In this issue:
- Fiscal Year-End | Upcoming Deadlines
- Travel & Entertainment Guidelines | New Web Resource
- System Issue Update | Irregular Invoice Dashboard Not Refreshing
- Next Week's Forecast | Office Hours & Other Important Events
- In Case You Missed It... | A Glance At Previous News
This section is a high-level overview of upcoming June deadlines! Access complete descriptions on the Procurement & Travel Accounting Fiscal Close web page.
| Deadline | activity |
|---|---|
| Friday, June 13, 5 p.m. PT | PCard Statement Report Approval Due |
| Wednesday, June 18, 5 p.m. PT | General Refund Department Approvals Due |
| Monday, June 30, 10 a.m. PT | Accrued Expense (Form E) Due (review the June 12 Controller’s Office memo to learn more) |
Unless otherwise noted on the Procurement & Travel Accounting Fiscal Close web page, activities completed after their respective deadline will be properly accounted for but not processed in FY 2024 – 2025. In most scenarios, this means:
- Requisitions received after May 30 will not become purchase orders until FY 2025 – 2026 (excludes catalog orders).
- Invoices submitted after May 30 will be processed and paid in FY 2025 – 2026 (excludes select catalog vendors and invoices with a discount date of June 30, 2025, or earlier).
Exceptions are not guaranteed and will only be granted if there is a compelling business justification. Access the May 30 Recap for additional fiscal year-end considerations and expectations.
REMINDER: If a requisition submitted prior to the May 30 deadline contains errors or is incomplete (e.g., missing documentation), it won’t be processed this fiscal year.
Yesterday, Senior Director Scott Monatlik shared the below message with CAOs and CFOs:
Thank you for your commitment to following the travel and entertainment guidance announced on May 13. In direct response to your thoughtful questions and feedback, I am pleased to share a new web resource designed to support travel and entertainment decision-making.
The Travel & Entertainment Guidelines web page is now live and includes:
- An overview of the May 13 memo
- A matrix of pre-approval requirements and exclusions
- A comprehensive FAQ
This resource was created in collaboration with various campus leaders, and I encourage you to share it broadly within your teams.
As we navigate the current financial realities, please remember that every unit and department is responsible for the solutions needed to weather this difficult time. Leaders should critically consider all travel and entertainment expenses — even in cases where pre-approval is not required.
Review the web page for additional information, including how to document CAO / CFO pre-approval for BruinBuy Plus transactions.
NOTE: Travel Accounting is a separate department from UCLA Campus Purchasing & Payables.
As communicated in the June 6 Recap, we've identified a data export issue that is preventing the Campus Irregular Invoice Dashboard from updating.
What's the Current Status?
A data refresh was able to occur earlier this week; however, the issue is still ongoing. At this time, the dashboard has not been updated since Monday, June 9.
What Should I Do?
Until the issue is resolved, irregular invoice data should be pulled directly from BruinBuy Plus. Review the Irregular Invoice Reporting web page for comprehensive how-to instructions.
When Will This Be Fixed?
The BruinBuy Plus team is actively working to address this issue, and resolution is expected in the near future. We will continue to update you as we learn more.
| Date | details |
|---|---|
| Monday, June 16 | N/A |
| Tuesday, June 17 | 3 p.m. – 4 p.m. PT | Vendor Management Office Hours |
| Wednesday, June 18 | 10 a.m. – 10:45 a.m. PT | Subaward / Subcontract Office Hours 11 a.m. – 11:45 a.m. PT | Purchasing Office Hours 5 p.m. PT | Fiscal Close Deadline - General Refund Department Approvals |
| Thursday, June 19 | Office Closed | Juneteenth |
| Friday, June 20 | 8 a.m. PT | Start reviewing ledger to identify FY24-25 Procurement & Travel Accounting transactions that have been incurred but not processed or posted. Accrual Expense (Form E) due June 30. |
Broniec Vendor Outreach
UCLA Campus Purchasing & Payables has partnered with Broniec, a trusted University of California contractor, to help identify and recover funds that may be owed to the University (e.g., overpayments, uncashed refund checks, and other funds due). As part of this effort, select vendors may receive information requests directly from Broniec (statementrequest@broniec.com). This outreach is legitimate and part of an authorized review process.
If vendors have any questions, please direct them to the contact information located in Broniec’s email communication.
Upcoming System Maintenance
To support monthly system maintenance, BruinBuy Plus may be unavailable during the following periods:
| Maintenance Window | Impact |
|---|---|
| Saturday, June 14, 3 p.m. PT through 11 p.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
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.
