ucla travel accounting contact

Travel, Entertainment & Personal Reimbursements

Business travel, travel reimbursements, non-reimbursable travel expenses, travel insurance, entertainment.

• Travel & Entertainment Reimbursement Forms
• Travel Policy & Resources

Travelers are encouraged to use the UC Travel Center to make travel arrangements for your Business Trip.  The UC Travel Center offers discounts and negotiated contract rates with several air carriers to those flying on University business. Travelers are also eligible for state rates, which apply to government travelers.

UCLA Travel Center https://www.travel.ucla.edu/ UCLA Travel Counselors: (310) 206-2639 or (800) 235-UCLA (8252) UCLA Travel Counselors: Email: [email protected]

UCLA Travel Guidelines https://travel.ucla.edu/news-events/ucla-travel-guidelines/ UCLA Travel Resources Page https://www.travel.ucla.edu/additional-resources/

Departmental Response Times:

Your dedicated fully-remote staff will respond within 48 hours from the time they receive your request.

UCLA Travel Accounting Response Times (Travel Reimbursements):

It generally takes UCLA Travel Accounting 8-12  w eeks to process payments on all orders and reimbursements.  Please plan events and notify your vendors well in advance to avoid penalties or disallowances. 

TRAVEL POLICIES

• Direct Billed Airfare
• Personal Funds
• Payment on Behalf of Others
• Internet Package Deals
• Domestic Meals & Incidental Expenses
• Transportation
• Other Travel Expenses
• Foreign Per Diem
• Travel for 30 consecutive days or longer :  Please contact your assigned fund manager to discuss your travel plans prior to planning your trip.

University travelers can request reimbursements for travel expenses after the business trip is completed. All travel reimbursement requests must be submitted to Financial Services within 21 days of the completed trip.

For travel reimbursements submitted after 60 days of the travel or event, the total amount of travel expenses may be imputed as income to the employee on the employee’s W2 unless there is a reasonable justification for the late submission. In all cases, if the submission is made more than 6 months after the end of the trip or event, income will be imputed on the employee’s W-2.

• How to Claim Reimbursement (January 2022)
• Required Documentation for Travel Reimbursements (May 2023)

Concur/New Express (May 2021):

• UCLA Concur QRG – Adding Delegates
• UCLA Concur QRG – Acting as a Delegate
• UCLA Concur QRG – Creating a New Expense Report
• UCLA Concur QRG – Creating a Report for a Guest
• UCLA Concur QRG – Creating a Report from a Request
• UCLA Concur QRG – Creating and Submitting a Request
• UCLA Concur QRG – Updating Your Expense Profile
• UCLA Guest Profile Creation

As outlined by UC Policy G-28, the following list includes a brief summary of non-reimbursable expenses:

• Airfare issued by non-U.S. carrier
• First class airfare
• Personal telephone calls
• Tipping over 20%
• Rentals: GPS navigator charges
• Rentals: Vehicle upgrades
• Rentals: Renting large cars need strong justification (only rent compact or intermediate sized vehicles)
• Third party expenses (e.g., buying ticket and paying hotel/airfare and other expense on behalf of others)
• Out-of-route costs (e.g., a connecting flight/deviation from direct route for a personal business) – reimbursable expenses shall not exceed the cost of hotels, meals, and other expenses that would have been incurred on a direct route to the UCLA business destination.
• Internet package deals- see section in Business Travel section above
• T&E Card Late Fees are not reimbursable
• Others – any other costs determined to be unreasonable or which are disallowed by University guidelines.
• Meals when travel is less than 24 hours and does not involve hotel stay.

Travel Insurance & Emergencies :  UCLA Office of Insurance and Risk Management

• Safe Travels – Includes Emergency Number & Policy Numbers
• Student Travel Safety Passport – Includes Emergency Number & Policy Numbers

All University travelers, including employees, faculty and students, are covered worldwide, 24 hours a day, for a variety of accidents and incidents while on business travel status. The coverage includes accidental death and dismemberment. The coverage also includes travel assistance services when the traveler is 100+ miles from his or her home or headquarters, such as emergency medical evacuation, out-of-country medical expenses, loss of personal effects, security extraction and repatriation of remains.

