Low-value orders (LVOs) are intended to streamline the process for smaller, low-risk purchases, where the involvement of Purchasing is unlikely to net a better deal. Departments are authorized to place low-value orders for up to $9,999.99 per vendor, per account, per day in BruinBuy Plus, UCLA’s procure-to-pay system.
IMPORTANT: LVOs are subject to Regents Policy 5402, which generally prohibits contracting out for services and functions that can be performed by University staff (i.e., covered services). Review the Covered Services web page for additional information.
When to Use
An LVO should be issued at the time of order or commitment to the vendor. It protects the University, complies with policy and confirms the agreement with the vendor. BruinBuy Plus automatically emails LVOs to vendors. Communicating the terms and conditions of purchase with vendors in this manner provides protection to the University that may not be available if LVOs are used simply to facilitate payment when invoices are received.
LVOs are not intended to be used in cases where Strategic Sourcing agreements have been put in place. Purchases for goods or services covered by Strategic Sourcing agreements must be made by releases based on those agreements.
Review the Guidelines for Departmental Buyers for other considerations and best practices. Access the BruinBuy Plus hub for training materials and other resources.
Restrictions
- LVOs are subject to Regents Policy 5402, which generally prohibits contracting out for services and functions that can be performed by University staff (i.e., covered services). Review the Covered Services web page for additional information.
- LVOs cannot exceed $9,999.99 per vendor, per day, per account code, excluding transportation costs, sales tax, and/or use tax. Orders should not be split to stay below the LVO threshold.
- Attachment A of UCLA Policy 740 as well as BUS-43 list goods and services that may not be purchased with University funds — directly or through reimbursement — and also list goods and services that may be purchased using a requisition only, not an LVO.
- Attachment B of UCLA Policy 740 as well as BUS-43 list goods and services that require prior approval of a designated campus officer before funds can be committed.
- Departments do not have the authority to sign purchase contracts – this delegation resides with Purchasing.
- The time to issue an LVO is at the time of commitment to the vendor via a BruinBuy Plus purchase order.
- Repetitive requirements should be addressed by establishing purchase orders or declining-balance orders, not with multiple LVOs.
