How to Amend a Research Subaward or Subcontract

This guide provides step-by-step instructions on how to amend an existing subaward or subcontract purchase order (PO) in BruinBuy Plus. Last Updated: 03/30/2026.

40 steps

Ucla

**NOTE:** This resource contains multiple sections. Utilize the **Table of Contents** within this guide to navigate to the content most useful to your needs.

**IMPORTANT**: Subawards and subcontracts that have been migrated from the legacy BruinBuy system cannot be amended. For more information, refer to: - [Subaward and Subcontract Tips and Resources](https://ucla.app.box.com/s/77o4phpht79ngv1qvb7jrni80neo68th) - How to Amend a Migrated Subaward (coming soon!) - How to Amend a Migrated Subcontract (coming soon!) - [Subaward / Subcontract Office Hours](https://ucla.zoom.us/meeting/register/tJ0udeqtrjopE9QFDRl7YWMyr6fOhcYqDZex)

**NOTE:** Prior to beginning the below steps, open the original subaward PO in BruinBuy *Plus* and locate the PO number, as well as the vendor's name and fulfillment address. Take note of this information, as it will be used to complete the **Initiate "Subaward or Subcontract Amendment" Form** section of this guide.

Initiate "Subaward or Subcontract Amendment" Form

**IMPORTANT**: Subaward and subcontract amendments are not completed through BruinBuy *Plus*’ Change Request functionality. If you try to submit a Change Request for a subaward or subcontract, you will receive an error message that directs you to complete the amendment form.

From the *Home Shopping Dashboard*, select the **Subaward / Subcontract Amendment** form.

Home Shopping Dashboard, with cursor selecting the Subaward / Subcontract Amendment form.

The *Instructions* page will display. **NOTE**: Each form has a unique **Form Number** located on the left side of the screen. This is how you will identify this particular request moving forward. Click the **Next** button.

Subaward / Subcontract Amendment form, Instructions page. Cursor clicks the Next button at the bottom right of the screen. At the top left of the screen a red rectangle and arrow call attention to the form's unique Form Number.

**IMPORTANT:** While you can use a single form to submit multiple amendments for the **same purchase order (PO)**, you must submit a separate form for each PO you wish to modify.

**NOTE:** To navigate through form pages, - Utilize the **Previous** and **Next** buttons at the top of the page or - Click the page from the top navigation tabs Click the **Save Progress** button to save this form to your *Draft Cart*s. This step is recommended if you do not intend to complete the form in one sitting.

The *Questions - Type of Change* page will display. Required questions appear with an **asterisk (\*)**. Under *Amendment Details*, use the dropdown menu to designate whether this amendment is for a subaward or subcontract.

Questions - Type of change page displays. The cursor utilizes a dropdown menu under Amendment Details to select the Subaward option.

Enter the **PO Number**. Double check your entry to ensure there are no errors.

Questions - Type of change page displays. The cursor highlights the PO Number field.

Under the *What amendment number is this?* field, enter the number of times this subaward or subcontract has been amended, including this request. **EXAMPLE**: The subaward in the below screenshot has been amended once and will now be amended for the second time, so **two (2)** is entered.

Questions - Type of change page displays. The cursor highlights the "What amendment number is this?" field where the number two is entered as an example.

Under *Type of Change*, select the **checkbox** for the amendment(s) you wish to complete (multi-select).

Under the Type of Change section, the cursor selects the checkbox for No-Cost extension.

**NOTE**: The above question is dynamic, and additional *Form Fields* sections will appear based upon your selection(s).

Skip to the applicable how-to sections below, then proceed to the **Submit Amendment** section of this guide. - No-Cost Extension (Steps 9-12) - Add Additional Funding (Steps 13-19) - Release Encumbrance / De-Obligate Funds (Steps 20-23) - Change FAU (Steps 24-30) - Subaward Close-Out (Steps 31-34) - Subcontract Close-Out (Step 35-38) - Submit Amendment (Step 39-40)

No-Cost Extension

Based upon selection(s) made under *Type of Change*, the *No Cost Extension* section will display. Required questions appear with an **asterisk (\*)**. Enter the no-cost extension’s budget period / period of performance details in the **Extension Start Date** and **Extension End Date** calendar fields.