The carrier, ACE USA, is highly rated and provides insurance products and services throughout the U.S. and around the world. In addition, ACE works with iJet Intelligent Risk Systems to provide travelers with practical destination intelligence and real-time travel alerts.

Booking travel through Connexxus automatically enrolls the traveler in the insurance program for travel outside of California; otherwise the traveler must register their trip on the  UC Trips  website and complete the  Traveler Insurance form  before an out-of-state trip occurs. Registration is not required for travel within California as coverage is automatic.

Business meals and entertainment expenditures in all instances must clearly identify the benefit to the University even when unrestricted funds are being used. University policy requires that documentation for entertainment should include a business purpose, cost, attendee list, and itemized receipts for reimbursement. In addition, the expenditure of funds for entertainment should be cost effective and in accordance with the best use of public funds.

• How to Place Entertainment Food Orders
• How-to-Claim-an-Entertainment-Reimbursement
• Entertainment Payment Process
• Approval of Advance Payment for Events
• Luskin Travel, Entertainment, & Reimbursement Form (v. 03.06.23)
• Travel Advance Request Template May 2023
• UCLA Travel Advance Form May 2023
• Travel Voucher May 2023
• Missing Receipt Affidavit May 2023

Travel Policy & Resources

G-28, Policy and Regulations Governing Travel BUS-79, Expenditures for Entertainment, Business Meetings & Other Occasions BUS-81, Insurance Programs Travel Security & Health Coverage Benefits

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Travel Overview

Overview : University employees and visitors traveling on official University business may have their travel expenses paid by the school.  All expenses are paid in accordance with UC travel policy and regulations, UC Bulletin G-28 .  Please visit the links under our Travel section for specific details on payment policy and procedures.

Reimbursements : All UCLA travel reimbursements are requested using the Express System   after the trip completion.  The original supporting documentation must be submitted to your Business Office Fund Manager.  After review of the expense report, the Fund Manager will forward the reimbursement to UCLA Travel Accounting for secondary review.  All travel reimbursements must be approved by Travel Accounting prior to payment.

Receipt Requirements : Original, itemized receipts are always required for the following expense types, regardless of the amount :

• Domestic lodging
• Conference registration fees

Original, itemized receipts are required for any other expense types exceeding $75 . 

Updated 5/4/11

• Useful Links
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UCLA Express

Latest Updates

The University of California Office of the President (UCOP) has increased the maximum lodging rate for business travel of less than 30 days within the continental United States (48 contiguous states and the District of Columbia). Read the  April 11 article  for additional information.  

Express email notifications and reminders are sent to the email address listed as the  Work Email   for the employee in the campus directory . If your email appears as “ notavailableinconcur.ucla.edu ” in Express or if you want to change your Express email, please contact your Department Directory Coordinator to request that they update your  Work Email .   After, Department Directory Coordinator update your work email in the online directory it will take ‘up to 72 hours’ to update in Express .  More information, including a list of Directory Coordinators can be found in the Update Directory Listing section of the campus directory.

Please Note:

Employees cannot update the Business Email through UCPath self-service, this must be done through the Directory Coordinator. 

The field called ‘ E - mail ’ in the Campus D irectory is recorded as the Business Email next day in UCPath.

Email addresses marked as Campus Email within the UCPath System are not used for the Express System .

Express emails will be sent from an  @concursolutions.com  domain. Please ensure your spam/junk mail settings are updated to allow these as a safe sender.

Notifications   sent from:   [email protected]

Reminders   sent from:   [email protected]

Users can change the email notifications they receive under their  Profile Settings > Expense Preferences  and/or  Request Preferences . There are different email notifications based on whether it is an expense report or a request.

If an employee has given permission for a delegate to receive emails on their behalf, the delegate will be copied on all email notifications and reminders. Users can change their delegate’s email permissions under  Profile Settings > Expense Delegates .

Supervisors are copied on certain email reminders; this setting cannot be changed. Express email notifications and reminders are sent to the email address listed as the  Business Email   for the employee in UCPath. If your email appears as “ notavailableinconcur.ucla.edu ” in Express, please contact your department HR to request that they update your  Business Email   in UCPath. Employees cannot update their Business Email through UCPath self-service.  Note: Campus Email addresses from UCPath are  not  used for Express.

