Add Amendment Line Items to the Subaward Form

Log in to [BruinBuy *Plus*](https://bruinbuyplus.ucla.edu/).

Home Shopping Dashboard, with cursor highlighting the Quick Search bar.

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.

Subaward Purchase Order (PO) Summary page.

The subaward's PO *Summary* page will display.

Subaward Purchase Order (PO) page, with cursor selecting the Change Requests tab.

Change Requests page, with cursor selecting  the Create Change Request (plus sign) icon.

Click the **Create Change Request (plus sign)** icon.

Create Change Request dialogue box, with cursor selecting the check box next to a user's name.

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 Change Request Reason field.

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 Create Change Request button.

Click the **Create Change Request** button.

Subaward Purchase Order page, with cursor selecting the hyperlinked Subaward form.

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 form, with cursor selecting the UCLA Department Information hyperlink.

On the form's left navigation pane, click **UCLA Department Information** under the *Form Fields* section.

UCLA Department Information page, with cursor selecting the New Subaward option from the New Subaward or Subaward Amendment? dropdown menu.

Under the *Subaward Type* section, select **New Subaward** from the *New Subaward or Subaward Amendment?* dropdown menu.

**IMPORTANT**: Due to a known system issue, DO NOT select the **Subaward Amendment** option. Doing so will lead to significant processing delays.

UCLA Department Information page, with cursor selecting the Next button.

Line Items page, with cursor selecting the 3 option from the How many items do you need? dropdown menu.

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 Product Description field for Line Item 2.

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 Unit Price field for Line Item 3.

Enter the new line item's dollar amount in the **Unit Price** field.

Line Items page, with cursor clicking the Save on Change Request button.

Click the **Save on Change Request** button to save your responses.

Line Items page, with cursor clicking the Next button.

Review and Submit page, with cursor clicking the Return to Change Request button.

On the *Review and Submit* page, click the **Back to Change Request** button.

Due to a system limitation, this guide currently outlines a temporary workaround for amending a subaward. Last Updated: 10/22/2024.

How to Amend a Subaward

Add Amendment Line Items to the Subaward Form