Click the **Upload** button and attach the following required documents as a single PDF: - **Subaward Amendment:** 1) fully executed amendment **and** 2) completed Office of Contract & Grant Administration (OCGA) [Outgoing Subaward & MCA Request Form](https://ocga.research.ucla.edu/forms/) - **Subcontract Amendment:** 1) Office of Research Administration (ORA) award snapshot, 2) [Campus Purchasing subcontract checklist](https://ucla.box.com/shared/static/s1hrfyygeu6mbq56sso5tutecropy4w0.pdf), **and** 3) statement of work (SOW)

Under the No-Cost Extension section, the cursor selects the Upload button.

In the **Request Summary** field, summarize the reason for the request, including relevant details from the above fields. **NOTE**: The Campus Purchasing Subaward / Subcontract team uses this summary to verify the information entered is correct. In the event of discrepancies, they will notify the Campus Buyer via the form's **Discussion** page.

Under the Request Summary section, the cursor clicks the Request Summary field. In the left navigation menu, a red rectangle and arrow highlight the Discussion page hyperlink.

To proceed, click the **Next** button.

Add Additional Funding

Based upon selection(s) made under *Type of Change*, the *Add Additional Funding* section will display. Required questions appear with an **asterisk (\*)**. Enter the additional funding’s budget period / period of performance details in the **Additional Funding Start Date** and **Additional Funding End Date** calendar fields.

Enter the amount of funding to be added.

Under the Add Additional; Funding section, the cursor selects the "Amount of funding to be added" field.

Enter the number of new PO lines and associated funding amounts. **EXAMPLE**: The below screenshot depicts a subaward with two (2) *existing* lines, two (2) *new* lines as a part of the amendment, and no changes to the FAU. - New Line 3 - $10,000 - New Line 4 - $7,500

Under the Add Additional Funding section, the cursor selects the calendar icon to enter a date into the "Enter the number of new PO lines and associated funding amounts" field.

**NOTE**: If applicable, the Campus Purchasing Subaward / Subcontract team will make modifications to the PO based on the FAU entered in Step 18. Once implemented, modifications will be visible under the PO's *Accounting Codes* header and/or line items. The below screenshot depicts the *Accounting Codes* header on a PO.

screenshot depicts the Accounting Codes header on a subaward PO in BruinBuy Plus.

- If the FAU is **not changing** for the additional funds, enter: "No changes to the FAU." - If the FAU **is changing** for the additional funds, enter the FAU(s) for the additional funding. Use the following format to ensure the accuracy of the FAU: - Location: - Department: - Account: - CC: - Fund: - Project: - Object: - Sub: **EXAMPLE**: The below screenshot depicts a $100,000 subaward with two (2) *existing* lines and two (2) *new* lines being added as a part of the amendment. The new lines, associated funding amounts, and FAU are listed using the above format. The updated PO total ($117,000) is also listed. - Line 3 - $10,000 on FAU: - Location: 0004 - Department: 3260 - Account: 662040 - CC: 00 - Fund: 19900 - Project: 00 - Object: 7300 - Sub: 00 - Line 4 - $7,500 on FAU: - Location: 0004 - Department: 3260 - Account: 662041 - CC: 01 - Fund: 19900 - Project: 00 - Object: 7300 - Sub: 00 - New PO Total: $117,500

Under the Add Additional Funding section, the screenshot depicts an applicable example in the "Additional Funding FAU(s)" field

**NOTE**: To split the funding between multiple FAUs, format as follows: - Line #: Dollar Amount / % on FAU: - Location: - Department: - Account: - CC: - Fund: - Project: - Object: - Sub: - Line #: Dollar Amount / % on FAU: - Location: - Department: - Account: - CC: - Fund: - Project: - Object: - Sub: - \[continue as needed\] - New PO Total: $\____\_

Under the Add Additional Funding section, the cursor selects the Upload button.

Under the Add Additional Funding section, the cursor highlights the Request Summary field.

**NOTE:** If this is a multi-amendment request and you have already provided the requested document attachments in another section, you do not need to attach them again.

To proceed, click the **Next** button.

