In this issue:
- PO Closure Initiative | BruinBuy Plus Form POs (Part 2)
- Irregular Invoices | Enhancements & Upcoming Deadline
- Office Hours | Modified Thanksgiving Schedule
- Winter Closure | Important Dates
- Next Week's Forecast | Office Hours & Other Important Events
- In Case You Missed It... | A Glance At Previous News
The timely closure of POs is critical to limiting overspending, maintaining accurate financial records, and ensuring efficient campus operations. At this time, only catalog and After-the-Fact (ATF) POs are automatically closed once exhausted (stay tuned for exciting updates to this process!).
Currently, there are approximately 80,000 BruinBuy Plus form POs* that 1) have not been invoiced against in at least three months AND 2) have a negative or $0 PO balance. We want to make this clean-up process as easy as possible!
Given the high volume of POs in this category, this effort will be completed over several phases. Starting December 8, UCLA Campus Purchasing will begin to close Part 2 POs on your behalf.
All you need to do is:
1. Review the BruinBuy Plus Form PO Clean-Up (Part 2) file (optional).
- Use the Summary tab to quickly view PO volume by organization and department.
If your organization or department is not listed, you aren’t included in this round of clean-up.
NOTE: Since these POs are fully exhausted AND haven’t been utilized in at least three months, your review is optional.
2. Request an exception (if needed).
- If you have a valid business justification for keeping a listed PO open, submit the PO Closure Exception form by end of day Friday, December 5 (exceptions are not guaranteed).
If your unit’s PO(s) are ready to be closed, no action is required.
IMPORTANT: If a listed PO receives an invoice after this message is distributed, it will remain open until the invoice(s) has been paid. Exceptions don’t need to be submitted for these scenarios.
*excludes subawards / subcontracts; ~34,000 POs comprised Part 1 of this effort.
Improved System Tolerances
Effective today, November 21, we’ve updated our system tolerances to flag a broader range of invoices tied to purchase orders with insufficient funds! This gives you:
- Greater visibility into potential billing issues
- More control over invoice payments
Flagged invoices will still follow the standard irregular invoice reporting and resolution process.
Upcoming Resolution Deadline
Irregular invoices with a hold date of November 1, through November 16, 2025, must be actioned by departments no later than end of day Friday, December 5.
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.
UCLA Campus Purchasing & Payables and Travel Accounting will be closed Thursday, November 27, and Friday, November 28, in observance of Thanksgiving.
Due to the holiday, only a select number of office hour sessions will be held next week. Office hours will return to their normal schedules on Monday, December 1. Review the Next Week’s Forecast section or Events web page for additional information.
The 2025-2026 Winter Holiday Closure is scheduled from Wednesday, December 24, 2025, through Friday, January 2, 2026. Normal operations will resume on Monday, January 5.
Access the Winter Closure Deadlines & Services web page for details. Quickly add deadlines to your calendar through our dynamic Events page!
NOTE: Travel Accounting deadlines were recently added to the web page.
| date | details |
|---|---|
| Monday, November 24 | 1:30 p.m. – 2 p.m. PT | Purchasing Office Hours |
| Tuesday, November 25 | 11 a.m. – 12 p.m. PT | Accounts Payable Office Hours 3 p.m. – 4 p.m. PT | Vendor Management Office Hours |
| Wednesday, November 26 | 5 p.m. PT | Winter Closure Deadline |
| Thursday, November 27 | Office Closed | Thanksgiving |
| Friday, November 29 | Office Closed | Thanksgiving |
Recap Mailing List Form
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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.
