In this issue:
- Irregular Invoices | Latest Resolution Deadlines
- Upcoming System Maintenance | Potential BruinBuy Plus Disruptions
- Next Week's Forecast | Office Hours & Other Important Events
- In Case You Missed It... | A Glance At Previous News
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: February 28 Deadline
Irregular invoices with a hold date of February 1, 2025, through February 16, 2025, must be actioned by departments no later than end of day today, February 28.
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.
UPDATED: March Deadlines – Part 1 & Part 2
| Invoice Hold Date | Department Action Deadline |
|---|---|
| February 17, 2025 – February 28, 2025 | Friday, March 14, end of day |
| NEW! March 1, 2025 – March 16, 2025 | Monday, March 31, 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 and irregular invoice working sessions.
- Help shape the future of irregular invoices by completing our feedback form.
To support monthly and quarterly system maintenance, BruinBuy Plus may be unavailable during the following periods:
| Maintenance Window | Impact |
|---|---|
| Saturday, March 8, 3 p.m. PT through 11 p.m. PT | Intermittent system disruptions |
| Friday, March 14, 6 p.m. PT through Sunday, March 16, 9 a.m. PT | Complete system outage (quarterly update) |
| Thursday, March 20, 5 p.m. PT through Friday, March 21, 3 a.m. PT | Intermittent system disruptions |
| Thursday, March 27, 5 p.m. PT through Friday, March 28, 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!
| Day | Details |
|---|---|
| Monday, March 3 | N/A |
| Tuesday, March 4 | 11 a.m. – 12 p.m. PT | Accounts Payable Office Hours 3 p.m. – 4 p.m. PT | Vendor Management Office Hours |
| Wednesday, March 5 | 9 a.m. – 10 a.m. PT | Travel Accounting Office Hours 11 a.m. – 11:45 a.m. PT | Purchasing Office Hours |
| Thursday, March 6 | 11 a.m. – 12 p.m. PT | Subaward / Subcontract Office Hours 1 p.m. – 2:30 p.m. PT | Accounts Payable Office Hours |
| Friday, March 7 | N/A |
Subaward Enhancement: “Draft PO” Workflow Step
Over the past year, you’ve helped us identify improvement opportunities for BruinBuy Plus’ subaward functionality. We’re excited to share that the first of several enhancements launched February 20!
Subaward purchase orders (POs) now enter a Draft PO workflow step before being approved.
Background
A subaward is a formal legal agreement between UCLA and a non-UCLA entity. For a subaward agreement to be fully executed (i.e., finalized), it must include a corresponding BruinBuy Plus PO number.
The details of a subaward agreement (e.g., project period, dollar amount) may change between the time it’s first initiated and the time it’s fully executed.
How Does the “Draft PO” Functionality Work?
Previously, a BruinBuy Plus subaward PO was approved based on minimal information. Once the Office of Contract & Grant Administration (OCGA) had a fully executed subaward agreement, the issuing department submitted a Change Request to update the PO details (as needed). This process:
- Caused rework for departments, UCLA Campus Purchasing & Payables, and OCGA
- Limited UCLA’s ability to proactively validate subaward details prior to PO approval
The new Subcontract / Subaward Draft PO workflow step streamlines this process, allowing a subaward to be “held” in approval workflow until the fully executed agreement is available. The PO can then be edited to match the agreement (as needed) before receiving final approval from UCLA Campus Purchasing & Payables.
NOTE: Subcontracts will also momentarily fall into this workflow step; however, the subcontract process remains unchanged.
How Can I Learn More?
The Subaward / Subcontract Tips & Resources guide outlines this updated process and provides step-by-step instructions for creating a new subaward PO. Have questions? Come to an upcoming office hour!
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