Release Encumbrance / De-Obligate Funds

**IMPORTANT**: Encumbrances can only be released for funds that **have not yet been invoiced and paid**. Prior to completing the form, verify the exact dollar amount remaining on your PO that can be released.

Based upon selection(s) made under *Type of Change*, the *Form Fields - Release Encumbrance / De-Obligate Funds* section will display. Required questions appear with an **asterisk (\*)**. Enter the line(s) and the amount(s) from which you want the encumbrance removed. **EXAMPLE**: The below screenshot features an existing $50,000 subaward with three (3) lines. The amendment is requesting to remove the specified encumbrance amounts from lines **2** and **3**. - Line 2: Remove $1,250 - Line 3: Remove $4,875 - Total Removed: $6,125 - New PO Total: $43,875

Under the Release Encumbrance / De-Obligate Funds section, the cursor highlights the "Enter PO line numbers and corresponding dollar amount..." field.

Click the **Upload** button and attach the following required documents as a single PDF: - **Subaward Amendment:** fully executed amendment - **Subcontract Amendment:** N/A

Under the Release Encumbrance / De-Obligate Funds section, the cursor highlights the Upload button.

Under the Release Encumbrance / De-Obligate Funds section, the cursor highlights the Request Summary field.

**NOTE:** If this is a multi-amendment request and you have already provided the requested document attachments in another section, you do not need to attach them again.

To proceed, click the **Next** button.

Change FAU

Based upon selection(s) made under *Type of Change*, the *Form Fields - Change FAU* section may display. Required questions appear with an **asterisk (\*)**. Select the **Yes** or **No** radio button to indicate whether the request is changing the FAU for funds that have already been paid.

**IMPORTANT:** To change FAU details for already incurred expenses (i.e., expenses the PO has already been invoiced against), you must complete a **Non-Payroll Expenditure Adjustment Request (NPEAR)**. FAU updates will not modify the FAU of previously incurred expenses. For more information, refer to the [NPEAR Quick Reference Guide](https://tinyurl.com/npear-qrg).

Under the Change FAU section, the cursor selects the Yes radio button for the "Do you need to change the FAU for funds that have already been paid" question. A red rectangle and arrow encircle the question and a "STOP" alert that displays in the event that the Yes radio button is selected.

Click the dropdown menu to select where the FAU is changing: - Header Level - Line Level - Header & Line Level **NOTE**: This question is dynamic. If modifying the line level, you will be asked to indicate the line number(s) you are changing.

Under the Change FAU: Location of FAU changes section, the cursor uses the dropdown menu to select the Header option.

**REMINDER:** The subaward's **Accounting Codes header** determines the default object code for all line items and should be set to **Object Code 7300**. Do not split the header funding. \ \ For subawards where F&A is applicable, **Object Code 7310** should be used on Line Item 1 up to the funding's first $25,000.

Enter the updated FAU details, using the following format: - Location - Dept - Account - CC - Fund - Project - Object - Sub **EXAMPLE**: The below screenshot depicts an updated FAU, following the above format: - Location: 0004 - Dept: 3260 - Account: 662040 - CC: 00 - Fund: 19900 - Project: 01 - Object: 7300 - Sub: 03

Under the Change FAU: Location of FAU Details section, the cursor calls attention to text in the Updated FAU Details field.

**NOTE**: To split **line-level** funding across multiple FAUs, format as follows: - **Line Item #:** - Dollar Amount / % on FAU: - Location - Dept - Account - CC - Fund - Project - Object - Sub - Dollar Amount / % on FAU: - Location - Dept - Account - CC - Fund - Project - Object - Sub - **Line Item #:** - Dollar Amount / % on FAU: - Location - Dept - Account - CC - Fund - Project - Object - Sub - Dollar Amount / % on FAU: - Location - Dept - Account - CC - Fund - Project - Object - Sub

In the **Account Effective Date** field, enter the date the encumbrance should be posted to the general ledger.

Under the Change FAU: FAU Details section, the cursor selects the calendar icon for the Account Effective Date field.

Click the **Upload** button and attach the following required documents as a single PDF: - **Subaward Amendment:** fully executed agreement - **Subcontract Amendment:** N/A (include details in the *Request Summary* field)

Under the Change FAU: FAU Details section, the cursor selects the Upload button.

