Direct Pay Invoice Integration
The Direct Pay process will be largely transitioned from Docusign into CruzBuy. This shift centralizes and standardizes how Direct Pay transactions are initiated and approved, offering several key benefits:
- Audit Readiness: All transactions will be captured within a single platform, making it easier to track and validate payment activity during audits.
- Workflow Efficiency: The integrated process eliminates redundant systems and manual uploads, reducing administrative burden.
- Sustainability: By eliminating PDF forms and external routing, we support the university’s goals for digital transformation and reduced paper usage.
- Data Consolidation: Enhanced visibility into payment activity enables better reporting, trend analysis, and institutional planning
Receiving for POs Over $10,000
Departments will now be required to confirm the receipt of goods and services for purchase orders exceeding $10,000 directly within CruzBuy. This change replaces the former email-based confirmation process, which lacked consistency and traceability. Key improvements include:
- Faster Transaction Closure: Automated workflows reduce delays in invoice approvals and payments.
- Compliance Alignment: This process ensures policy adherence by requiring formal receipt confirmation, which is a best practice for high-value transactions.
- Enhanced Internal Controls: Receipt data is linked directly to invoice records, supporting stronger reconciliation and audit trails.
Invoice Processing in CruzBuy
All invoice processing will now occur within CruzBuy, replacing the use of Banner for invoice handling. This transition is a significant step toward a fully integrated P2P system and offers the following advantages:
- Paperless Documentation: Eliminates the need for physical records, aligning with UCSC’s sustainability and record management initiatives.
- System Integration: Purchases, receipts, and invoices will be captured in a single system of record, enhancing data integrity.
- Operational Consistency: Standardized invoice routing and approval processes reduce the risk of errors and lost documents.
- Improved Vendor Experience: Faster and more transparent processing supports better supplier relationships and minimizes payment and reporting delays.
Multi-Year Purchase Order Transition
To align with these platform changes, departments with legacy multi-year purchase orders that require change orders in the current fiscal year may be asked to submit new requisitions. This ensures compatibility with updated CruzBuy workflows and avoids system conflicts. In the interim:
- Continue submitting change order requests through the established process.
- Stay tuned for additional guidance on when and how to transition older POs to new formats.
This step is critical to maintaining data integrity and avoiding disruptions as we implement more advanced procurement tools.
Next Steps and Support
To ensure a smooth and informed transition, we will provide:
- Training resources for requisitioners and department approvers, including videos and web guides.
- Live webinars and Q&A sessions to walk through new processes and answer common questions.
- Ongoing communication to keep departments informed of deadlines, updates, and support options.
We appreciate your continued leadership and collaboration as we enhance our CruzBuy system capabilities. These strategic improvements are not just technical upgrades—they represent a meaningful step toward a more efficient, accountable, and modern procurement environment for the entire UCSC community.
Please feel free to reach out to
P2P-group@ucsc.edu with any questions or needs for department-specific support.