System Transition/Cutover Planning

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Start Closing Out Existing POs

As we get closer to the go-live date, more details will be shared outlining the tasks required to transition from the current system to the new one. In the meantime, begin closing out POs with remaining balances for goods or services that have already been received. Instructions are available starting on page 10.

For additional information regarding System Transition/Cutover Planning, review the Frequently Asked Questions (FAQs) below.

System Downtime

UCIBuy and KFS purchasing functions will be temporarily unavailable or limited from March 30 through April 10 as we transition to UCIBuy+. PALCards will remain operational during this period. Other KFS functionality such as general error corrections (GEC), payment of invoices, travel & event management (TEM), will continue to be available during the downtime period. See the calendar below for details.

cutover schedule graphic

 

Cutover Schedule Dates

  • Last day to create new KFS requisitions and UCIBuy carts: March 26, 2026.
  • Finalize in-transit requisitions, POs, and PO amendments: April 2, 2026.
  • Complete lockdown of UCIBuy and KFS procurement functionality: April 3, 2026.
  • Early system access for Central Procurement and select campus units: April 8, 2026.
  • System access for all campus users: April 13, 2026.

FAQs

Existing POs will remain in KFS for payment. Please close out POs with remaining balances where goods or services have already been received. Instructions begin on page 10.

Recurring POs will not automatically roll over into UCIBuy+.

Existing multi-year POs established in KFS will continue as scheduled if no changes are needed. If an amendment is required after go-live — such as increasing funds, extending the term or modifying details — close the existing PO and submit a new purchase requisition in UCIBuy+.

Plan ahead: Review multi-year POs now. If they are routinely extended or funded each year, complete those updates in KFS before system downtime to avoid creating a new requisition in UCIBuy+ after go-live.

After UCIBuy+ rolls out, PO amendments will be processed in UCIBuy+ (Jaggaer) for those POs created in UCIBuy+, not in KFS.

Any purchase orders that were originally created in KFS cannot be amended anymore. Any changes to those POs will require those POs to be closed in KFS and need to be re-entered in UCIBuy+ as a new PO. There will be a place in UCIBuy+ to reference the old PO in KFS.

For purchase orders created in UCIBuy+, amendments can be processed directly in the UCIBuy+ system, which will be referred to as Change Requests. Only department buyers, financial approver 1 (fiscal officers), and central Procurement will have the ability to submit change requests. Step-by-step instructions will be available prior to go-live and will also be covered during training lab sessions.

Yes. Any supplier already onboarded in PaymentWorks will be available in UCIBuy+.

No. The disbursement voucher (DV) and invoice process will remain the same. Send requisition invoices to Accounts Payable (see Accounting & Financial Services’ website for details).

Any requisitions or POs that are not fully approved before the cutoff will not transfer to UCIBuy+ and must be re-entered once the new system is live.

Yes. For mission-critical or emergency purchases (e.g., to support health, safety, or critical research) that cannot wait until the new system is online or cannot be purchased on a PALCard, submit a request through Procurement’s ServiceNow portal. PALCards will remain operational and can be used as normal.

Processing will resume when UCIBuy+ goes live on April 13, 2026. A few select units will begin using the new system on April 8 as part of a soft launch.

As the campus transitions and initial volume clears, departments should expect short-term delays.

  • Submit all requisitions requiring central approval before the cutoff date of Thursday, March 26. Department business offices may have earlier cutoff dates.
  • When submitting requisitions near of the cutoff date, make sure all compliance requirements are completed, in particular, data security and privacy reviews, and purchasing agreements executed before submitting requisitions.
  • Communicate to staff to pause new requisitions during downtime.
  • Use PALCards for purchases that cannot wait. PALCards will continue to operate normally during the downtime. Single purchase limit will be temporarily raised to $10,000 for all PALCards, and monthly limit will be raised appropriately. Procurement Services will take care of increasing the limit and no action is required by the cardholders.