**NOTE:** If this is a multi-amendment request and you have already provided the requested document attachments in another section, you do not need to attach them again.

The cursor highlights the Request Summary field.

To proceed, click the **Next** button.

Subaward Close-Out

This request is used for closing a subaward **when the entire project has been completed**. This form is not used to close a PO. To close a PO, leave a comment on the PO. For more information on how to leave a comment, refer to the [How to Add Comments in BruinBuy Plus](https://scribehow.com/shared/How_to_Add_Comments_in_BruinBuy_Plus__riHYk3P6RxCk8VAJfNB1sQ) guide.

Based upon selection(s) made under *Type of Change*, the *Subaward Close-Out* section may display. Required questions appear with an **asterisk (\*)**. Under *Subaward Close-Out*, read the certification statement: *I certify that 1) all work required under the subaward / grant has been completed and 2) the subaward fund is being closed. To proceed, I understand I must attach the subaward close-out certification to this request.* Click the **Yes, I confirm / understand** checkbox to certify that all work required under the subaward / grant has been completed and the subaward fund is being closed.

Under the Subaward Close-Out section, the cursor selects the "Yes, I confirm / understand" checkbox.

Click the **Upload** button and attach the [Subaward Final Close-Out Certification](https://ocga.research.ucla.edu/closeout-subaward-mca/).

Under the Subaward Close-Out section, the cursor selects the Upload button.

Under the Subaward Close-Out section, the cursor highlights the Request Summary field.

To proceed, click the **Next** button.

Subcontract Close-Out

This request is used for closing a subcontract **when the entire project has been completed**. This form is not used to close a PO. To close a PO, leave a comment on the PO. For more information on how to leave a comment, refer to the [How to Add Comments in BruinBuy Plus](https://scribehow.com/shared/How_to_Add_Comments_in_BruinBuy_Plus__riHYk3P6RxCk8VAJfNB1sQ) guide.

Based upon selection(s) made under *Type of Change*, the *Subcontract Close-Out* section may display. Required questions appear with an **asterisk (\*)**. Under *Subcontract Close-Out*, read the certification statement: *I certify that this PO has no pending invoices and no additional invoices are expected.* Click the **Yes, I confirm / understand** checkbox.

Under the Subcontract Close-Out section, the cursor selects the "Yes, I confirm / understand" checkbox.

Click the **Upload** button and attach the [Subcontract Final Close-Out Certification](https://ucla.app.box.com/v/pur-doc-subc-closeout-cert).

Under the Subcontract Close-Out section, the cursor selects the Upload button.

Under the Subcontract Close-Out section, the cursor highlights the Request Summary field.

To proceed, click the **Next** button.

Submit Amendment

The *Review and Submit* page will display after all other form pages have been viewed. Verify that each form page has been completed via the **green check mark** icons in the *Review and Submit* checklist and header page tabs. Click the **Submit** button.

Review and Submit page, with cursor clicking the Submit button. red arrows call attention to the green banner and green checkmarks indicating that all form fields have been completed.

**IMPORTANT**: The form cannot be submitted if one or more required fields are empty. **Grey triangle** icons indicate missing information. Complete the affected pages to move forward.

The *Success* confirmation box will display. Once the Purchasing Subaward / Subcontract team has completed the request, the processor will also add a comment to the PO confirming the changes have been completed.

Revew and Submit page, with red rectangles and arrows calling attention to the Form number in the left-navigation pane, and the green Success confirmation box animation that appears after form submission.

**NOTE**: The *Subaward / Subcontract Amendment* form features a *Discussion* page. Click the **Start a New Thread** button to leave a comment and tag the Campus Purchasing Subaward / Subcontract team processor. This functionality is only used while the amendment is **in progress**. All other discussions should occur in the corresponding PO's *Comments*.

Discussion page, with red rectangle and arrows calling attention to the Discussion page hyperlink in the left-navigation menu and the yellow Start New Thread button.

**NOTE**: Once the request is submitted, the *Workflow Summary* panel automatically displays completed, current, and upcoming approval steps. Alternatively, approval progress can be viewed from **Orders > My Orders > My Requests** menu.