On Thursday, December 12, Chief Procurement Office O.T. Wells II sent the following communication to the CAOs, CFOs, irregular invoice owners, and legacy points of contact for departments with one or more aged irregular invoices.
Over the last year, you and your teams have been instrumental in reducing BruinBuy Plus’ invoice backlog. Since April, unpaid invoices have decreased by more than 88%, an accomplishment that would not have been possible without your collaboration.
I am truly grateful for the time, attention, and patience you have taken to support UCLA’s shared financial obligations, including the collective responsibility to pay vendors in a timely manner. Our continued partnership remains critical to the university’s procurement functions and invoice operations.
With winter closure almost upon us, I am writing to request your assistance in resolving approximately 2,900 aged irregular invoices. Addressing these invoices prior to calendar end will not only strengthen UCLA’s vendor relationships but also limit the risk of issues in the new year.
REMINDER: Irregular invoices require department action before they can be paid.
What Can I Do to Help?
Irregular invoices with a BruinBuy Plus creation date of November 15, 2024, or earlier should be actioned by departments no later than end of day Friday, December 20. This deadline supports UCLA’s 30-day standard payment terms and lays the foundation for a future resolution calendar, an exciting new tool that will launch in early 2025.
I know this is a busy time of year and you have many competing priorities. To help reduce potential strain on your unit, UCLA Campus Purchasing & Payables is also working to centrally resolve irregular invoices caused by remittance address mismatches and invalid purchase orders.
Support Opportunities
My unit is committed to helping you meet this deadline, and I encourage you to take advantage of our many support offerings.
Online Resources
Comprehensive instructions for viewing and addressing irregular invoices are available on the Irregular Invoice Reporting and Irregular Invoice Resolution web pages.
Follow the How to View & Sort Irregular Invoices by Creation Date guide to identify the invoices your unit is responsible for resolving.
Live Support
For this effort, you can access live irregular invoice support every day of the week*:
- Irregular Invoice Working Sessions: These one-hour sessions are dedicated to irregular invoice questions and resolution:
- Friday, December 13, 11 a.m. – 12 p.m. PT
- Monday, December 16, 2 p.m. – 3 p.m. PT
- Wednesday, December 18, 2 p.m. – 3 p.m. PT
- Office Hours: Irregular invoice inquiries can also be brought to our Tuesday / Thursday Accounts Payable office hours.
* Excludes December 20
Once again, thank you for your partnership – your efforts do not go unnoticed.
With gratitude,
O.T. Wells II
Chief Procurement Officer
Business & Finance Solutions