Express emails will be sent from an  @concursolutions.com  domain. Please ensure your spam/junk mail settings are updated to allow these email addresses as safe senders:   [email protected]   [email protected]

Travel & Entertainment Card

Use of the Travel & Entertainment (T&E) Card is limited to business travel and event expenses that will be paid directly from the University to US Bank via expense report. The T&E Card should not be used for other types of business expenses and should never be used for personal charges of any kind.

All T&E Card transactions must now be accounted for in the new Express. A cardholder can no longer use the T&E Card, pay US Bank directly (out of pocket), then remove the transaction like they could in the legacy Express.

To account for a T&E Card transaction that the cardholder personally paid to the bank, the transaction must be attached to an expense report and assigned to the “Personal Expense” expense type. Selecting Personal Expense indicates that no payment should be made from the University to US Bank. Selecting Personal Expense for a T&E Card transaction does not necessarily mean that the expense was not for business, but it accounts for the transaction without sending a payment to the bank.

Please note that an expense report cannot be submitted if the only line items on the report are all Personal Expenses (the user will see a red “Action Required” exception message). Personal Expense transactions should be attached to a report in a timely manner, but the report should be held until there are other valid business expenses ready to submit. The Personal Expenses would be combined on the same expense report as the next available business expenses. The trip/event for the next valid business expenses is what the header information (purpose, destination, justification, date range) should be updated to. Be advised that the cardholder (and any delegates who have permission to receive their emails) will continue to receive periodic email reminders until this is resolved by submitting a valid report.

Direct Billed Airfare

Airfare and UCTC service fee charges that are paid via direct billing are also now reconciled via Express. Users will see these company card transactions along with their T&E Card transactions when completing an expense report. To account for these direct bill charges, the company card transaction(s) must be added to an expense report and an approved request must be linked. The transactions can be added to the report as soon as they are available, but the report should not be submitted until after completion of the trip. Any out of pocket or T&E Card transactions should included on the same report, to provide a full accounting of the trip or event.

Please refer to the Quick Reference Guides for detailed Instructions on how to create a report from a request and how to attach company card transactions.

Create a Report from a Request QRG

Add University Card Transactions to an Expense Report QRG

The UC Travel Center (UCTC) will advise you if your ticket may qualify for a refund. Refunds are not guaranteed, and airlines may change their refund policy at any time without notification.

If your ticket may qualify for a refund, you will need to create a Request to cover the applicable airline and UCTC service fees.

Specific instructions for how to format a refund request are available here:

Create Request for a Ticket Refund

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Travel Guidelines

Travel Guidelines for Faculty, Postdocs, Staff, and Students. We want to take a moment to share with you some helpful tips to facilitate your travel arrangements and reimbursements.  Below, please find a few of these items:

• Travel reimbursement requests will need to be submitted through the department’s online order system (via Create New Travel / Entertainment Reimbursement ) within 30 days after the end of the trip  to allow our staff time to prepare the reimbursement report in Concur for submission to Travel Accounting before the 45-day University deadline.

Complex Travel Arrangements:

• Please consult with the department staff  before any trips, including foreign travel, travel longer than 30 days, or travel incorporating mixed business and personal itineraries.

Travel Reimbursements :

• Request and retain itemized receipts for all expenses, including registration fees, economy airfare without upgrades, car rental, and lodging.  Many funders require documentation, and if there is an audit after the fact, charges may be deemed unallowable, and faculty would be responsible for all of these charges.    More information can be found here.
• Additional insurance and collision damage waiver for rental cars is not reimbursable.   More rental information can be found here.
• Daily meals and incidental expenses (M&IE) are capped at $74 per day.  Lodging expenses must not exceed the allowable federal rate for the city or region.  More info can be found here.
• Alcohol is  not  a reimbursable travel expense. Similarly, reimbursement for purchases made on behalf of other individuals is not allowable.
• Tips are limited to 20% or less.
• Discounted travel packages through fare aggregators such as Expedia and Kayak require itemized receipts with a detailed breakdown of all expenses for University reimbursement.  More information can be found here.

