Creating & Closing Out Subawards
What Is a Subaward?
Subawards are issued under a grant or coperative agreement to another university or nonprofit entity for collaborative research. They may also be issued to a for-profit entity, a nonprofit entity or a university for non-commercial or non-standard research-related services.
A subaward is a formal legal agreement between the UCLA and a non-UCLA entity in which:
- A defined portion of the UCLA work statement’s intellectually significant activity is assigned to another entity (the subrecipient) to fulfill.
- Work is generally performed by the subrecipient’s personnel using its resources, usually at its site.
- The subrecipient takes full responsibility, including intellectual leadership, for the portion of UCLA’s work statement that it will undertake.
- The award terms and conditions UCLA has accepted from our funding agency apply to the subrecipient, who must also agree to comply with them.
A subaward may be appropriate if any of the following conditions apply:
- The entity’s statement of work represents an intellectually significant portion of the programmatic effort of the overall project.
- The entity has responsibility for programmatic decision-making.
- An identified principal investigator for the entity is a co-investigator on the primary proposal.
- The entity’s work result in the development of intellectual property.
- Publications are anticipated from the entity and individuals at the entity may be co-authors on articles.
- The entity will need animal and/or human subject approval for its portion of the work.
- The entity is providing cost sharing or matching funds.
Requesting a Subaward
The UCLA Office of Contract and Grant Administration (OCGA) issues subawards under the order class G. To request a subaward, a department must take the following steps:
1. Submit an R-class requisition via BruinBuy.
Use the following object codes:
2. Submit a completed OCGA/Purchasing Subaward Checklist and required supporting documents.
Send by fax or e-mail:
3. The OCGA issues a subaward agreement.
All documentation must be complete and correct in order for the subaward to be issued.
4. Upon receiving a signed subaward agreement from OCGA, Campus Purchasing makes payment.
A purchase order is posted in BruinBuy for payment within five business days.
Amending a Subaward
To amend a subaward, follow steps 2, 3 and 4 above.
Closing Out a Subaward
Follow these steps to close out a subaward:
1. Submit an Subaward Closeout Certificate.
Send by fax or e-mail:
2. Subaward purchase order is closed.
Closure occurs within five business days after receipt of the certificate. Once the purchase order is closed, it cannot be reopened.