In this issue:
- BruinBuy Plus Enhancement | Override Distribution on Copied Requisitions
- Fiscal Year-End | Upcoming Deadlines
- Cybersecurity Compliance | Action Required for BruinBuy Plus Users
- Next Week's Forecast | Office Hours & Other Important Events
- In Case You Missed It... | A Glance At Previous News
BruinBuy Plus’ Override Distribution feature allows users to change the email address to which a purchase order (PO) is sent. For Override Distribution to work correctly, users must 1) enable the functionality and 2) enter the new email address to which they would like to send the PO.
Previously, copied requisitions mirrored the Override Distribution settings of the parent requisition. If the original requisition had an error in the Override Distribution Email Address field (e.g., blank field, email typo), the copied requisition inherited the same issue, resulting in processing delays.
Moving forward, the Override Distribution field will be automatically disabled on all copied requisitions. If the feature is needed on the new requisition, users can re-enable it per the How to Override PO Distribution guide.
This section is a high-level overview of upcoming May deadlines! Access complete descriptions on the Procurement & Travel Accounting Fiscal Close web page.
| Deadline | Activity |
|---|---|
| Wednesday, May 28, at 5 p.m. PT | Final PCard Purchases Due |
| Friday, May 30, 5 p.m. PT | Requisitions Due |
| Change Requests Due | |
| 2024 – 2025 Invoices Due (includes irregular invoice resolution) | |
| Shipping Forms Due | |
| Direct Pay Forms Due | |
| Non-Travel & Non-Entertainment (Non-T&E) Reimbursement Approvals Due | |
| Travel & Entertainment (T&E) Reimbursement 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.
As shared on May 5, users who access critical UCLA applications must have Duo Desktop and Trellix antivirus installed on their computer starting June 1, 2025. This requirement aligns with the implementation of updated University of California cybersecurity policies and is part of a broader effort to defend against increasing cybersecurity threats.
BruinBuy Plus users will be impacted by this security policy change starting June 1, 2025.
What is Duo Desktop?
UCLA Duo Desktop is a lightweight computer application that assesses your device's security posture, ensuring your system meets UCLA's security requirements (e.g., UCLA-approved anti-virus Trellix) before you access protected applications.
A complete list of applications that require installation of Trellix and Duo Desktop can be found on the Office of the Chief Information Security Officer site.
What Do I Need to Do?
If you are a BruinBuy Plus user:
- Ensure Trellix and Duo Desktop are installed on your device(s) before June 1.
- To determine if your device already has Duo Desktop and/or to confirm successful installation, use the Duo Desktop Test site.
- If you don't have the local administrator rights required to install the Duo Desktop software, please contact your IT support desk directly.
- Access the Duo Desktop Getting Started guide for step-by-step installation instructions.
- Reference the Duo Desktop Support site for additional information and answers to frequently asked questions.
IMPORTANT: If you don’t take the necessary action by June 1, you will lose BruinBuy Plus access until your device is fully compliant.
| Date | Details |
|---|---|
| Monday, May 26 | Office Closed | Memorial Day |
| Tuesday, May 27 | 11 a.m. – 12 p.m. PT | Accounts Payable Office Hours 3 p.m. – 4 p.m. PT | Vendor Management Office Hours |
| Wednesday, May 28 | 9 a.m. – 10 a.m. PT | Travel Accounting Office Hours 5 p.m. PT | Fiscal Close Deadline - Final PCard Purchases NOTE: This week’s Purchasing office hour has been rescheduled for Thursday, May 29, at 2:15 p.m. PT. |
| Thursday, May 29 | 11 a.m. – 12 p.m. PT | Subaward / Subcontract Office Hours 1 p.m. – 2:15 p.m. PT | Accounts Payable Office Hours 2:15 p.m. – 3 p.m. PT | Purchasing Office Hours 5 p.m. PT | BruinBuy Plus monthly maintenance begins |
| Friday, May 30 | 3 a.m. PT | BruinBuy Plus monthly maintenance ends 5 p.m. PT | Fiscal Close Deadline |
Changes to May System Maintenance
The BruinBuy Plus monthly maintenance window scheduled for Friday, May 23, 4 p.m. PT through Monday, May 26, 8 p.m. PT has been postponed. The system will be fully operational and accessible during this time.
The remaining maintenance window is listed below:
| Maintenance Window | Impact |
| Thursday, May 29, 5 p.m. PT through Friday, May 30, 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!
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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.
