Order Forms

P39 Form is used to request Recharge payments

Instructions:

  • Administrator prepares the form
  • Fund manager reviews and signs the form
  • Administrator submits P39 to the service department

Low Value Order Template is used to request Purchase Order payments

Instructions:

  • Administrator prepares the form
  • Fund manager reviews and approves
  • Administrator generates the Purchase Order

Object codes are determined by the person posting the financial entry for an expense. (Object codes for financial entries on balance sheet and revenue accounts are assigned by a program within the financial system.) Some types of expenses cannot be charged to a contract or grant project; the object codes for these types of expenses are coded as unallowable or warning.


Use the Object Code search tool to locate the appropriate object code to be used for your transaction.



Procurement Card (P-Card) Transactions

UCLA's Procurement Card (Pcard) is a Visa® card for staff and faculty members who have buying responsibilities. The card simplifies purchasing of most routine, low-cost goods and services. For more information on P-Card, visit Purchasing and Accunts Payable.


To request a purchase through our P-Card, complete the P-Card Order form and send the order to Grace Pangco: gpangco@mednet.ucla.edu



Order Processing

Semel Accounts Payable Orders & Invoice Processing Cycle offers a step-by-step overview of order processing at UCLA

View the Business Justification Examples & Guest List Sample for examples of appropriate justifications for various expenses


Visit UCLA Accounts Payable website for additional information on the purchasing policies and guidelines

Visit UCLA Purchasing for forms, policies, Bruinbuy, and helpdesk



Cancel & Reissue checks

You must complete Request for Stop Payment to cancel and reissue a check. The form should be sent directly to Accounts Payable.



Independent Contractors

See our Independent Contractor Guide for a step-by-step outline of the set-up process.



Hold & Incomplete (H&I)

Invoices listed as Hold (H) & and Incomplete (I) go unpaid due to a number of reasons. Once an invoice has been placed on H or I status, you must identify the reason for the processing delay. Funds that are on the H&I list are encumbered and are not released until the PO has been resolved or the PO has been zeroized entirely. It is very important that H&I invoices are resolved in a timely manner to maintain strong relationships with UCLA vendors.


Invoices on H (Hold) Status

H status refers to invoices that have been authorized for payment by Accounts Payable, but are unpaid for one of two reasons:

  • The department has set a receiving lock which prevents funds from being released on an order until the department manually enters into the system the items that were received in a satisfactory state (the receiving process). Once the department documents receiving, the funds are released automatically, and the invoice is paid. Accounts Payable (AP) does not need to be contacted to release the payment.
  • An invoice may also be placed on H status applies with an Electronic Data Interface (EDI) invoice for such vendors as OfficeMax and Fisher. H status is automatic when one of the following two scenarios occurs:
    • An invoice is created for a greater quantity than listed on the purchase order (PO). The system will automatically generate a mismatch queue with the greater quantity and place it on H status.
    • Two invoices are created on the same date, for the same PO, for the same item(s) and the PO only has enough quantity of item(s) to pay one invoice. The system will automatically process one of the invoices for payment and place it on P status (pending). The second invoice will also be processed, but it will be placed on H status.

Invoices on I (Incomplete) Status

I status refers to invoices that cannot be authorized for payment for various reasons, including the following:

  • The PO is closed
  • The PO has not been posted
  • The billing on the invoice does not match the billing on the PO
  • The quantity or price on the invoice cannot be matched with the PO's quantity or price
  • Only partial or insufficient documents were submitted for payment (such as missing pages or photocopies)

Useful links on H&I troubleshooting:

Purchasing & Accounts Payable
H&I Common Mstakes

If you have questions or need help with resolving H&I, please contact our H&I Coordinator: Michael Rastadmehr MRastadmehr@mednet.ucla.edu