UCLA Travel Accounting Resources :

• More detail can be found in the condensed  UCLA Travel Guidelines  and the definitive  UC Policy G-28 Travel Regulations . In addition, the department’s faculty assistants are experienced travel arrangers and knowledgeable regarding travel reimbursement policies. If you need help planning your trip, you can find  more information here .

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Our knowledge articles help you find the information you need when you need it! Select Explore Topics to see a support area's associated resources. Click an article's Create a Case button for additional assistance. NOTE: This portal is actively being developed and is not all-encompassing. For a complete list of UCLA Finance support channels and resources, review our Contact Matrix . Submit your feedback to help create the next iteration of this tool.

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This page explains the policies related to travel and reimbursements. If you are a speaker or funded participant for an IPAM program, please review your invitation letter for terms of your funding and review the travel and reimbursement information below.

TRAVEL AND REIMBURSEMENTS

Our primary funding is from the National Science Foundation (NSF). We conform to University and Federal guidelines for the processing of payments and reimbursements. The following summarizes IPAM travel and reimbursement policies. These guidelines are for your information, and actual reimbursements are based on the allowable amounts pre-approved by IPAM for each individual.

If IPAM offered to reimburse your travel expenses, this offer is contingent on you obtaining appropriate immigration status from the U.S. Citizenship and Immigration Services (USCIS). Please note that travel, visa, and reimbursement rules may change. While every effort is made to keep this web site current, please carefully read all email communication from IPAM, as it may contain updated guidance. Please do not hesitate to contact us if you have any questions.

Short-term visits (9 days or less)

The majority of our foreign participants travel on a business visa (B-1, or WB if using the ESTA/visa-waiver program). If you travel on a tourist visa (B-2, or WT if using the ESTA/visa waiver program), we will not be able to reimburse your expenses if you received reimbursements from more than 5 US institutions in the previous 6-month period, or if your stay ends up exceeding 9 days.

Medium-term stays (over 9 days, and 28 days or less)

If you are traveling under the ESTA/visa waiver program, please make sure to obtain a WB (business) visa. Upon entry to the US, please inform the US Customs and Border Patrol agent that the purpose of your visit is business.

If you will be traveling on an B visa that you obtained previously, please make sure that your visa is B-1 (business). Expenses for stays beyond 9 days cannot be reimbursed if traveling on a B-2 (tourist) visa, and there are additional limitations.

If you are not traveling under an ESTA/visa wavier program, and require a new paper visa from a US consulate, it is recommended that you obtain a J visa, which IPAM can sponsor. Please contact us for more information.

Special rule for graduate students: all visits to IPAM of over 21 days in duration require that you obtain the Visiting Graduate Researcher (VGR) status from UCLA, and travel on a J visa. Please contact us for more information to initiate this process.

Longer term stays (over 28 days)

For all of our longer-term visitors, we recommend that you obtain a J visa, which IPAM will sponsor. Please contact us for more information.

Due to complex US regulations, in case of longer stays we discourage travel on the ESTA/visa waiver program, as this may affect our ability to reimburse your expenses. Please note that all visits under the visa waiver program are limited to 90 days, which is less than the duration of our semester-long programs.

Special rule for graduate students: all long-term visits require that you obtain the Visiting Graduate Researcher (VGR) status from UCLA, and travel on a J visa. Please contact us for more information to initiate this process.

Undergraduate students participating in RIPS: please see the RIPS web page for visa information, since special rules apply to your situation.

If you work or study in the US

In most cases, no further paperwork is needed for your visit. Please consult your universities foreign scholars office for more information. Special rule for graduate students: to visit IPAM for more than 21 days, you need to obtain a Visiting Graduate Student (VGR) status from UCLA. Students at other UC campuses qualify for a different status. Please contact us for more information and to initiate the process.

Undocumented aliens/DACA

Please contact us to discuss your situation.

If you have additional visa related questions, please email IPAM’s Visa Coordinator .

Reimbursement Process:

Reimbursements are based on offer letters unless alternate arrangements have been made and prior approval has been granted. Reimbursements will reflect actual costs and are reimbursed after trip completion. Information on UCLA policies on business travel can be found on their website at  UCLA Travel Department .

