In this issue:
- BruinBuy Plus System Issue | Sales Tax Update & QDB Impacts
- Irregular Invoices | Upcoming Resolution Deadline
- Next Week's Forecast | Office Hours & Other Important Events
- In Case You Missed It... | A Glance At Previous News
On Tuesday, April 1, Los Angeles County’s sales tax increased from 9.5% to 9.75%. This new tax rate has been configured in BruinBuy Plus; however, its implementation has impacted select invoices and QDB exports.
What's Happening?
Invoice Sales Tax
BruinBuy Plus currently reflects 9.75% sales tax on all invoices with a Pending invoice status regardless of invoice date.
If an invoice is from March 2025 or earlier, Accounts Payable is manually recalculating the sales tax at 9.5%. The correct tax details should be visible once the invoice moves to Complete status.
QDB Exports
Implementing the new tax rate caused a temporary integration error between QDB and BruinBuy Plus.
This issue has since been resolved; however, QDB data may not be up to date for invoices whose pay and/or invoice status changed between 7 a.m. PT Tuesday, April 1, and 7 p.m. PT, Wednesday, April 2.
You can identify impacted invoices via our QDB Sales Tax Invoice Error report.
When Will This Be Fixed?
The BruinBuy Plus team is actively working to resolve the QDB export errors, and we expect a resolution soon. We’ll continue to update you as we learn more.
What Should I Do?
If you notice an invoice has been paid with the incorrect tax rate, submit a ticket. Auto-processed payments (e.g., payments to punchout vendors) bypass Accounts Payable review and are more likely to have been impacted by this change.
Until the QDB export error is addressed, use BruinBuy Plus to access the most current invoice information.
Irregular invoices with a hold date of March 17, 2025, through March 31, 2025, must be actioned by departments no later than end of day Friday, April 11.
If the necessary department action(s) is not taken by this deadline, impacted invoices may be rejected or pushed to payment. Additional information on how unactioned invoices are centrally addressed can be found on the Irregular Invoice Resolution Calendar web page.
Need help? Join an upcoming office hour or irregular invoice working session!
| DAY | DETAILS |
|---|---|
| Monday, April 7 | N/A |
| Tuesday, April 8 | 11 a.m. – 12 p.m. PT | Accounts Payable Office Hours 3 p.m. – 4 p.m. PT | Vendor Management Office Hours |
| Wednesday, April 9 | 9 a.m. – 10 a.m. PT | Travel Accounting Office Hours 11 a.m. – 11:45 a.m. PT | Purchasing Office Hours |
| Thursday, April 10 | 11 a.m. – 12 p.m. PT | Subaward / Subcontract Office Hours 11:30 a.m. – 12:30 p.m. PT | Non-T&E Reimbursement Office Hours 1 p.m. – 2:15 p.m. PT | Accounts Payable Office Hours 5 p.m. PT | BruinBuy Plus monthly maintenance begins |
| Friday, April 11 | 3 a.m. PT | BruinBuy Plus monthly maintenance ends |
Direct Pay Form Updates
Based on your feedback, visiting scholar and visiting graduate researcher payments are now specifically listed on the Direct Pay form!
REMINDER: Information on visiting scholars / researchers can be found on UCLA Graduate Education’s Visiting Graduate Researcher and Non-Degree Objective Student Comparison web page.
What’s Changed?
The previous Non-Matriculated Student request type has been expanded to Visiting Scholar / Graduate Researcher or Non-Matriculated Student. If selected, questions specific to each of these designations will now populate.
How Can I Learn More?
Our new How to Complete the Direct Pay Form for Payments to Non-Matriculated Students, Visiting Graduate Researchers, or Visiting Scholars guide provides step-by-step instructions for these payments.
Upcoming System Maintenance
To support monthly system maintenance, BruinBuy Plus may be unavailable during the following periods:
| Maintenance Window | Impact |
|---|---|
| Thursday, April 10, 5 p.m. PT through Friday, April 11, 3 a.m. PT | Intermittent system disruptions |
| Saturday, April 12, 3 p.m. PT through 11 p.m. PT | Intermittent system disruptions |
| Thursday, April 24, 5 p.m. PT through Friday, April 25, 3 a.m. PT | Intermittent system disruptions |
Please plan your transactions and activities accordingly. If you have any questions or experience issues, submit a ticket to our Service Desk.
TIP: Add BruinBuy Plus planned outage events to your calendar!
Recap Mailing List Form
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NOTE: If you already receive the BruinBuy Plus Recap, no action is needed.
Need Help? | We're Here to Support!
The BruinBuy Plus hub continues to be updated with new resources! For Service Desk support, create a ticket:
- Email: help@it.ucla.edu
- Phone: (310) 267-HELP (4357)
- ServiceNow Portal: tinyurl.com/bruinbuy-plus-support
BruinBuy Plus Recap Web Articles
Access previous BruinBuy Plus Recaps on the Campus Purchasing & Payables website.
