How to Create a New Research Subaward

This guide provides step-by-step instructions for creating a new research subaward in BruinBuy Plus. Last Updated 03/30/2026.

43 steps

**NOTE**: This resource contains multiple sections. Utilize the **Table of Contents** within this guide to navigate to the content most useful to your needs. **To see a high-level overview of the Subaward process, access the [Subaward / Subcontract Tips & Resources guide](https://ucla.box.com/s/77o4phpht79ngv1qvb7jrni80neo68th) (page 14).**

Complete the Research Subaward Form

From the *Home Shopping Dashboard*, select the **Research Subaward** form.

Home Shopping Dashboard. Cursor selects the Research Subaward form.

The form will open to the *Instructions* page. Read the instructions, then click the **Next** button.

Instructions page, with cursor selecting the Next button.

**NOTE:** To navigate through form pages, - Utilize the **Previous** and **Next** buttons at the top-right of a page or - Click the page from the top navigation tabs

Details page, calling attention to the left navigation menu and Previous and Next buttons.

The *Details* page will display. If desired, update the auto-populated **Form Name** – this is how you will identify this particular subaward moving forward. **EXAMPLE**: The below screenshot depicts the following Form Name: "Example College Subaward for Example Study, Fund 00000". Click the **Next** button.

Details page, with cursor calling attention to the Form Name field.

**NOTE**: 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.

Details page, highlighting the Save Progress button.

The *Vendors* page will display. - To search for a specific vendor: - Enter the name of the vendor in the **Vendor** field; and/or - Enter the vendor zip code and desired search radius. - To view all available vendors, leave the **Vendor** and **Zip Code** fields blank. Click the **Search** button.

Vendors page, calling attention to the fields within the Search Registered Vendors section. Cursor selects the Next button.

A list of vendors will display on the *Vendors* page. Utilize the **scroll bar** to view the vendor results. Once you've located your desired vendor, click the **Select** button and then the **Next** button.\ \ **TIP:** If your vendor has multiple entries, select the entry that matches your desired **fulfilment center address.**

Vendor page, calling attention to the Select and Next buttons.

**NOTE**: If the desired vendor is not present, select the **Request Vendor Onboarding** button. For more information, refer to the [How to Initiate Vendor Onboarding in BruinBuy Plus](https://scribehow.com/shared/How_to_Initiate_Vendor_Onboarding_in_BruinBuy_Plus__YJ711Gx_TjykbSAu6YFSnQ) guide.

Vendor page, with cursor selecting the Request Vendor Onboarding button.

The *Form Fields* page will display a list of required pages as sub-tabs at the top of the form. These tabs will remain highlighted in **red** until required fields are complete. To navigate through pages, click the tab name or the **Next** button.

Form Fields page, calling attention to the hyperlinked Form Fields pages. Cursor selects the Next button.

The *Form Fields - UCLA Department Information* page will display. Required questions appear with an **asterisk (\*)**. Select the **New Subaward** option from the *New Subaward or Subaward Amendment?* question dropdown menu. Complete the remaining fields, then click the **Next** button.

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

The *Form Fields - Line Items* page will display. Utilize the dropdown menu to select the appropriate number of line items. **NOTE**: FAU details, including object codes, are added or modified on the *Requisition* screen once the Research Subaward form is complete and has been moved to your **Shopping Cart**. **IMPORTANT**: For subawards where Facilities and Administration costs (F&A) are applicable, **F&A should only be listed on Line Item 1** up to the funding's first $25,000.

Complete the required **Product Description** field, including the following information: - **Line 1:** - Subaward for Project Titled: - Budget Period: - Total Budget Period Amount: - Key Personnel / UCLA PI: - Award Number: - **Line 2 and subsequent lines** (if applicable; depicted in below example): - “\[line number\] of subaward over $25,000”. **EXAMPLE:** The below screenshot displays line items for a subaward where F&A is applicable.

Form Fields - Line Items page, with cursor highlighting the Project Description fields.

Enter the **Unit Price** (total line amount) for each line. Then, click the **Next** button.

Form Fields - Line Items page, with cursor highlighting the Unit Price fields.

The *Review and Submit* page will display after all other form pages have been viewed. Verify that each page has been completed via the **green check mark** icon in the left navigation pane, then click the **Add and Go to Cart** button.

Review and Submit page, highlighting the left navigation menu. Cursor Selects the Add and Go to Cart button.

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

The *Shopping Cart* page will display. Review the shopping cart, including line items, and update as needed. Once all data has been validated and you're ready to proceed, click the **Proceed to Checkout** button.

Shopping Cart page, with cursor selecting the Proceed to Checkout button.

The *Requisition - Summary* page will display.

