CruzBuy Announcements

Jul12026

Entertainment Reporting Form (ERF) & Meal Expense Tracker (MET) Retired
Effective July 1, 2026, the Entertainment Reporting Form (ERF / Recharge Form) and Meal Expense Tracker (MET) have been retired. Business entertainment reporting and documentation requirements have been integrated into existing financial systems to reduce manual steps, improve efficiency, and enhance transparency.

All meal expense tracking functions have transitioned to the Event Expense Aggregator tool, available July 1st, 2026. This new resource provides a more robust framework for tracking cumulative event costs and calculating per-person meal expense rates across UCSC’s various financial systems.

For more information, please see the full announcement.

Jul12026

​FIS Unavailable starting Sunday, 7/12/26, at end of business due to FY26 GL and Encumbrance Roll Processing
FIS will be unavailable starting Sunday, 7/12/26, starting at end of business while the fiscal close General Ledger and Encumbrance carryforward processes are run on Monday, 7/13/26. During this time, CruzBuy POs will not be distributed to suppliers. All FY26 journals must be completed & approved by all approvers by end of business on 7/12 to affect FY26​ ledgers. Period 12 will b​e ​considered closed when FIS becomes unavailable.

Email will be sent to fis_user@ucsc.edu when t​he system is available again.​​

Jun12026

Quote and Price Reasonableness Requirement Threshold Increase
The threshold for purchases requiring competitive quotes has increased from $10,000 to $15,000. Purchases under this amount may be awarded without formal quotes, provided price reasonableness is documented.

For more information, please see the full announcement.

May282026

Fiscal Close 2025-2026 Calendar Now Available
The annual Fiscal Close Calendar for 2025-2026 is now available. This calendar i​ncludes important deadlines for invoice, PO/CruzBuy, OneCard​/CruzFly and recharge processing. In addition, this calendar includes important UCPath related deadlines, including Funding Entry Freeze, and last day fo​r FY26 Salary Cost Transfer Approvals.

A detailed calendar of closing events is posted on the Financial Affairs website. Please take the time to review the Fiscal Close 2025-2026​​​ Schedule.

May82026

CruzBuy Email Order Management
Suppliers who receive Purchase Orders via email can now manage purchase orders directly from their email. When a purchase order is distributed by email, suppliers will see a secure link that provides access to order details.

For invoicing, suppliers will be guided to a new streamlined web form designed specifically for email-based order management. The invoice form includes the key required fields needed for invoice submission, making the process faster and easier without requiring additional system access.

This enhancement is designed to improve supplier efficiency, reduce manual communication, and accelerate invoice processing. Suppliers with questions or who need assistance using Email Order Management, please get in touch with the eProcurement helpdesk at buy4me@ucsc.edu.