Purchasing & Accounts Payable

In this issue:

• Subaward Amendments | Temporary System Workaround
• CCT Vendors | Ineligible for Insurance Waivers
• AP Office Hours | Upcoming Schedule Change
• Next Week's Forecast | Office Hours & Other Important Events
• In Case You Missed It... | A Glance At Previous News

Subaward Amendments | Temporary Workaround

Earlier this week, subaward owners were notified of a system error causing subaward purchase orders to zeroize OR not reflect updated funding after an amendment change request is completed and approved.

We’re actively working to fix this issue, and a temporary workaround is available. Complete details can be found in our October 22 article. 

CCT Vendors | Ineligible for Insurance Waivers

BruinBuy Plus’ contract compliance tracker (CCT) vendors have a campus-wide or UC-wide contract. Transactions with these vendors are governed by the associated contract's insurance terms and aren’t eligible for an insurance waiver.

To reduce requisition delays, the BruinBuy Plus system will now stop a Purchase Request Form from being submitted if it’s 1) linked to a CCT vendor and 2) requests an insurance waiver. Users will be prompted to remove the waiver if they wish to proceed.  

AP Office Hours | Upcoming Schedule Change

We've heard your whispers (and maybe a few yawns) about our early Monday morning Accounts Payable (AP) office hours. Based on campus feedback and session analytics, these support offerings aren’t aligning with most campus calendars.

Starting November 5, AP office hours will be held on Tuesdays and Thursdays: 

• Tuesdays: 11 a.m. PT – 12 p.m. PT
• Thursdays: 1 p.m. PT – 2:30 p.m. PT

NOTE: The current Monday / Thursday schedule will continue through the end of October. 

Register

Next Week's Forecast | October 28 – November 1

Take a look at next week’s support opportunities and important events:

In Case You Missed It...

Upcoming System Maintenance

To support quarterly system maintenance, BruinBuy Plus may be unavailable during the following period: 

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

NOTE: Additional November maintenance windows are expected and will be communicated soon. You can easily add planned outages to your calendar through our event feed.

REMINDER: PO Closure Functionality

As of August 23, Campus Buyers can close select purchase orders (POs) without Campus Purchasing support. 

PO Closure Criteria

The BruinBuy Plus Soft Close functionality can be leveraged to close POs under $10,000 if: 

• The PO does not have any associated invoices, and no invoices are expected, OR
• The PO’s associated invoices have a Paid or Canceled payment status, and no additional invoices are expected.

IMPORTANT: POs over $9,999.99 as well as subcontract and subaward POs are excluded from this process – to close these POs, Campus Buyers must create a support ticket. 

Training Resources

Comprehensive training materials and FAQs can be found on our PO Closure web page.

Travel Accounting Office Hours

Did you know Travel Accounting now has weekly office hours? From general travel & entertainment (T&E) inquiries to T&E-related BruinBuy Plus and Concur questions, these sessions will be your new favorite resource. 

NOTE: Travel Accounting is a separate department from UCLA Campus Purchasing & Payables.

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