Travel receipts, with proof of payment (ex. Paid VISA XXXX), should be submitted during your visit to IPAM. IPAM must submit receipts and documents to UCLA Travel Accounting within  45 days from completion of the trip. Receipts and documents must be submitted promptly. We will require justifications for late submissions. The reimbursement may be treated as imputed income and become taxable. Two additional forms will be required that request general information such as legal name, mailing address and immigration status, if applicable. There are currently two methods of payments available, Check or Zelle. Check payments will be sent via U.S. Postal Services to the mailing address provided. Zelle payments are the fastest way to receive reimbursements, we will require confirmation that your bank account is equipped to receive Zelle payments.

For international participants: Please confirm with your banking institute that they can process US dollar checks. If your banking institute confirms that they cannot deposit a US dollar check, please contact us right away for further consultation [email protected] .

After all relevant documents are received, they are reviewed and submitted to the UCLA Central Offices (Travel Accounting/Accounts Payable). Once received by the Central Offices, it will take approximately 21 business days for processing. Reimbursements may take longer for international participants. The process can be delayed if the documentation does not pass audit based on University and Federal Guidelines.

• OTHER TRAVEL
• OTHER EXPENSES

The Federal Travel Regulation requires U.S. carriers except as authorized under the Open Skies Agreement.   Travelers must purchase coach/economy or equivalent fares and are encouraged to take advantage of discounts on air tickets purchased in advance. Please email the  IPAM Finance Department  with questions.

International Travel:  In order to receive reimbursement for your airline ticket from IPAM funds, your flight must be in compliance with the Fly America Act and the Open Skies Agreement. Your trip must be ticketed by a U.S. airline or authorized under the  Open Skies Agreement  or we cannot reimburse you for the flight.

Code Sharing:  Code sharing occurs when two or more airlines “code” the same flight as if it was their own. For example, a U.S. airline may sell a seat on the plane of a foreign air carrier. The flight numbers must have the code from a U.S. airline (e.g., “UA” for United Airlines, “DL” for Delta, etc.). As long as the flight is ticketed by the U.S. carrier, it does not matter which airline operates the flight. The ticket or documentation for an electronic ticket must identify the U.S. carrier’s designator code and flight number.

Please note – There are over 100 Open Skies Agreements, but only 4 meet Fly America conditions:

• European Union (28 countries: Austria, Belgium, Bulgaria, Cyprus, Czech Republic, Denmark, Estonia, Finland, France, Germany, Greece, Hungary, Ireland, Italy, Latvia, Lithuania, Luxembourg, Malta, Netherlands, Poland, Portugal, Romania, Slovakia, Slovenia, Spain, Sweden, Iceland and Norway)
• Switzerland

Common FAQs:

• EU:  If you are traveling from the EU, you may use either a US carrier or an EU carrier as long as they land in an EU country.
• CANADA:  Canada is not part of the Open Skies Agreement, so flights on Air Canada, WestJet and Porter Airlines are unallowable on federal awards.

  What are the allowable exceptions under the Fly America Act? The exceptions are:

• When a U.S. air carrier is not available.
• When the use of a U.S. carrier would extend travel time by 24 hours or more.
• Increases the number of aircraft changes outside the United States by two or more.
• Extends travel time by at least six hours or more.
• Requires a connecting time of four hours or more at an overseas interchange point.
• Short Distance Travel – When the flight time from origin to destination is less than 3 hours and the use of a U.S. flag carrier doubles the time en-route.
• When there is an applicable Open Skies Agreement in effect which the Department of Transportation states meets the requirements of the FAA.

Travelers should check the  GSA sites  for the most up-to-date information.

Please email the  IPAM Finance Department  with further questions.

Lodging expenses are reimbursed based on the amount actually incurred within the allowable amount stated in the invitation letter. Generally lodging is not reimbursable if the lodging site is within a 40-mile radius of the traveler’s residence or office.

Hotels : We reimburse for room and tax charges only. For a list of local hotels and their rates, please visit IPAM Hotels . For participants not electing to stay at one of our designated hotels, IPAM covers up to $245.00 per night including taxes. For a five-day workshop, IPAM generally offers six nights of hotel expenses to funded participants. For international participants, staying in Los Angeles on a Saturday night will often reduce airfares. If this is the case, send an email to the IPAM Finance Department before your visit and explain the situation.

