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IMPORTANT: Upcoming Changes to BruinBuy Specialty Payments

  • December 19, 2023

Bruin Buy Plus' upcoming launch brings with it various changes. Beginning January 2, 2024, many non-procurement transactions will follow new processes.

What is a Non-Procurement Transaction?

Non-procurement transactions, formerly known as specialty payments, are payment transactions managed outside of the standard procurement process—they do not require a purchase order.

What Payments Are Changing?

The below table lists non-procurement transactions and where they will be performed as of January 2, 2024. This information was also shared in previous roadshows and town halls. 

NOTE: This is not an exhaustive list—it only represents what has been historically managed in BruinBuy.

 

Payment Transaction Future-State System to Manage Payment
  • Human Subjects
  • Royalty Payments (employees)
  • Honoraria (non-employees)
  • Monetary Awards & Prizes (non-employees)
  • Non-Matriculated Student
  • Refunds (entities only)
 BruinBuy Plus
  • Advance TA Loan
  • Parent PLUS Loan
 Box, manual entry in PAC
  • Patient Refunds (FPG and Dentistry)
 HealthBox, manual entry in PAC
  • Patient Refunds (EPIC)
 Automated Interface — direct feed into PAC
  • Hospital Wires
  • Non-Patient Refund Wires (Domestic or Foreign)
 CashPro
  • Services to UCLA (employees)
  • Monetary Awards & Prizes (employees)
 UCPath (Payroll)
  • Non-Travel & Non-Entertainment (Non-T&E) Business Expense Reimbursements
  • General Refunds
  • PCard Statement Reconciliation

Concur

NOTE: These payment transactions transitioned into Concur earlier this year. Learn more on the Concur Expansion website.
  • Student Travel Research Reimbursement Expense
 Concur, Financial Aid
  • Declining Balance (DB) Card

Replaced by PCard

NOTE: This change went into effect on December 4. Review the October 25 notice for additional information.

How-To Information

For more information and instructions on how to initiate these transactions, review the Non-Procurement Transactions training guide. As always, reach out to the Ascend 2.0 team if you have any questions or concerns.