In this issue:
- Fiscal Year-End | Upcoming Deadlines
- System Issue | Irregular Invoice Dashboard Not Updating
- For Your Awareness | Broniec Vendor Outreach
- 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
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 |
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. Review 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.
We recently identified a data export issue that is preventing the Campus Irregular Invoice Dashboard from updating.
What Does This Mean?
The dashboard’s data has not refreshed since end of day, Monday, June 2.
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; however, an estimated resolution date is not yet available. We will continue to update you as we learn more.
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.
To support monthly system maintenance, BruinBuy Plus may be unavailable during the following periods:
| Maintenance Window | Impact |
|---|---|
| Thursday, June 12, 5 p.m. PT through Friday, June 13, 3 a.m. PT | Intermittent system disruptions |
| 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!
| Date | Details |
|---|---|
| Monday, June 9 | N/A |
| Tuesday, June 10 | 3 p.m. – 4 p.m. PT | Vendor Management Office Hours |
| Wednesday, June 11 | 11 a.m. – 11:45 a.m. PT | Purchasing Office Hours |
| Thursday, June 12 | 11 a.m. – 11:45 a.m. PT | Subaward / Subcontract Office Hours 5 p.m. PT | BruinBuy Plus monthly maintenance begins |
| Friday, June 13 | 3 a.m. PT | BruinBuy Plus monthly maintenance ends 5 p.m. PT | Fiscal Close Deadline - PCard Statement Report Approval |
BruinBuy Plus Enhancements
Grainger Powered by Stygian
UCLA Campus Purchasing & Payables is excited to announce that the Grainger punchout catalog is now powered by small business partner, Stygian.
What This Means for You
You still have access to the Grainger inventory, service, and pricing you’re used to! The punchout interface and overall shopping experience remain unchanged.
- Grainger will continue to fulfill orders placed prior to May 29.
- Stygian will fulfill orders placed on or after May 29.
- Packing slips will reflect Stygian details, including Stygian customer support and return instructions.
Campus Buyers with a high volume of Grainger purchases will receive an introductory message from the Stygian team.
Support & Resources
This is Stygian’s third University of California deployment, and we’re confident they’ll be a valuable addition to the Bruin family! If you need help or wish to discuss Stygian / Grainger offerings:
- Account Management: UCLA’s Stygian account manager, Mirlyk Herrera, is available for both in-person and virtual discussions related to application, product identification, and cost-saving solutions (mirlyk@stygianhc.com; 833-789-4426 [ext. 706])
- Stygian Customer Service & Returns: 833-789-4426 (ext. 0); sales@stygianhc.com
- BruinBuy Plus Support: tinyurl.com/bruinbuy-plus-support
Improved Object Code Guidance
Object codes 7300 and 7310 are exclusively used for subawards and subcontracts. Previously, BruinBuy Plus allowed users to mistakenly enter these object codes on other transactions, resulting in processing delays and rework.
Moving forward, users will now encounter a submission hard stop if they enter object codes 7300 or 7310 on the following requisition forms:
- After-the-Fact Request
- ASUCLA Retail Purchase
- Catering, Conferences & Events
- Educational Media
- Purchase Request
Temporary Office Hour Schedule Changes for FYE
With fiscal year-end processing in full swing, select office hour schedules have been modified for the month of June. We’ll return to our usual cadence in July.
- Accounts Payable: No sessions will be held in June. For assistance or escalations, submit a BruinBuy Plus support ticket.
- Non-T&E Reimbursements: No sessions will be held in June. For assistance or escalations, create a case through the UCLA Finance Support Portal.
- Travel Accounting: No sessions will be held in June. For assistance or escalations, create a case through the UCLA Finance Support Portal.
- Subawards / Subcontracts: Shortened sessions will be held every week (Thursdays, 11 a.m. – 11:45 a.m. PT).
- Vendor Management: Sessions will continue as normal (Tuesdays, 3 p.m. – 4 p.m. PT).
- Purchasing: Sessions will continue as normal (Wednesdays, 11 a.m. – 11:45 a.m. PT).
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.
