In this issue:
- Receiving | Changes to "Required" Receiving
- Irregular Invoices | Upcoming Resolution Deadline
- System Maintenance | Potential BruinBuy Plus Disruptions
- Biweekly Forecast | Office Hours & Other Events
- In Case You Missed It... | A Glance At Previous News
BruinBuy Plus offers three (3) receiving options for purchase orders (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's Changing?
As part of BruinBuy Plus’ mandatory quarterly update, a temporary change has been made to Required Receiving. Invoices associated with these POs will 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 ageing, 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.
Irregular invoices with a hold date of July 1, 2026, through July 12, 2026, must be actioned by departments no later than end of day Friday, July 31.
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.
To support monthly and quarterly system maintenance, BruinBuy Plus may be unavailable during the following periods:
| Maintenance Window | Impact |
| Thursday, July 30, 5 p.m. PT through Friday, July 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!
| Date | Details |
|---|---|
| Tuesday, July 28 | 3 p.m. PT | Vendor Management Office Hours (biweekly) |
| Wednesday, July 29 | 9 a.m. PT | Travel Accounting Office Hours (weekly) |
| Thursday, July 30 | 11 a.m. PT | Subaward & Subcontract Office Hours (weekly) 5 p.m. | BruinBuy Plus monthly maintenance begins |
| Friday, July 31 | 3 a.m. PT | BruinBuy Plus monthly maintenance ends |
| Wednesday, August 5 | 9 a.m. PT | Travel Accounting Office Hours (weekly) 11 a.m. PT | Purchasing Office Hours (biweekly) |
| Thursday, August 6 | 11 a.m. PT | Subaward & Subcontract Office Hours (weekly) 1 p.m. PT | Accounts Payable Office Hours (weekly) |
| Friday, August 7 | Biweekly Recap | August 7 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.
New PaymentWorks User Interface
PaymentWorks, UCLA’s vendor management tool, got a new look on Monday, July 13!
The updated interface features a more modern design and aligns closely with the experience vendors have come to know with the new invoice portal.
- Vendors have been contacted directly by PaymentWorks with update details.
- UCLA departments can expect only minor navigation and visual changes.
If you have any questions or concerns, contact vendmgmt@finance.ucla.edu.
Office Hour Schedule
New (fiscal) year, new office hours! Our updated office hour schedule is now live. We’ve made a few changes based on question volume and feedback. Here’s what you can expect:
| Topic | Cadence |
|---|---|
| Accounts Payable | Weekly |
| Subcontracts & Subawards | Weekly |
| Travel Accounting | Weekly |
| Purchasing | Biweekly |
| Vendor Management | Biweekly |
| Non-T&E Reimbursements | Monthly |
Register for upcoming sessions via our events feed.
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 7.
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.