Create a Subaward Purchase Order (PO)

This guide provides a step-by-step process for creating a Subaward Purchase Order for the purpose of setting up a payment mechanism for new subawards. This PO is an internal document only and should not be provided to the subaward recipient.

Procurement Services
39 steps

**READ FIRST:** If issues occur when logging into UCIBuy+, confirm that one of the supported browsers—**Google Chrome, Microsoft Edge, or Mozilla Firefox**—is being used. Ensure employment status with the university is active in UCPath. In the browser settings, allow **pop-ups** and **third-party cookies**. If problems persist, refer to the [**FAQ section on the UC Irvine Procurement website**](https://procurement.uci.edu/ucibuy/faqs.php) for additional guidance.

**READ BEFORE MOVING FORWARD:** A subaward PO can only be used with Contract & Grants accounts and should only be created when there is a fully executed subaward agreement done by[Sponsored Projects Administration (SPA)](https://research.uci.edu/sponsored-projects/subawards/). Must have [requisitioner role](https://procurement.uci.edu/ucibuy/access-and-roles.php) to submit the document into workflow.

Navigate to <https://ucibuy.uci.edu/>and enter single-sign on credentials.

Purchasing Request Form

On the **Home** tab, scroll to the bottom of the page and select the **Uncategorized** tile.

Select **Purchasing Request Form**.

Read the Purchasing Request Form Instructions. Select **Next**.

Select the **Supplier** field and look up the desired supplier (subawardee).

Look for the desired supplier in the **Supplier** **Name** column (e.g., USC / SPONSORED PROJECTS ACCOUNTING).

Locate the row for the desired supplier, scroll to the right, and then select **Select**.

Select **Next**.

Select **Add** **Attachment** to upload supporting documentation. The Subaward Request Form (SRF) and any other related information should be attached to have backup loaded in one place.

Select **Browse** to upload necessary documentation.

Select **Save** **Changes**.

Select **Next**.

Select **Subaward**.

Select **Next**.

In the **Product Description** field, enter the Period of Performance for the entire subaward (e.g., 07/01/2025 - 07/01/2026).

Enter the subaward amount up to $25,000. Due to technical requirements, the form only provides space for one line item. - If the subaward is $25,000 or less, complete the line item provided by the form only. - If the subaward is greater than $25,000, input $25,000 in the line item provided by the form and input the subaward award in excess of $25,000 in a second line item (detailed in[Steps 23-29](https://scribehow.com/viewer/Create_a_Subaward_Purchase_Order__a9A7mzbOSsWbpTZ8kwR8Gw?scrollToActionId=3773eff8)).

Enter "1" in the **Quantity** field. Quantity is required even for No-Quantity orders. Item type will be updated in the requisition, as shown in Steps 35-36.

Select the **EA - Each** option in the **Unit of Measure** field.

Input "**subaward"** in the commodity codes search bar and click **Select**.

Select **Next**.

Evaluate the **Review** **and** **Submit** section to verify its accuracy.

Select **Add and Go to Cart** or **Add** **to** **New** **Cart**.

Entering Amount Excess of $25,000

Select the **ellipses** that appears on the same line as the supplier name for supplier actions

Select **Add Non-Catalog Item**.

In the **Product Description** field, enter the Period of Performance for the entire subaward (e.g., 07/01/2025 - 07/01/2026). In the **Quantity** field, enter "**1**." Quantity is required even for No-Quantity orders. Item type will be updated in the requisition as shown in Steps 35-36.

In the **Price Estimate** field, input the subaward amount in excess of $25,000. For example, the total subaward amount is $35,000. The first $25,000 is reflected in the Purchasing Request Form line item. The remaining $10,000 is reflected here. Select **Save**.

Select the **magnifying glass** icon to search for the commodity code.

Input **subaward** in the code lookup. Click the **plus** (**+**) icon next to the SUBAWARD code.

Purchase Requisition Fields

Edit the **General** section of the requisition by selecting the **pencil** icon.

In the **Business Justification** field, enter the name of the sub recipient's Principal Investigator and brief subaward information or notes. Select **Save**.

Edit the **Billing** section of the requisition by selecting the **pencil** icon.

In the **Org Doc Number** field, input the **subaward number** (e.g., 2025-1234) and select **Save**.

Edit the **Purchase Order Information** section of the requisition by selecting the **pencil** icon.

In the **Purchase Class** field, select the **Sub-Award (C&G only)** option and press **Save**.

Edit the **Line 1 Item Details** of the requisition by selecting the **pencil** icon.

In the **Item Type** field, select the **Amount-based** option.

Confirm that the **Taxable** box is NOT checked, as subawards are non-taxable expenses.

Repeat steps 35-37 for Line Item 2 (if applicable).

Line Item 1 for $25,000 or less uses object category IR-SPAW - SUB AWARDS, object code IR-6500.\ Line Item 2 for the subaward excess amount of $25,000 uses object category IR-SPAW - SUB AWARDS, object code IR-6550. See this training on how to add accounting information to specific line items: - [**How to Complete and Approve a Non-Catalog Requisition**](https://scribehow.com/viewer/How_to_Complete_and_Approve_a_Non-Catalog_Requisition__icLbsYoTTn6LbowSxvdRlA?scrollToActionId=ba439730)

**NOTE**: Only Contract and Grants accounts may be used for subawards.