In this issue:
- Irregular Invoices | Upcoming Resolution Deadline
- Tariffs | Office Furniture Vendor Impacts
- Subawards & Subcontracts | Updating FM & PI Details
- REMINDER: 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
Irregular invoices with a hold date of June 30, 2025, or earlier must be actioned by departments no later than end of day next Friday, July 18.
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.
Quotes / invoices from UCLA-contracted office furniture vendors list tariffs as separate, non-taxable line items with the label Tariff Surcharge or Tariff Recovery Fee (verbiage may vary).
Details can be found below and are subject to change:
| vendor | tarriff amount | effective |
|---|---|---|
| Tangram (Steelcase) | 1.5% of list price | April 10, 2025 |
| MillerKnoll | Under negotiation (no tariff as of July 11) | N/A |
| Kimball International | 3.5% of discounted price | March 29, 2025 |
| Krueger International | 2.48% of discounted price | April 28, 2025 |
UCLA Campus Purchasing & Payables remains committed to helping you and your department during this challenging time. If you have any questions, please submit a ticket to the BruinBuy Plus service desk.
REMINDER: Review the April 15 communication to learn more about mitigating tariff disruptions.
Overview
Invoices related to a subaward or subcontract must be approved by the associated principal investigator (PI) and fund manager before they can be processed for payment by Accounts Payable. This approval workflow is driven by fund number.
IMPORTANT: Currently, BruinBuy Plus only supports one PI and one fund manager per fund. Review the August 30 Recap to learn more about subaward / subcontract invoice workflow.
How to Request an Update
You can view a comprehensive list of BruinBuy Plus fund numbers and their assigned PIs / fund managers through our Subaward / Subcontract Invoice Approver list. This report is refreshed on a weekly basis.
If you notice incorrect PI or fund manager information for an existing subaward / subcontract fund OR need to add the PI and fund manager details for a new subaward / subcontract fund, complete the BruinBuy Plus Invoice Approver Update form.
Update Schedule
The update schedule for July, August, and September can be found on the Subaward / Subcontract Invoice Approver list.
Submitters will be notified if their request is unable to be processed due to incomplete or inaccurate information.
To support monthly and quarterly system maintenance, BruinBuy Plus may be unavailable during the following periods:
| maintenance window | impact |
|---|---|
| Friday, July 11, 6 p.m. PT through Sunday, July 13, 9 a.m. PT | Complete system outage (quarterly update) NOTE: While BruinBuy Plus is expected to be back online by 9 a.m. PT on July 13, intermittent service disruptions may occur until Monday, July 14. |
| Thursday, July 17, 5 p.m. PT through Friday, July 18, 3 a.m. PT | Intermittent system disruptions |
| Thursday, July 24, 5 p.m. PT through Friday, July 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!
| date | details |
|---|---|
| Monday, July 14 | N/A |
| Tuesday, July 15 | 11 a.m. – 12 p.m. PT | Accounts Payable Office Hours 3 p.m. – 4 p.m. PT | Vendor Management Office Hours |
| Wednesday, July 16 | 9 a.m. – 10 a.m. PT | Travel Accounting Office Hours 11 a.m. – 11:45 a.m. PT | Purchasing Office Hours |
| Thursday, July 17 | 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, July 18 | 3 a.m. PT | BruinBuy Plus monthly maintenance ends 5 p.m. PT | Irregular invoice resolution deadline |
Fiscal Year-End General Updates
The new fiscal year is here!
- Requisitions and Change Requests in the Fiscal Year-End Hold step were completed July 1.
- Invoices in the Fiscal Year-End Hold step will move to a Complete invoice status between July 1 and July 11.* Payment will be issued per the listed BruinBuy Plus due date.
*Processing based on BruinBuy Plus invoice creation date (first in, first out).
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.
