Purchasing & Accounts Payable

Submit new subcontracts by 5 p.m. PT on Friday, November 22.

Requisitions will be processed on a first-come, first-served basis. Only requisitions with the necessary supporting documentation will be processed.

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To the extent possible, vendors should submit 2024 invoices to Accounts Payable no later than Wednesday, November 27.

Invoices submitted after this date will continue to be processed but may not be paid this calendar year. The rush request form will remain available for qualifying invoices (see “Submit Rush Requests” deadline for additional information).

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Submit and approve non-travel & non-entertainment (non-T&E) reimbursements by end of day, Wednesday, November 27.

In order for reimbursements to be processed prior to close, the Concur expense report must have an Approved & In Accounting Review status by November 27.

NOTE: Reimbursements requiring central office approval(s) need more lead time and may not be completed prior to closure. 

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To the extent possible, submit all subcontract amendments by 5 p.m. PT on Friday, December 6.

Amendments will be processed on a first-come, first-served basis. Only amendments with the necessary supporting documentation will be processed. 

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In order to process campus rush requests prior to closure, no new rush requests will be accepted after Monday, December 16.  

Acceptable justifications for a rush request include:

• Account holds
• Account closures
• Disruption of patient care
• Event cancellation 

Prior to submitting a request, ensure there are no outstanding invoice issues (e.g., insufficient PO funds, vendor name / address mismatch, etc.). Rush requests for invoices that would otherwise be placed on hold or matching exception cannot be processed.

REMINDER: The rush request form is not for Travel Accounting invoices.

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To the extent possible, submit and approve Concur general refunds by end of day Monday, December 16.

Confidential refunds and refunds of $10,000 or more may require additional lead time for central office review and approval.

REMINDER: A Concur general refund refers to a repayment made to an individual that cannot be facilitated through alternative University systems (e.g., BruinBill, UCPath, Transact). Concur does not handle patient refunds or refunds to an entity.

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Friday, December 20, is the last day physical checks will be mailed. Electronic payments will continue to go out (except on holidays), so encourage vendors to enroll.

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The December 1 – December 16 Concur PCard statement report must be reconciled, submitted, and approved no later than Saturday, December 21.

• The PCard team understands that staffing may vary during this holiday period. If this statement report is unable to be approved by December 21, a January 3 approval deadline is available; however, all efforts should be made to meet the original deadline.
• For more information, review the PCard Reconciliation Calendar. 

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