Apartment Rental : Most Long Program participants arrange for a monthly apartment/housing rental. Generally we cannot process the reimbursement until after the first 30 days has elapsed; allow approximately 14 business days for processing after we receive all receipts. You can expect payment approximately 6 weeks after the day you arrive at IPAM. The final rent reimbursement payment will be mailed to the address you provide.

For housing reimbursement, you must submit a copy of your rental agreement, along with a copy of your rental check or credit card statement. You must also include documentation of proof of payment – that is, proof that your rental check has been cashed. If you are given a paper receipt, the issuer should indicate the form of payment. A copy of the front and back of the check of the cancelled check is sufficient.

Other Travel

Ground Transportation: For taxi, shuttle, train, bus, and all other ground transportation expenses, receipts are required. Travelers are required to use the most economical mode of transportation by the most frequently traveled route.

Automobiles: Privately owned automobiles may be used if the driver has requisite insurance coverage. IPAM reimburses the lesser of round-trip air fare or mileage. When used on routes served by a common carrier, the amount of the actual mileage or the lowest available airfare, whichever is less, is allowed. The mileage reimbursement rate we offer conforms to Internal Revenue Service (IRS) guidelines .  No additional reimbursement for automobile-related expenses, such as tolls, ferries, parking, gasoline, etc. are allowed.

Rental Car: IPAM does not reimburse for car rentals. An exception to this policy must be pre-approved by IPAM with appropriate justification.

Other Expenses

Our website includes general information about common expenses; individual cases may include other reimbursable expenditures. Please contact the IPAM Finance Department with any questions or special circumstance.

Non-Reimbursable Expenses: IPAM cannot reimburse participants for the following expenses.

• Airfare issued by non-U.S. carrier except as authorized under the Open Skies Agreement
• First class or business class airfare
• 3rd party (e.g., buying ticket and paying hotel/air fare and other expenses on behalf of others)
• Per diem and meals unless authorized in advance
• Out-of-route costs involving personal business, leave or convenience. Where there is an interruption of travel or deviation from direct route, reimbursable expenses shall not exceed the cost that would have been incurred on a direct route to the destination
• Expenses incurred when not conducting IPAM business, such as extra days taken as leave before or after scheduled business and personal telephone calls
• Any other costs determined to be unreasonable or which are disallowed by Federal Travel Regulations or University guidelines

If you are a long program participant receiving a stipend, your paperwork will be processed once you arrive at IPAM. You can expect the first payment from 25-30 days after the paperwork is submitted to accounting. It is important that you have either a social security number or a tax ID number. Otherwise, an automatic 30% will be withheld from your stipends.

If you are a non U.S. citizen, your taxes will be processed through a software program called Glacier, a nonresident tax compliance system that was adopted by UCLA. You must be on the appropriate visa to receive a stipend.

News & Research

Cash Advances

Cash advance hub.

In exceptional circumstances, a University-business trip may require a cash advance. Use this page to learn more about the cash advance process.

Cash advances are available on an exception basis. They only apply to UCLA employees and are issued via the Concur system no more than 7 days before the trip. Review the Lifecycle of a Cash Advance web page for additional information. 

Requirements

Travel Accounting may grant a cash advance if: 

• The traveler(s) will be on travel status for more than 30 consecutive days
• The travel requires special handling (e.g., group travel for UCLA Athletics or UCLA student groups)
• The trip involves international travel to remote areas where standard banking and credit card transactions are not available

Before requesting a cash advance, review the list of Approved Business Expenses for Cash Advances . 

Request Process

Not all employees have access to Concur’s cash advance request functionality. If a traveler needs to be granted access, the trip’s projected expenses must first be submitted to Travel Accounting via a Concur exception request . For complete instructions, review the How to Obtain Cash Advance Access  knowledge article and  How to Submit a Cash Advance Request training guide. 

Reconciliation

The cash advance recipient is responsible for overseeing the reconciliation of their cash advance. Review the How to Reconcile a Cash Advance and How to Return an Unused Cash Advance training guides for details.

