In this issue:
- Fiscal Year-End | Upcoming Deadlines
- System Issue Resolved | 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 |
|---|---|
| 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.
As communicated in the June 6 Recap, we identified a data export issue that caused the Campus Irregular Invoice Dashboard to experience intermittent refresh delays. As of today, June 20, this issue has been fully resolved.
REMINDER: The dashboard updates at 5 p.m. PT every business day and reflects data from the previous business day. Access the Irregular Invoice Reporting web page for additional information.
| Date | details |
|---|---|
| Monday, June 23 | N/A |
| Tuesday, June 24 | 3 p.m. – 4 p.m. PT | Vendor Management Office Hours |
| Wednesday, June 25 | 11 a.m. – 11:45 a.m. PT | Purchasing Office Hours |
| Thursday, June 26 | 11 a.m. – 11:45 a.m. PT | Subaward / Subcontract Office Hours |
| Friday, June 27 | N/A |
Travel & Entertainment Guidelines Web Resource
On June 12, 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.
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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
BruinBuy Plus Recap Web Articles
Access previous BruinBuy Plus Recaps on the Campus Purchasing & Payables website.
