In this issue:
- Irregular Invoice Resolution | Deadline Extension
- Wildfire Relief | Order Escalation & Home Ship-To Address
- Next Week's Forecast | Upcoming Events & Deadlines
- In Case You Missed It... | A Glance at Previous News
Irregular Invoice Resolution | Deadline Extension
Yesterday, Chief Procurement Officer O.T. Wells II sent the following note to CAOs, CFOs, and BruinBuy Plus users:
I hope this message finds you and your loved ones safe during this incredibly difficult time.
In light of the devastating fires affecting Los Angeles and the Bruin community, I am extending the resolution deadline for irregular invoices with a hold date of December 31, 2024, or earlier.* The new deadline is end of day Friday, January 31.
The Irregular Invoice Resolution Calendar web page has been updated to reflect this change, and I encourage you to attend an upcoming Accounts Payable office hour or irregular invoice working session if you have any questions.
As we navigate this period of uncertainty and immense challenge, UCLA Campus Purchasing & Payables remains here for you and your department – please reach out if we can offer additional support.
*includes invoices with a blank or NULL hold date
You can access the original communication through the UCLA Campus Purchasing & Payables web article.
Wildfire Relief
Expediting Critical Purchases
If your department needs to expedite urgent, fire-related purchases:
- New Orders: Add Fire-Related Purchase to your requisition’s cart name
- Existing Orders: Email purchasing@finance.ucla.edu with all relevant details (e.g., PO number, business justification, etc.)
Instructions for tracking fire-related expenses will be shared in future communications.
Shipping to a Home Address
Our new How to Assign a Home Ship-To Address training guide is now live!
When shipping a BruinBuy Plus order to a home address, it’s best practice for campus departments to add a business justification to the requisition’s Internal Notes or Comments. Requisitions requiring Campus Purchasing approval (e.g., orders over $10,000, restricted items, software) must include a business justification and CAO / CFO approval.
Stay tuned for additional ship-to training materials.
Next Week's Forecast | January 20 – January 24
| Day | Details |
|---|---|
| Monday, January 20 | Office Closed | Martin Luther King, Jr. Holiday |
| Tuesday, January 21 | 11 a.m. – 12 p.m. PT | Accounts Payable Office Hours 3 p.m. – 4 p.m. PT | Vendor Management Office Hours |
| Wednesday, January 22 | 11 a.m. – 11:45 a.m. PT | Purchasing Office Hours NOTE: Travel Accounting office hours won't be held this week. The next session is scheduled for January 29. |
| Thursday, January 23 | 11 a.m. – 12 p.m. PT | Subaward / Subcontract Office Hours 11 a.m. – 12 p.m. PT | Non-T&E Reimbursement Office Hours 1 p.m. – 2:30 p.m. PT | Accounts Payable Office Hours |
| Friday, January 24 | N/A |
In Case You Missed It...
Encumbrances Not Posting to GL
We recently discovered a technical issue that is preventing BruinBuy Plus encumbrances from posting to the general ledger (GL).
What Does This Mean?
BruinBuy Plus encumbrances haven't posted to the GL since December 12, 2024. As a result, encumbrance transactions between December 12, 2024, and December 31, 2024, won't reflect in the December 2024 GL posting period. This includes the addition of new encumbrances as well as the release of existing encumbrances.
When Will This Be Fixed?
The BruinBuy Plus team is actively reviewing this issue; however, a resolution timeline isn't currently available. We'll continue to update you as we learn more.
How Can I Help?
At this time, we ask that you refrain from reconciling encumbrances or submitting encumbrance release requests.
New PaymentWorks Knowledge Article Links
PaymentWorks, UCLA’s vendor management tool, has published a variety of knowledge articles to help vendors and departments navigate the system.
With the recent launch of PaymentWorks’ redesigned knowledge base, all help articles now have new links – as of January 15, historical links have been inactivated.
What this means for you:
- The UCLA Campus Purchasing & Payables website now reflects the latest links.
- You can access all new links through the PaymentWorks knowledge base.
- If you previously bookmarked PaymentWorks articles, your bookmarks will no longer work.
Need to update your / your vendor’s bookmarks? Check out some of the most popular articles below:
- How Do I Recover My PaymentWorks Account?
- Editing Bank Account & Remittance Information
- How to Update Remittance and/or Corporate Addresses
REMINDER: PaymentWorks knowledge articles are not specific to UCLA. Refer to our Vendor Registration Training and Frequently Asked Questions web pages for UCLA-specific resources.
Upcoming System Maintenance
To support monthly system maintenance, BruinBuy Plus may be unavailable during the following periods:
| Maintenance Window | Impact |
|---|---|
| Thursday, January 30, 5 p.m. PT through Friday, January 31, 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.
