In this issue:

• Irregular Invoices | Latest Resolution Deadlines
• PO Closure Initiative | REMINDER: After-the-Fact PO Clean-Up
• Next Week's Forecast | Office Hours & Other Important Events
• In Case You Missed It... | A Glance At Previous News

The Irregular Invoice Resolution Calendar has been updated with the latest department deadlines!

Not sure how to identify the invoices your team is responsible for actioning? Follow the steps in the How to View & Sort Irregular Invoices by Hold Date training guide.

TIP: Add upcoming deadlines to your calendar through our dynamic Events feed.

REMINDER: September Deadline

Irregular invoices with a hold date of September 1, 2025, through September 14, 2025, must be actioned by departments no later than end of day today, September 26.

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. 

NEW! October Deadlines

Resources & Support

• Comprehensive instructions for viewing and addressing irregular invoices are available on the Irregular Invoice Reporting and Irregular Invoice Resolution web pages.
• Receive live support through office hours.

The timely closure of purchase orders (POs) is critical to limiting overspending, maintaining accurate financial records, and ensuring efficient campus operations. We know your teams are juggling a lot, which is why our new PO Closure Initiative is dedicated to streamlining the closure process through enhanced system functionality, improved reporting, and expanded training materials!

To kick off this effort, we’re focusing on the stale PO backlog that has accumulated since BruinBuy Plus’ initial launch. First up: After-the-Facts (ATFs).

Background

The ATF Request form is used to process payment for unauthorized financial commitments made on behalf of UCLA (i.e., purchases made without first obtaining a valid PO). Because these purchases violate UC policy and procedures, the ATF form is considered an exceptional process, and a separate form must be submitted for each requested invoice payment.

The PO generated by an ATF form should be closed once the associated invoice has been paid or rejected. Currently, there are over 3,100 stale* ATF POs open in the system.

*ATF PO created on or before July 1, 2025.

ATF Clean-Up

We want to make this clean-up process as easy as possible! During the week of October 6, UCLA Campus Purchasing will close your department’s stale ATFs.

All you need to do is: 

1. Review the ATF PO Clean-Up file.

• Use the Summary tab to quickly view PO volume by organization and department.
• If your organization or department is not listed, you have no impacted POs.

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, October 3 (exceptions are not guaranteed).
• If your unit’s PO(s) are ready to be closed, no action is required.

Stay tuned for additional initiative updates!

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