Attach the OCGA Outgoing Subaward & MCA Request Form

**IMPORTANT**: A copy of the **completed and signed [OCGA Outgoing Subaward & MCA Request Form](https://ocga.research.ucla.edu/forms/#outgoing-subaward)** must be attached to the subaward requisition in BruinBuy *Plus*. Failure to attach the required documentation will result in the requisition being returned to the Campus Buyer.

From the *Requisition* page, click the **Attachments** tab.

Requisition page, with cursor selecting the Attachments tab.

Click the **Add Internal Attachment** button.

Requistion-Attachments page, with cursor clicking the Add Internal Attachment button.

The *Add Attachments* dialog box will display. To upload one or more files, - Drag and drop the file from your desktop into the dialog box, or - Click the **Browse** button

Add Attachments dialogue box, with cursor selecting the Browse button.

Click the **Save Changes** button.

Add Attachments dialogue box, with cursor selecting the Save button.

To return to the *Requisition - Summary* page, click the **Summary** tab.

Requisition - Attachments page, with cursor selecting the Summary tab.

Assign Header Object Code

From the *Requisition* page, locate the **Accounting Codes** header. Review the *heade*r and *line items* to ensure the correct object code is used to indicate F&A, if applicable.

Requisition page, highlighting the Accounting Codes header.

**IMPORTANT**: The subaward's **Accounting Codes header** determines the default object code for all line items and should be set to **Object Code 7300**. 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.

To update the object code for the entire subaward, click the **Edit Accounting Codes Section (pencil)** icon.

Requisition page, with cursor selecting the Edit Accounting Codes Section pencil icon.

Enter **7300** in the *Object* field and select **7300 - SUBCONTRACTS >25K** from the *Object* dropdown menu.

Edit Accounting Codes dialogue box, with cursor selecting the 7300 option from the dropdown menu.

The FAU may validate automatically. If it does not, manually validate by clicking the **recalculate / validate** check mark.

Edit Accounting Codes dialogue box, with cursor selecting the recalculate / validate check mark.

Click the **Save** button.

Edit Accounting Codes dialogue box, with cursor selecting the Save button.

The updated object code is displayed in the *Accounting Codes* *header*.

Requisition page, highlighting the updated object code.

If F&A does not apply (i.e., all line items will utilize Object Code 7300), **skip Steps 27-33 and proceed to the *Submit Requisition* section of this guide**. If the subaward includes F&A funds up to the $25,000 maximum, proceed to the ***Assign Line Item Object Code*** section of this guide.

Assign Line Item Object Code

**REMINDER**: The subaward's **Accounting Codes header** determines the default object code for all line items and should be set to **Object Code 7300**. 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.

To manually override the accounting code of a line item, select the desired line item's **Actions (ellipsis)** icon.

Requisition page, with cursor selecting the Line Item Actions (ellipsis) icon.

Select **Accounting Codes** from the *Override* menu.

Cursor selects Accounting Codes from the Override dropdown menu.

Enter **7310** in the *Object* field and select **7310 - SUBCONTRACTS <25K** from the *Object* dropdown menu.

Edit Accounting Codes dialogue box, with cursor selecting the 7310 - SUBCONTRACTS <25K option from the Object dropdown menu.

The FAU may validate automatically. If it does not, manually validate by clicking the **recalculate / validate** check mark.

Click the **Save** button.

The updated object code displays in the line item's *Accounting Codes* with the notification: *"Values have been overridden for this line."*

Change Request page, highlighting the object code for the line item and the notification: "Values have been overridden for this line."

**IMPORTANT**: If FAU values are not applied correctly, the following alerts may display: - *An ineligible expense is used with the Research Subaward Form. Please ensure the following Object Code(s) is used: "7300", "7310".*

Proceed to the **Submit the Subaward Requisition** section of this guide.

Submit the Subaward Requisition

To submit the subaward requisition, click the **Place Order** button.

Requisition page, with cursor selecting the the Place Order button.

The requisition *Submission Confirmation* page will display.

**NOTE**: The requisition will be reviewed by UCLA Campus Purchasing & Payables. Once approved, it will become a PO. The final **PO Number** will display under *Related Documents* in the requisition’s *Summary - Workflow* pane. **Share this number with OCGA, but DO NOT share it with the subawardee.**

Requisition page, highlighting the final PO Number will display under Related Documents in the Summary - Workflow pane.

Attach the Fully Executed Agreement

**NOTE**: When the subaward PO generates, it will remain in the *Subcontract/Subaward Draft PO* workflow step until the subaward’s fully executed agreement is provided to Campus Purchasing & Payables.

To attach the fully executed agreement to the PO, open the PO and click the **Comments** tab.

Purchase Order page, with cursor selecting the Comments tab.

