How to Amend a Subaward | Scribe

    How to Amend a Subaward

    • 35 steps

      Add Amendment Line Items to the Subaward Form

      1
      Log in to [BruinBuy *Plus*](https://bruinbuyplus.ucla.edu/).
      2
      To open the subaward's purchase order (PO): 1. From the *Home Shopping Dashboard*, locate the **Search** field at the top of the screen. 2. Select the **Purchase Order** option from the dropdown menu. 3. Enter the **PO number** into the *Quick Search* bar. 4. To complete the search, click the **Search (magnifying glass)** icon or press the Enter key on your keyboard.
      Home Shopping Dashboard, with cursor highlighting the Quick Search bar.
      3
      The subaward's PO *Summary* page will display.
      Subaward Purchase Order (PO) Summary page.
      4
      Click the **Change Requests** tab.
      Subaward Purchase Order (PO) page, with cursor selecting the Change Requests tab.
      5
      Click the **Create Change Request (plus sign)** icon.
      Change Requests page, with cursor selecting the Create Change Request (plus sign) icon.
      6
      To alert another user of the change request, select the **checkbox** next to the user's name (if applicable).
      Create Change Request dialogue box, with cursor selecting the check box next to a user's name.
      7
      Enter a brief explanation of the amendment in the **Change Request Reason** field. **EXAMPLE**: This guide will enter "Amending subaward to add funding for year 2 (Budget year 20XX)."
      Create Change Request dialogue box, with cursor selecting the Change Request Reason field.
      8
      Click the **Create Change Request** button.
      Create Change Request dialogue box, with cursor selecting the Create Change Request button.
      9
      The *Change Requests* page is now visible. Open the subaward form by scrolling to the *Line Items* section of the *Summary* tab and clicking the hyperlinked **line item**. **NOTE**: Subaward form titles are dependent on user submissions, and may vary from the below screenshot.
      Subaward Purchase Order page, with cursor selecting the hyperlinked Subaward form.
      10
      On the form's left navigation pane, click **UCLA Department Information** under the *Form Fields* section.
      Subaward form, with cursor selecting the UCLA Department Information hyperlink.
      11
      Under the *Subaward Type* section, select **New Subaward** from the *New Subaward or Subaward Amendment?* dropdown menu.
      UCLA Department Information page, with cursor selecting the New Subaward option from the New Subaward or Subaward Amendment? dropdown menu.
      alert ordinal icon
      **IMPORTANT**: Due to a known system issue, DO NOT select the **Subaward Amendment** option. Doing so will lead to significant processing delays.
      12
      Click the **Next** button.
      UCLA Department Information page, with cursor selecting the Next button.
      13
      On the *Line Items* page, locate the **How many items do you need?** dropdown menu, and select the desired number of line items. **IMPORTANT: Your selection should reflect the subaward's total line items (original + amendment).** **EXAMPLE**: This guide's subaward (for year 2023) had two original line items. The amendment (for year 2024) is adding one more line item, therefore the dropdown is set to **3**.
      Line Items page, with cursor selecting the 3 option from the How many items do you need? dropdown menu.
      14
      Locate the new line item(s) that has been added to the page. Enter a description in the **Product Description** field.
      Line items page, with cursor selecting the Product Description field for Line Item 2.
      15
      Enter the new line item's dollar amount in the **Unit Price** field.
      Line Items page, with cursor selecting the Unit Price field for Line Item 3.
      16
      Click the **Save on Change Request** button to save your responses.
      Line Items page, with cursor clicking the Save on Change Request button.
      17
      Click the **Next** button.
      Line Items page, with cursor clicking the Next button.
      18
      On the *Review and Submit* page, click the **Back to Change Request** button.
      Review and Submit page, with cursor clicking the Return to Change Request button.