who accept purchase orders. If no other source is available, a triage must be submitted to GRC for review and approval for Campus before a “J” class requisition is submitted.
Follow these steps to check the status of an invoice in BruinBuy.
Departments can now review recent invoice submissions on the UCLA Invoice Submission site.
New FunctionalityTranscepta remains UCLA's preferred method for vendor invoice submission; however, we recognize that departments may receive invoices directly from vendors which require upload to the UCLA Invoice Submission site. The site's new functionality allows you to:
In accordance with the 2021 Winter Closure Letter, please be aware of these Accounts Payable deadlines in preparation for the closure:
You are invited to participate in our exclusive event: 2022 Small Business Resource Fair hosted by UCLA Campus Purchasing and UCLA Staff Assembly.
Small Business Resource Fair - Virtually
Tuesday, January 25, 2022
11 AM to 1 PM
Upcoming Events
- May 12, 2023: CAFTECH EDU TECH Disney Event
- May 17, 2023: Small and Diverse Business Open House - Spring Edition: RSVP
- February 7, 2023: Small Business Open House - Winter Edition
- Oct 30-Nov 2, 2022: National Minority Supplier Development Council 50th Annual Conference
An important message from the Office of the Vice Chancellor and Chief Financial Officer
Original Message sent July 27, 2020
Dear Colleagues:
In a continuing effort to meet its Zero Waste goal, the university has prohibited the sale, procurement and distribution of packaging foam as of Jan. 1, 2020. The ban applies systemwide, with the exception of laboratory or medical products.
UCLA is dedicated to supporting small business in this challenging time. State of California and the federal government are providing broad assistance to small businesses and employers impacted by COVID-19. Please exercise caution in applying for loans and grants to avoid scams and fraud schemes.
Date: Friday, April 10, 2020
From: Bill Propst, Chief Procurement Officer, UCLA Campus Purchasing & Payables,
Allison Baird-James, Associate Vice Chancellor, Controller, UCLA Corporate Financial Services
Colleagues:
Outdated Message
Special procedures for invoice submission and check requests in response to COVID-19
Thursday, March 19, 2020
From: Allison Baird-James, Associate Vice Chancellor/Controller
Subject: UCLA Accounts Payable Remote Operations in response to COVID-19
Colleagues:
