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H&I Resolution Initiative

Overview

By working through H&Is on an organization-by-organization basis, UCLA Campus Purchasing & Payables can offer an enhanced partnership that includes:

  • Focused and specialized support,
  • A direct line of communication with our team, plus
  • Numerous feedback opportunities.

How It Works

Now that BruinBuy Plus has launched, the H&I Resolution Initiative is wrapping up! Important terms are defined below:

Initially appointed by CAOs and CFOs during each organization's designated resolution period, POCs are the project leads for their unit. POCs have shared sheet edit access and receive all H&I communications (e.g., office hour reminders, milestone expectations, etc.). With the initiative coming to an end, any UCLA representative can become a POC by emailing psg-news@finance.ucla.edu. 

An organization’s tracking spreadsheet is their central hub for resolution activities. It dynamically updates with the latest H&I data.

All H&I communication takes place within the shared sheet—units do not email AP directly.

Milestones help ensure UCLA is able to resolve all H&Is. To track milestone progress, departments are encouraged to use the Organization Summary and Department & CAO Summary tabs on their shared sheet.

The final H&I milestones for 2024 are listed below: 

Due Date Milestone
EOD Friday, February 2 Milestone #1: 50% of H&I invoices should have a central-office status*
EOD Friday, February 9 Milestone #2: 75% of H&I invoices should have a central-office status*
EOD Friday, February 16 Milestone #3: 100% of H&I invoices should have a central-office status*

* Central-Office Statuses: AP Action Needed, AP in Progress, Purchasing Action Needed, Travel Accounting Action Needed, Travel Accounting in Progress, H&I Support Action Needed, Delete, Resolved

2024 Instructions

Effective January 16, the following resolution steps should be taken. Travel Accounting H&I invoices will now be captured on shared sheets.

Scenario Resolution Steps
Invoice requires a BruinBuy change order 
  1. Add change order instructions to your shared sheet’s Department Notes.
  2. Toggle the invoice’s Resolution Status to H&I Team Action Needed. 
  3. The H&I team routes the request to Purchasing and toggles the Resolution Status to Purchasing Action Needed.
  4. Purchasing completes the change order and toggles the Resolution Status to AP Action Needed or Travel Accounting Action Needed.
  5. AP / Travel Accounting processes the invoice and marks it as Resolved on the shared sheet. 
Invoice requires additional information
  1. Add the necessary information to your shared sheet’s Department Notes.
  2. Toggle the Resolution Status to AP Action Needed or Travel Accounting Action Needed.
  3. AP / Travel Accounting processes the invoice and marks it as Resolved on the shared sheet. 
Invoice requires a new PO (e.g., hold codes PE, PF, PV, etc.)
  1. Add the FAU details to your shared sheet’s Department Notes.
  2. Toggle the Resolution Status to H&I Team Action Needed.
  3. The H&I team determines the next steps and toggles the Resolution Status to Purchasing Action Needed. 
  4. Purchasing completes the required action(s) and toggles the Resolution Status to AP Action Needed or Travel Accounting Action Needed.
  5. AP / Travel Accounting processes the invoice and marks it as Resolved on the shared sheet.