Purchasing & Accounts Payable

Last week, Chief Procurement Officer O.T. Wells II and Senior Director Scott Monatlik shared the following message: 

We are pleased to announce that UCLA Campus Purchasing & Payables’ and Travel Accounting’s 2024 – 2025 fiscal close deadlines are now available. This year, most activities have a shared due date of Friday, May 30.

Close dates were carefully selected to reduce unnecessary spend, promote thoughtful purchasing practices, and to allow for adequate processing time for both departments and central offices. Adherence is essential for a successful year-end close.

Unless otherwise noted, activities completed after their respective deadline will be properly accounted for but not processed in FY 2024 – 2025. In most scenarios, this means:

1) Requisitions received after May 30 will not become purchase orders until FY 2025 – 2026 (excludes catalog orders).

2) 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.

Complete details can be found in the May 2 communication. 

Irregular invoices with a hold date of April 14 through April 30, 2025, must be actioned by departments no later than end of day today, May 9.

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. 

Background

Subaward / subcontract amendments are defined as follows:

• No-Cost Extensions
• Additional Funding
• Encumbrance Releases / De-Obligating Funds
• FAU Changes
• Subaward / Subcontract Close-Outs

Previously, amendments were initiated through BruinBuy Plus’ Change Request functionality. Unfortunately, this process often introduced PO errors that adversely affected the University’s ability to pay subawardees and subcontractors.

By centralizing PO amendments, errors and rework will be substantially reduced.  

How Does the New Form Work?

When a subaward or subcontract amendment is needed, the requesting department will complete the Subaward / Subcontract Amendment form. Once submitted, the UCLA Campus Purchasing Subawards / Subcontracts team will review the form and work with the requestor to centrally edit the PO.

What you need to know:

• You can submit multiple amendments for the same PO on one Subaward / Subcontract Amendment form.
• With this new process, subaward and subcontract POs no longer support Change Requests.
• If you recently submitted a Change Request for a subaward / subcontract, the UCLA Campus Purchasing Subawards / Subcontracts team will notify you if any additional action is needed.
• The previous subaward amendment workaround has been retired.

How Can I Learn More?

The Subaward / Subcontract Tips & Resources guide outlines this updated process and provides step-by-step instructions for amending a subaward / subcontract PO. Additional materials will launch soon! Have questions? Come to an upcoming office hour.

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