In this issue:
- System Issue Resolved | Select Forms Bypassing Workflow
- 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 August 13, we shared the below update with BruinBuy Plus users:
As announced in the August 8 BruinBuy Plus Recap, we recently identified a system issue that caused select forms to skip approval workflow and immediately move to Approved status upon submission.
As of Monday, August 11, this issue has been resolved:
- You can now submit all forms as usual.
- Previously impacted form submissions have been identified, and submitters will be notified of next steps.
If you experience any issues, please submit a ticket to the BruinBuy Plus Service Desk.
Irregular invoices with a hold date of July 14, 2025, through July 31, 2025, must be actioned by departments no later than end of day today, August 15.
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.
| date | details |
|---|---|
| Monday, August 18 | N/A |
| Tuesday, August 19 | 11 a.m. – 12 p.m. PT | Accounts Payable Office Hours 3 p.m. – 4 p.m. PT | Vendor Management Office Hours |
| Wednesday, August 20 | 9 a.m. – 10 a.m. PT | Travel Accounting Office Hours 11 a.m. – 11:45 a.m. PT | Purchasing Office Hours |
| Thursday, August 21 | 11 a.m. – 11:45 a.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, August 22 | 3 a.m. PT | BruinBuy Plus monthly maintenance ends |
Declining Balance Restriction on ATF
The After-the-Fact (ATF) Request form is used to process payment for goods or services that were received without an approved purchase order (PO). Because these purchases violate UC policy and procedures, the ATF form is considered an exceptional process, and a separate form must be submitted for each requested invoice payment.
BruinBuy Plus’ Declining Balance functionality is typically used for recurring services / blanket purchase agreements because it reduces a PO’s balance as invoices are processed against it. By definition, ATFs are ineligible for this functionality since they are tied to a single invoice.
Historically, BruinBuy Plus has not prevented users from accidentally applying the Declining Balance designation to an ATF Request, causing confusion and potential downstream impacts. Moving forward, users will experience a hard stop if they try to submit an ATF with this setting enabled.
Change to August System Maintenance
The BruinBuy Plus monthly maintenance window scheduled for Friday, August 29, 4 p.m. PT through Monday, September 1, 8 p.m. PT has been postponed. The system will be fully operational and accessible during this time.
The remaining August maintenance window is listed below:
| Maintenance window | impact |
|---|---|
| Thursday, August 21, 5 p.m. PT through Friday, August 22, 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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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.
