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BruinBuy Plus Recap | March 27, 2025

BruinBuy Plus Recap: Your Weekly Review of Procurement News

In this issue:

BruinBuy Plus Enhancement | Direct Pay Form Updates

Based on your feedback, visiting scholar and visiting graduate researcher payments are now specifically listed on the Direct Pay form!

REMINDER: Information on visiting scholars / researchers can be found on UCLA Graduate Education's Visiting Graduate Researcher and Non-Degree Objective Student Comparison web page opens a new window.

What’s Changed? 

The previous Non-Matriculated Student request type has been expanded to Visiting Scholar / Graduate Researcher or Non-Matriculated Student. If selected, questions specific to each of these designations will now populate. 

Irregular Invoices | Latest Resolution Deadlines

The Irregular Invoice Resolution Calendar has been updated with the latest department deadlines!

Not sure how to identify the invoices your team is responsible for actioning? Follow the steps in the How to View & Sort Irregular Invoices by Hold Date training guide

TIP: Add upcoming deadlines to your calendar through our dynamic Events feed.

REMINDER: March Deadline

Irregular invoices with a hold date opens a new window of March 1, 2025, through March 16, 2025, must be actioned by departments no later than end of day Monday, March 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

NEW! April Deadlines

Invoice Hold DateDepartment Action Deadline
March 17, 2025 – March 31, 2025Friday, April 11, end of day
April 1, 2025 – April 13, 2025Friday, April 25, end of day

Resources & Support

Work Stoppage | Delivery Impacts

Earlier this week, Mail, Document & Distribution Services (MDDS) sent the below message to all UCLA employees: 

The UC Office of the President has informed us of a one-day strike by UPTE and AFSCME planned for Tuesday, April 1, 2025. This may affect delivery services, as drivers for companies like UPS, FedEx and Amazon may choose not to cross picket lines. To mitigate any disruptions, we encourage all departments to implement their continuity plans and stock up on essential supplies immediately.

Complete details can be found in MDDS’ March 25 communication.

Upcoming System Maintenance | April 2025

To support monthly system maintenance, BruinBuy Plus may be unavailable during the following periods: 

Maintenance WindowImpact
Thursday, April 10, 5 p.m. PT through Friday, April 11, 3 a.m. PTIntermittent system disruptions 
Saturday, April 12, 3 p.m. PT through 11 p.m. PT    Intermittent system disruptions 
Thursday, April 24, 5 p.m. PT through Friday, April 25, 3 a.m. PTIntermittent system disruptions 

Please plan your transactions and activities accordingly. If you have any questions or experience issues, submit a ticket opens a new window to our Service Desk. 

TIP: Add BruinBuy Plus planned outage events to your calendar!

Next Week's Forecast | March 31 – April 4

DateDetails
Monday, March 31

2 p.m. – 3 p.m. PT | Irregular Invoice Working Session

End of Day | Irregular invoice resolution deadline 

Tuesday, April 1

11 a.m. – 12 p.m. PT | Accounts Payable Office Hours

3 p.m. – 4 p.m. PT | Vendor Management Office Hours

Wednesday, April 2

9 a.m. – 10 a.m. PT | Travel Accounting Office Hours

11 a.m. – 11:45 a.m. PT | Purchasing Office Hours

Thursday, April 3

11 a.m. – 12 p.m. PT | Subaward / Subcontract Office Hours

1 p.m. – 2:15 p.m. PT | Accounts Payable Office Hours

Friday, April 4N/A

In Case You Missed It... 

Updating Subaward / Subcontract PI and Fund Manager Details

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 opens a new window. Based on campus feedback, this report will now be 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 our redesigned BruinBuy Plus Invoice Approver Update form opens a new window.

Update Schedule

Updates are posted per the below calendar:

Request Submission DateBruinBuy Plus Posting Date
Monday, March 24, through Sunday, March 30Friday, April 4
Monday, March 31, through Sunday, April 6Friday, April 11
Monday, April 7, through Sunday, April 13Friday, April 18

Submitters will be notified if their request is unable to be processed due to incomplete or inaccurate information.


Recent BruinBuy Plus Enhancements 

BruinBuy Plus PDF Viewer

BruinBuy Plus PDF attachments now automatically open in the system’s native PDF viewer – no downloading required! This applies to all document types, including:

  • Requisitions
  • Purchase Orders
  • Change Requests
  • Invoices
  • Receipts

Accounting Codes Entry Methods

In November, BruinBuy PlusAccounting Codes fields gained type-ahead functionality designed to help users quicky locate their desired FAU inputs with minimal data entry. Unfortunately, if users wished to manually enter these details, this enhancement made tabbing between fields incredibly cumbersome.  

We’re excited to report that users can now use the entry method toggle to select their preferred Accounting Codes experience:

  • Standard Entry (default): supports the standard type-ahead and field search functionality
  • Data Entry Mode: optimizes fields for manual data entry, including tabbing

Want to further streamline the Accounting Codes process? Add FAU favorites opens a new window to your BruinBuy Plus profile!


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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:

BruinBuy Plus Recap Web Articles

Access previous BruinBuy Plus Recaps on the Campus Purchasing & Payables website.