Click the **New Comment (plus sign)** icon.

Requisition-Comments tab, with cursor selecting the New Comment (plus sign) icon.

Enter "Attached is the FE. Please approve Draft PO" into the **Add Comment** field.

Comments tab, with cursor calling attention to the Add Comment field.

To tag the assigned approver in the comment, click the checkbox next to the approver name or select the **Add Recipient** hyperlink.

Requisition-Comments page, highlighting the Add Recipient hyperlink. Cursor selects the checkbox next to the approver name.

**NOTE**: If the **Add Recipient** hyperlink is selected, the *User Search* dialog box will display. To search for the Subaward approver: 1. Enter the name and/or email address of the Subaward team member assigned to your PO, then click the **Search** button. 2. A list of users will display. Click the **Select (plus sign)** icon next to the desired recipient.

Enter a title for the document in the **File Name** field. **EXAMPLE**: The below screenshot depicts the File Name "Fully Executed Agreement for Example College Subaward for Example Study, Fund 00000"

Add Comment dialogue box with cursor calling attention to the File Name field.

Click the **Choose file** button and upload the agreement.

Add Comment dialogue box, with cursor selecting the Choose File button.

To submit the comment, select the **check mark** icon.

Requisition-Comments page, with cursor selecting the check mark icon.

The comment and attached file will display under the **Comments** tab, and the subaward processor will be notified.

**NOTE**: Once the Draft PO has been approved, the *Subcontract/Subaward Draft PO* workflow step will display **Approved** in the *Summary-Workflow* pane.

Requisition page, highlighting the Subcontract/Subaward Draft PO workflow step in the Summary-Workflow pane.

How to Create a New Research Subaward

This guide provides step-by-step instructions for creating a new research subaward in BruinBuy Plus. Last Updated 03/30/2026.

43 steps

Complete the Research Subaward Form

From the *Home Shopping Dashboard*, select the **Research Subaward** form.

The form will open to the *Instructions* page. Read the instructions, then click the **Next** button.

**NOTE:** To navigate through form pages, - Utilize the **Previous** and **Next** buttons at the top-right of a page or - Click the page from the top navigation tabs

**NOTE**: 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.

Enter the **Unit Price** (total line amount) for each line. Then, click the **Next** button.

The *Requisition - Summary* page will display.

Attach the OCGA Outgoing Subaward & MCA Request Form

From the *Requisition* page, click the **Attachments** tab.

Click the **Add Internal Attachment** button.

The *Add Attachments* dialog box will display. To upload one or more files, - Drag and drop the file from your desktop into the dialog box, or - Click the **Browse** button

Click the **Save Changes** button.

To return to the *Requisition - Summary* page, click the **Summary** tab.

Assign Header Object Code

From the *Requisition* page, locate the **Accounting Codes** header. Review the *heade*r and *line items* to ensure the correct object code is used to indicate F&A, if applicable.

To update the object code for the entire subaward, click the **Edit Accounting Codes Section (pencil)** icon.

Enter **7300** in the *Object* field and select **7300 - SUBCONTRACTS >25K** from the *Object* dropdown menu.

The FAU may validate automatically. If it does not, manually validate by clicking the **recalculate / validate** check mark.

Click the **Save** button.

The updated object code is displayed in the *Accounting Codes* *header*.

Assign Line Item Object Code

To manually override the accounting code of a line item, select the desired line item's **Actions (ellipsis)** icon.

Select **Accounting Codes** from the *Override* menu.

Enter **7310** in the *Object* field and select **7310 - SUBCONTRACTS <25K** from the *Object* dropdown menu.

The FAU may validate automatically. If it does not, manually validate by clicking the **recalculate / validate** check mark.

Click the **Save** button.

The updated object code displays in the line item's *Accounting Codes* with the notification: *"Values have been overridden for this line."*

Proceed to the **Submit the Subaward Requisition** section of this guide.

Submit the Subaward Requisition

To submit the subaward requisition, click the **Place Order** button.

The requisition *Submission Confirmation* page will display.

Attach the Fully Executed Agreement

To attach the fully executed agreement to the PO, open the PO and click the **Comments** tab.

Click the **New Comment (plus sign)** icon.

Enter "Attached is the FE. Please approve Draft PO" into the **Add Comment** field.

To tag the assigned approver in the comment, click the checkbox next to the approver name or select the **Add Recipient** hyperlink.

Click the **Choose file** button and upload the agreement.

To submit the comment, select the **check mark** icon.

The comment and attached file will display under the **Comments** tab, and the subaward processor will be notified.

**NOTE**: Once the Draft PO has been approved, the *Subcontract/Subaward Draft PO* workflow step will display **Approved** in the *Summary-Workflow* pane.