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BruinBuy Plus Recap | May 10, 2024

• May 10, 2024
• BruinBuy Plus Recap

Review this edition to learn about a temporary BruinBuy Plus invoice payment workaround, changes to BruinBuy Plus Office Hours, and more!

Temporary Invoice Payment Workaround 

In support of the critical BruinBuy Plus stabilization efforts discussed during the April Ascend 2.0 Town Hall ,  a temporary workaround was designed to pay approximately 20,000 invoices through mass processing.

What Does This Mean?

Select vendor invoices received prior to April 3, 2024, were processed directly in PAC, UCLA’s backend payment system. Payments were charged to the associated purchase order’s (PO’s) FAU(s) and encumbrances released up to the remaining PO balance.

Invoices processed through this workaround now show a Rejected status in BruinBuy Plus despite being paid. Review the “How to Determine if a BruinBuy Plus Invoice Was Directly Processed in PAC” guide for additional information, including exclusion criteria.

Invoices that were not paid through this effort are still actively being worked by Accounts Payable.

What Do I Need to Do?

No department action is needed at this time. Please continue to monitor the status   of your invoices and keep an eye out for future announcements (e.g., PAC workaround encumbrance details, fiscal year end, etc.). Relevant communications can also be found on the BruinBuy Plus hub .

To report issues with a workaround payment (e.g., duplicate payment, partial payment, wrong VCK), submit a ticket .

BruinBuy Plus Office Hours

Accounts payable office hours - new structure.

Accounts Payable (AP) Office Hours continue to be well attended with a high volume of questions. To ensure we accommodate participant’s immediate needs, the format of AP sessions have changed. The AP Subject Matter Experts (SMEs) will prioritize office hour questions based on the below criteria:

• Questions with  a service ticket number (SR)  from the last 14 days that are of  critical nature  (e.g., event cancellation, credit holds, interrupted services, pending legal action) OR
• General questions related to the BruinBuy Plus system or associated processes.

As time permits, SMEs will answer questions that do not meet the prioritized criteria. However, these questions must be associated with an invoice submission date equal to or earlier than the current AP service standard date .

Travel Accounting at BruinBuy Plus Office Hours

We heard your feedback regarding the inclusion of Travel Accounting at BruinBuy Plus Office Hours. A Subject matter expert from Travel Accounting will now be available at the Accounts Payable (AP) Office Hours on Mondays from 9:00 a.m. – 10:30 a.m. PDT to answer your questions.   Register for AP Office Hours today! You can find all BruinBuy Plus Office Hour registration links on the Ascend 2.0 Events  web page.  

BruinBuy Plus Reminders

Change request limitations.

Not all POs are eligible for Change Requests and PO Modifications in BruinBuy Plus . To know if an order can support a Change Request, navigate to the Change Requests tab of the PO and check for the + icon. If the + icon is not visible, then the order is not eligible for a Change Request.

Please note, the following types of orders cannot support Change Requests:

• Catalog Requests (except for RICOH)
• After-the-Fact Orders
• Direct Pay Orders
• Migrated POs from legacy BruinBuy
• Fully invoiced orders (orders that have a Matching Status of Fully Matched)

Having Trouble Opening Exported Reports?

Are you having trouble opening reports that have been exported from BruinBuy Plus ? It may be because you are exporting data to a temporary folder on your computer.

If you receive an error message when opening an exported report, please use the following steps to correct the error:

• Return to the original zip file that you downloaded and select Extract All .
• Choose a new location on your computer to store the extracted file(s). We recommend creating a new folder on your desktop to store these exported reports.

After saving the report in a permanent folder on your computer, you should be able to open it without receiving an error message.

Invoice Processing by AP

AP is working diligently to get invoices paid as quickly as possible. As a reminder, the current processing date for invoice payments can be found on the AP's Service Standard web page .  

