Service goals details

BRC service goals

The service goals outlined below are dependent on the BRC receiving complete and accurate information.

FedEx labels

PAN/label issued same day if request is received by 3:00 p.m., otherwise PAN/label issued next business day if request is received after 3:00 p.m.

Air travel requests (i.e., PTAs or pre-trip authorizations)

Processed same day if request is received by 3:00 p.m., otherwise processed next business day if request is received after 3:00 p.m.

Travel/entertainment reimbursements

Available for traveler/owner review and approval within 7 business days. Once traveler/owner approves, then as follows:

  • BRC review within 7 business days

  • Travel audit review within 7 business days

  • Payment by UCLA within 3 business days for EFT payments, and up to 7-14 days if by check and delivery by US Mail

Please note that, typically, total time to traveler/owner reimbursement is at least 24 business days.

Catalog supply orders

PAN issued within 3 business days. Catalog orders typically received the day after the PAN is issued, provided the items ordered are available and the order was placed before 3:00 p.m.

Orders for goods and services

PAN issued within 7 business days.

UCLA typically pays invoices net 30 from invoice date; other invoice payment requirements must be noted at the time the invoice is submitted to UCLA.

Requisitions for goods and services requiring UCLA Purchasing PAN issued within 5 business days Establishment of purchase order is dependent on UCLA Purchasing, although generally it will take no fewer than 10 business days.
Recharges Recorded in the same month if received by the 20th of the month.
Non-payroll expense transfers (NPEAR) Recorded in the same month if received by month end.
Add vendor to UCLA’s system (assign VCK number to new vendors)

BRC submits information to UCLA, including a W-9 from the vendor, within 1 business day.

UCLA establishes the vendor’s VCK number within 10 business days.

Service goals details

The timeline goal for a transaction is predicated on receipt of a complete and correct documentation package, including required approvals. 

A communication outlining missing elements or policy issues will be sent when the transaction cannot be processed by the service goal time. 

Air travel requests include those involving next day travel or limited seat availability.

Counting days

The day the request is submitted is not counted.  For example, a travel reimbursement request submitted on Monday will be considered processed timely if it is available to the traveler for approval by Thursday at 5 pm. 

PAN

A Post-Audit Notification (or PAN) is automatically sent by the system to the departmental “non-mandatory” reviewer(s) when a transaction is posted. Upon departmental request, additional recipients can be added.