REMINDER: For invoice submission instructions, access the Electronic Invoicing web page. If you're a UCLA department, follow the invoice tracking instructions on the Invoice & Pay Statuses web page.
Overview
Within UCLA’s vendor invoice portal, you can track the status of submitted invoices as well as review remittance (payment) details. The portal includes invoice details submitted on or after December 13, 2024.
Invoices populate in the portal once the following steps are completed:
- Invoice Submission: the invoice is submitted to UCLA (see Electronic Invoicing web page for details).
- Initial Review: a preliminary review of the invoice is conducted to ensure it meets submission requirements (see the Rejected Invoices web page for details).
- Portal Upload: the invoice populates in the portal – vendors can now track the invoice as it is processed.
If an invoice is not visible in the vendor portal within three (3) days of submission, contact help@it.ucla.edu. The portal reflects data from the previous business day.
Using the Portal
The vendor invoice portal is only accessible to vendors who have registered with UCLA via PaymentWorks.
NOTE: Vendor inquiries should not be submitted via the portal’s Send Payment Inquiry feature. For questions, contact help@it.ucla.edu.
Portal access is automatically granted to registered PaymentWorks vendors.
- For registration support, contact help@it.ucla.edu.
- If you / your company have lost PaymentWorks account access, review the Recovering Your PaymentWorks Account knowledge article.
- To grant additional users access to the portal, follow the steps in the How to Add Users to Your PaymentWorks Account (for Vendors/Payees) article.
The portal reflects data from the previous business day. To access submitted UCLA invoices, refer to the Viewing and Tracking Invoices in PaymentWorks guide. Status definitions are listed below:
- Accepted: Invoice has been received and is under review
- Approved: Invoice has been scheduled for payment*
- Paid: Payment has been released
- Rejected: There was an issue with the invoice – contact help@it.ucla.edu with the invoice number for additional information
- Exception: There was an issue with the invoice – contact help@it.ucla.edu with the invoice number for additional information
*Approved invoices may still be rejected.
REMINDER: The portal is not UCLA’s invoice submission tool. To submit an invoice for processing, follow the instructions on the Electronic Invoicing web page.
Payment remittance refers to the detailed record of a payment made to a vendor. This record typically includes important information such as the payment date, payment amount, and associated purchase order number (if applicable).
The portal displays remittance details after UCLA issues payment. To learn how to navigate the portal’s Remittances section, including identifying which invoices were covered by a particular payment, refer to the Viewing Payment Remittances in PaymentWorks guide.
NOTE: Currently, payment method and remittance address information are not available in the UCLA portal. Contact help@it.ucla.edu for these details. The portal reflects data from the previous business day.
FAQs
This can happen for a variety of reasons:
- You’re looking for an old invoice: only invoices submitted on or after December 13, 2023, will display in the portal.
- You’re checking too soon: once submitted, invoices go through a preliminary review prior to being fed into the portal. Invoices should appear within three (3) days of submission. The portal reflects data from the previous business day.
- The invoice didn’t meet submission requirements: the invoice was rejected during the preliminary review (pre-portal tracking) because it did not meet UCLA’s electronic invoicing requirements.
Contact help@it.ucla.edu with your invoice number for complete details.
Contact help@it.ucla.edu with your invoice number for complete details.
The vendor invoice portal does not reflect every status used in UCLA’s internal procurement system. If additional action is required by the UCLA department, the invoice may remain in Accepted status until that action is completed. For assistance or more detail, please contact help@it.ucla.edu.
REMINDER: The portal reflects data from the previous business day.
Depending on the payment method, payment distribution can take as long as:
- EFT / ACH: 7 business days
- Check: 14 business days
If it’s been longer than the above ranges, contact help@it.ucla.edu with your invoice number.
In most instances, payments are issued via the payment method listed on your PaymentWorks profile.
- To view or update your payment method, follow the instructions in PaymentWorks’ Updating Payment Method article.
- If you have any questions or need support, contact help@it.ucla.edu with your invoice number.
REMINDER: If you are electing a new payment method, you will continue to receive payments via your current payment method until the new payment method has been officially confirmed by UCLA.
Contact help@it.ucla.edu with your invoice number.
To learn how to navigate the portal’s Remittances section, including identifying which invoices were covered by a particular payment, refer to the Viewing Payment Remittances in PaymentWorks guide.
Your payment amount may differ from the original invoice amount for a variety of reasons, including:
- Discounts
- Fees
- Credit memos
- Withholdings
PaymentWorks shows payment totals at the remittance level, which may include multiple invoices or adjustments. If you believe the payment amount is incorrect or need clarification, email help@it.ucla.edu.