Service Desk Contact Information

The BruinBuy Plus hub continues to be updated with new resources. In the event the BruinBuy Plus hub is not able to answer your questions, the Service Desk is ready to assist. You can contact the Service Desk using one of below methods:

• Email: [email protected]
• Phone: 310-267-HELP (4357)
• ServiceNow Portal:   tinyurl.com/bruinbuy-plus-support

The Service Desk is receiving a high volume of tickets through  [email protected]  and other Business Finance Solutions (BFS) inboxes, such as Accounts Payable and Vendor Management. Please only direct your inquiries to one inbox to prevent duplicate tickets being produced. To ensure that we can address your questions in a timely manner, we ask that you please follow our best practices guide . Provide as much detail as possible in your ticket so that we can assist to the best of our ability. If you are following up on a ticket beginning with “SRXXXXXXX”, please reply to the most recent email with the ticket number in the subject line. Please do NOT email [email protected] for BruinBuy Plus support. BruinBuy Plus tickets are not created nor managed from that email address.

Upcoming Events

For information on all events, visit the Events web page on the Ascend 2.0 website.

• Accounts Payable Office Hours | Join us for BruinBuy Plus Accounts Payable (AP) Office Hours to get your AP questions answered by procurement leaders and subject matter experts. Mondays at 9:00 – 10:30 a.m. PDT and Fridays at 3:00 – 4:30 p.m. PDT .
• Vendor Management Office Hours | Join us for BruinBuy  Plus  Vendor Management Office Hours to get your vendor management questions answered by procurement leaders and subject matter experts.  Tuesdays at 3:00 – 4:30 p.m. PDT .
• Purchasing Office Hours | Join us for BruinBuy  Plus Purchasing Office Hours to get your purchasing questions answered by procurement leaders and subject matter experts.  Wednesdays at 11:00 a.m. – 12:30 p.m. PDT .
• Subaward/Subcontract Office Hours | Join us for BruinBuy  Plus  Subcontract/Subawards Office Hours to get your questions answered by procurement leaders and subject matter experts. Thursdays at 11:00 – 12:00 p.m. PDT .  

Accounts Payable (310) 794-0197

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Frank, Rimerman + Co. LLP

Rotational accounting internship – summer 2025.

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We are proud to be a top ranked internship in the nation by Vault! Our dynamic Rotational Summer Internship allows students majoring in accounting to build a foundation in Audit and Tax . You will work with professionals at all levels as they provide business solutions to our innovative Silicon Valley clients. We aim to provide an authentic internship experience so all interns can feel confident joining us full-time.

Interns will be based out of our San Francisco or San Jose office, but some mobility throughout the Bay Area is required for training and offsite activities.

You’ll make an impact by:

• Working on audit engagements and developing an understanding of audit processes
• Attending client meetings and engagement planning meetings
• Assisting with business risk consulting and compliance projects
• Preparing income tax returns (individual, fiduciary, partnership, not-for-profit and corporate)
• Processing business transactions into accounting records and appropriate financial statements
• Learning standardized office and accounting-related software

Outside of department work, our internship also includes a variety of social events where you will have the chance to connect with fellow interns and co-workers in a casual setting. Previous events included: Giant’s game, touring Alcatraz, community service, and other social gatherings by office.

Qualifications

• Currently enrolled in a Bachelor’s and/or Master’s program in business with an emphasis in accounting or taxation
• Final graduation date between December 2025 and August 2026
• Detailed plan to complete the 150 semester/225 quarter units required for California CPA licensure
• Minimum GPA of 3.0, with a higher major GPA preferred

How to Apply:

Please submit your resume, cover letter and an unofficial copy of your college transcript(s) via this job posting to be considered for a virtual interview. In your cover letter, please tell us about your interest in establishing your career in the Bay Area and state your office preference for the 2025 Summer Internship (San Francisco or San Jose). The salary range for the 2025 Internship is $38 – $42 per hour.

————————-

We strive to convert our interns to full-time employees. Internship applicants must be authorized to work in the United States on a full-time basis. This position is not eligible for sponsorship and we will not sponsor applicants for work visas.

Internship applicants must be authorized to work in the United States. This position is not eligible for sponsorship and we do not sponsor applicants for work visas. It is our policy and intent to provide equal opportunity to all persons without regard to race, color, religion, sex, pregnancy, marital status, sexual orientation, age, national origin, disability, or medical condition as defined in state and federal laws. Pursuant to the San Francisco Fair Chance Ordinance, we will consider for employment qualified applicants with arrest and conviction records.