Chief Procurement Officer O.T. Wells II and Senior Director Scott Monatlik sent the following communication to BruinBuy Plus users, CAOs, CFOs, PCardholders, & PCard approvers.
We are pleased to announce that UCLA Campus Purchasing & Payables’ and Travel Accounting’s 2024 – 2025 fiscal close deadlines are now available. This year, most activities have a shared due date of Friday, May 30.
To help you plan for this deadline, this communication is a pre-read to the comprehensive CFO fiscal close calendar, which is expected to be distributed next week. The CFO calendar is being built in coordination with the Office of the President and will include all fiscal year-end activities and procedures, including those for Procurement and Travel Accounting.
Overview
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.
- Be aware of system outages. Review the BruinBuy Plus monthly maintenance windows and how they may impact your team.
- 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 deadlines through the UCLA Campus Purchasing & Payables website.
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.
Support & Resources
Details are available on the newly refreshed Procurement & Travel Accounting Fiscal Close web page, and our teams are here to help with any questions:
- Reimbursement, PCard, and General Refund Support: Create a case through the UCLA Finance Support Portal
- All Other Procurement Support: Submit a ticket to the BruinBuy Plus service desk
Office hours will continue to be available throughout the month of May.
REMINDER: The comprehensive CFO fiscal close calendar will be shared soon.
Thank you for your partnership and collaboration during this busy time.
Sincerely,
O.T. Wells II
Chief Procurement Officer
UCLA Office of the Vice Chancellor & Chief Financial Officer
Scott Monatlik
Senior Director / Tax Director
UCLA Office of the Vice Chancellor & Chief Financial Officer
