In this issue:
- Office Hours | Latest Updates
- BruinBuy Plus Enhancements | Richo PO Distribution Settings
- Irregular Invoices | Latest Resolution Deadlines
- System Maintenance | August 2026
- Service Tickets | Email Submission Best Practices
- Biweekly Forecast | Office Hours & Other Events
- In Case You Missed It... | A Glance At Previous News
NOW LIVE: PCard and T&E Card Office Hours
The Office of the Vice Chancellor & Chief Financial Officer is excited to announce dedicated PCard and T&E Card office hours! Beginning August 11, the Payment Card Services team will host biweekly support sessions, giving you the chance to receive live guidance from program experts.
Whether you have a specific question or would simply like to connect with the team, we encourage you to join us.
NOTE: With the launch of this new specialized support channel, T&E Card questions will no longer be directed to Travel Accounting office hours.
Updated Schedule: Vendor Management
Based on reduced question volume and shorter request turnaround times, we’re shifting Vendor Management office hours to a monthly cadence. The next session will be held on August 18.
BruinBuy Plus’ Override Distribution feature allows users to change the email address to which a purchase order (PO) is sent.
Ricoh orders – both catalog or non-catalog – do not support email overrides. In the past, BruinBuy Plus only prevented this setting on catalog orders, causing confusion and order delays for non-catalog POs.
Moving forward, the system will now display an error if a catalog OR non-catalog Ricoh requisition / change request is submitted with Override Distribution enabled.
The Irregular Invoice Resolution Calendar has been updated with the latest department deadlines!
Not sure how to identify the invoices your team is responsible for actioning? Follow the steps in the How to View & Sort Irregular Invoices by Hold Date training guide.
TIP: Add upcoming deadlines to your calendar through our dynamic Events feed.
REMINDER: Next Deadline
Irregular invoices with a hold date of July 13, 2026, through July 31, 2026, must be actioned by departments no later than end of day Friday, August 14.
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.
NEW! August – September Deadlines
| Invoice Hold Date | Department Action Deadline |
|---|---|
| August 1, 2026, through August 16, 2026 | Friday, August 28, end of day |
| August 17, 2026, through August 31, 2026 | Monday, September 14, end of day |
Resources & Support
- Comprehensive instructions for viewing and addressing irregular invoices are available on the Irregular Invoice Reporting and Irregular Invoice Resolution web pages.
- Receive live support through office hours.
To support monthly system maintenance, BruinBuy Plus may be unavailable during scheduled maintenance windows. At the time of this Recap, August dates were not yet available. Details will be posted on our System Outages event feed as soon as they are announced.
We’re committed to providing you and your teams with timely support! To prevent duplicate tickets and potential response delays, please use only one support address when submitting a service ticket via email.
Choose the inbox that best fits your needs:
- help@it.ucla.edu: general IT support
- ap@finance.ucla.edu: payment status and history, invoice issues, payment discrepancies
- bruinbuy@finance.ucla.edu: requisitions and purchase orders (POs), punchouts, change requests, BruinBuy Plus access and training, system errors, ship-to addresses, FAUs, cart help, and related support
- purchasing@finance.ucla.edu: POs and agreements, terms and conditions, negotiations, sourcing, bidding, subawards, subcontracts, and small business programs
- vendmgmt@finance.ucla.edu: vendor assistance, onboarding, and vendor record inquiries
Our teams are highly collaborative, so if a ticket needs to be routed to another group (or was sent to the wrong inbox), we’ll take care of it! No need to email multiple addresses.
| Date | Details |
|---|---|
| Tuesday, August 11 | 9 a.m. PT | PCard and T&E Card Office Hours (biweekly) |
| Wednesday, August 12 | 9 a.m. PT | Travel Accounting Office Hours (weekly) |
| Thursday, August 13 | 11 a.m. PT | Subaward & Subcontract Office Hours (weekly) 1 p.m. PT | Accounts Payable Office Hours (weekly) |
| Friday, August 14 | 5 p.m. | Irregular invoice resolution deadline |
| Tuesday, August 18 | 3 p.m. PT | Vendor Management Office Hours (monthly) |
| Wednesday, August 19 | 9 a.m. PT | Travel Accounting Office Hours (weekly) 11 a.m. PT | Purchasing Office Hours (biweekly) |
| Thursday, August 20 | 1 p.m. PT | Accounts Payable Office Hours (weekly) NOTE: Subaward & Subcontract office hours will return to their normal weekly cadence on August 27. |
| Friday, August 21 | Biweekly Recap | August 21 Issue |
TIP: If a date is not listed in the biweekly forecast, it did not have a planned activity at the time of publishing. Access our dynamic events feed for the most-current list of upcoming activities.
Changes to “Required” Receiving
BruinBuy Plus offers three (3) receiving options for POs:
- Required Receiving: Payment cannot be processed until receiving is manually completed. This option is automatically assigned to subawards, subcontracts, and inventorial equipment purchases and can be manually selected for other POs.
- 15-Day Receiving: Receiving can be completed up to 15 days before the invoice due date. After that point, the invoice automatically advances to the next workflow step even if receiving has not occurred.
- No Receiving: This is the default option for most purchase orders. Payment is released without a receiving requirement.
What Changed?
As part of BruinBuy Plus’ mandatory quarterly update, a temporary change was made to Required Receiving. Invoices associated with these POs now automatically advance to the next workflow step if receiving has not been completed within 180 days.
While UCLA evaluates a long-term customization:
- Impacted invoices* over $1,000 will be routed to a temporary hold step until receiving is completed.
- Impacted invoices* of $1,000 and below will continue through the standard approval workflow.
*Impacted invoices are invoices that have timed out of Required Receiving.
What This Means for You
The Irregular Invoice Resolution Calendar limits invoice aging, so this change is expected to affect only a small number of invoices.
The BruinBuy Plus team is actively exploring UCLA-specific customizations, and additional updates will be shared in the near future.
BruinBuy Plus Recap Cadence
We’ve transitioned our BruinBuy Plus Recap to a biweekly publication schedule. We’ll be back in your inbox on August 21.
Recap Mailing List Form
Would one of your colleagues benefit from receiving the weekly BruinBuy Plus Recap? Have them complete our mailing list form!
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.