In this issue:
- Fiscal Year-End | Upcoming Deadlines
- BruinBuy Plus Enhancement | Linde PO distribution settings
- Form Version Control | General Reminder
- Irregular Invoices | Upcoming Resolution Deadline
- May 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 deadlines! Access complete descriptions (including deadline times) on the Procurement & Travel Accounting Fiscal Close web page.
| Deadline | Activity |
| Sunday, May 31 | PCard Transaction Posting Deadline |
| Friday, June 5 | Non-Travel & Non-Entertainment (Non-T&E) Reimbursement Department Approvals Due |
| Travel & Entertainment (T&E) Reimbursement Department Approvals Due | |
| Requisitions Due | |
| Change Requests Due | |
| Invoice & Direct Pay Form Submissions Due |
Invoices submitted after June 5 will continue through BruinBuy Plus workflow; however, once all steps are completed, these invoices will be held in a Fiscal Year-End Hold step until July 1.*
Exceptions are not guaranteed and will only be granted if there is a compelling business justification.
BruinBuy Plus’ Override Distribution feature allows users to change the email address to which a purchase order (PO) is sent.
Linde Gas orders – both catalog and non-catalog – do not support email overrides. In the past, BruinBuy Plus only prevented this setting on catalog orders, causing confusion and order delays for non-catalog POs.
Moving forward, the system will now display an error if a catalog OR non-catalog Linde Gas requisition is submitted with Override Distribution enabled.
Earlier this year, we launched form version control. As forms are updated and improved, this enhancement ensures you’re always using the most current version. If you accidentally copy and submit an outdated form, the system will automatically return it to you, saving time, reducing back-and-forth, and ensuring you’re always aware of the latest form requirements.
Access the How to Rebuild a Previous Requisition Using Shopping Favorites guide to learn how to:
- Quickly identify outdated forms before submitting them
- Save information from previous form submissions so you can easily rebuild an up-to-date requisition for any form type
Irregular invoices with a hold date of April 1, 2026, through April 12, 2026, must be actioned by departments no later than end of day Friday, May 22.
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.
Need help? Join an upcoming office hour.
To support monthly system maintenance, BruinBuy Plus may be unavailable during the following periods:
| Maintenance Window | Impact |
| Thursday, May 21, 5 p.m. PT through Friday, May 22, 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 |
|---|---|
| Monday, May 18 | N/A |
| Tuesday, May 19 | 3 p.m. – 3:45 p.m. PT | Vendor Management Office Hours |
| Wednesday, May 20 | 9 a.m. – 9:45 a.m. PT | Travel Accounting Office Hours 11 a.m. – 11:45 a.m. PT | Purchasing Office Hours |
| Thursday, May 21 | 11 a.m. – 11:30 a.m. PT | Subcontract & Subaward Office Hours 1 p.m. – 2 p.m. PT | Accounts Payable Office Hours 5 p.m. PT | BruinBuy Plus monthly maintenance begins |
| Friday, May 22 | 3 a.m. PT | BruinBuy Plus monthly maintenance ends 5 p.m. PT | Irregular invoice resolution deadline |
| 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.
