Creating a Subaward or Subcontract Requisition in BruinBuy

Transcription

1 Creating a Subaward or Subcontract Requisition in BruinBuy Outgoing Subaward and Subcontract Initiation and Management This section teach you how to submit a subaward or subcontract requisition using the BruinBuy system.

2 ORA acknowledges and thanks Linda Chen, Supervisor for the Commodity Team in Campus Purchasing, for providing the content in this module.

3 When you complete this module you will Be familiar with what fields in BruinBuy to complete to initiate a requisition What information should be put in the fields and why How to split the F&A rate between two object codes when a subaward or subcontract is subject to the federally negotiated F&A rate When you complete this module you will be familiar with what fields in BruinBuy to complete to initiate a requisition. What information should be put in the fields and why. How to split the F&A rate between two object codes when a subaward or subcontract is subject to the federally negotiated F&A rate.

4 For subawards or subcontracts subject to the federally negotiated rate F&A is assessed on the first $25,000 of each subaward for a project period For renewal proposals, the F&A is assessed again on the first $25,000 of each subaward UCLA assesses NO F&A on subawards going to sister UC campuses all UC campuses are considered one entity, The Regents of the University of California. Other UC campuses can include F&A in their proposals UCLA doesn t assess F&A on any UC subaward For subawards or subcontracts subject to the federally negotiated rate, F&A is assessed on the first $25,000 of each subaward for a project period. When the renewal comes around, the F&A is assessed again, on the first $25,000 of each subaward. UCLA assesses NO F&A on subawards going to sister UC campuses because all of the UC campuses are considered one entity, The Regents of the University of California. This doesn t mean the other campuses cannot ask for F&A on their proposals, but UCLA doesn t assess F&A on any subaward going to another UC campus regardless of the amount.

5 Important note about the following requisition example The following demonstrates the preparation of a requisition for a subaward that exceeds $25,000 and is subject to the federally approved modified total direct cost rate, which means: costs are distributed between two object codes 7310 (for first $25,000 of subaward subject to (F&A) and, 7300 (for dollars in excess of $25,000) For other amounts and/or rates, apportion subaward costs appropriately The following demonstrates the preparation of a requisition for a subaward that exceeds $25,000 and is subject to the federally approved modified total direct cost rate, which means: costs are distributed between two object codes 7310 (for first $25,000 of subaward subject to (F&A) and, 7300 (for dollars in excess of $25,000) For other amounts and/or rates, apportion subaward costs appropriately

6 Why do a Requisition in BruinBuy? To memo lien funds Reimburse the subrecipient or subcontractor BruinBuy Helpdesk x46013 The reason why we ask the department to initiate a purchase requisition because it memo liens the funds that you are going to reimburse the subrecipient/subcontractor. If you have any questions regarding submitting a purchase requisition, contact the BruinBuy help desk at X46013.

7 Have the Award Synopsis? Print a copy of the award synopsis and have it handy as you complete the BruinBuy requisition screens. You can print the latest synopsis from InfoEd or from the Portal. The URL for both these resources is available in the resources tab.

8 Logging on to BruinBuy Departmental buyers have delegated authority from the Campus Purchasing Director to make purchases of certain goods and services for UCLA. They must complete training on the use of BruinBuy and must comply with federal, state, and University policies and procedures. When you have that authority, the first step is to log on to the BruinBuy System. Enter your username and password and hit enter.

9 Special Requisition/Non-Catalog Link AHES Smith, AHES Evan From From the the BruinBuy Production page, page, click click the the Special Request/Non-Catalog link. link. The next step is to click on the Special Request/Non-Catalog link

10 Completing Header Lines You are now going to complete the blank sections of the requisition screen. As you can see, some of the fields have already been completed based on your log-in ID. But others are blank, requiring completion. This is demonstrated in the following mini-module.

11 BruinBuy Requisition the Header Header Once on the Special Request/Non-Catalog page, you will note that some fields are completed based on the user. We will now proceed to complete the appropriate blank fields. Vendor Name You can select a vendor by clicking the drop down menu to perform a search. The Vendor you pick should be the one with a remittance address and TAX ID that matches the one cited in the subaward/subcontract agreement. Alternatively, If you know the vendor number, you can enter it here. MAKE SURE IT IS THE CORRECT VENDOR! Creating a Requisition in BruinBuy for a Subaward or Subcontract

12 Vendor Number If you know the Vendor number, you can enter it here. MAKE SURE IT IS THE CORRECT VENDOR! FAU Enter the Full Accounting Unit for which the subaward or subcontract is being issued. For the object code field, type 7310 which is object code for the first $25,000 of a sub subject to the modified total direct cost (MTDC) federally negotiated F&A rate. Completing the Source and Reference fields are optional. Follow the practices of your department for these two fields. Class of Order Select "R" from the drop down menu. For any subaward or subcontract, the class order is always "R". Creating a Requisition in BruinBuy for a Subaward or Subcontract

13 Override Reason This field requires a response. It cannot be left blank. Since the TOF into sub 07 for subawards and subcontracts is required PRIOR to posting the order, an appropriate response would be "funds available" or "TOF processed". PAN Subject In this field, enter the purpose of the order. (In this case, it is "subaward to Autism Insights" ) Additional Info The Additional Info icon becomes active once financial data is entered in line 2 of the requisition. This is where we will indicate that Receiving is required. Creating a Requisition in BruinBuy for a Subaward or Subcontract

14 Shopping Cart Name The Shopping Cart name defaults to the user name This can be changed to more appropriately represent the requisition, such as "Subaward to Autism Insights" Creating a Requisition in BruinBuy for a Subaward or Subcontract

15 Completing Line 1 You have completed the header section of the requisition. Congratulations! Now lets go to the next step, which is completing the body of the requisition. Line 1 is where details about the subaward/subcontract is provided.

16 BruinBuy Requisition Fields not applicable for a subaward/subcontract requisition: Quantity, Unit of Measurement, Unit Price, Rate, Exempt, and Supplier Part et. al. Creating a BruinBuy Requisition for a Subaward or Subcontract

17 Fields that are the same through-out the requisition: TAX CD and STATE BruinBuy Requisition Line #1 Line Amount The Line Amount field is left blank in line 1 only. Creating a BruinBuy Requisition for a Subaward or Subcontract

18 Description For the subaward/subcontract description, you can type directly in to the box shown, or select the "Description" link for a larger space to type the information and the ability to perform a spell check. Enter the following information regarding the subaward/subcontract, which can be obtained from the Award Synopsis. Name of the Project Budget Period Funding amount for the budget period Key personnel (PI) for both UCLA and the subrecipient/subcontractor. Sponsor CFDA number, when applicable The award number Add the following statement, "Terms and Conditions of the Attached subaward/subcontract document are incorporated herein by reference. Creating a BruinBuy Requisition for a Subaward or Subcontract

19 Pie Chart Icon The Pie Chart Icon is selected to open the screen whereby the object code can be indicated. Since there is no amount in line 1, it is not necessary to click the pie chart icon. Line CD Select "COM" from the drop down. "COM" stands for comments. In line 1 we enter general comments about the subaward/subcontract. No funding is addressed in line 1. Creating a BruinBuy Requisition for a Subaward or Subcontract

20 Completing Line 2 Line #2 is where you start indicating the funding breakdown as required by the UCLA Federally Negotiated F&A rate agreement. The first 25K is subject to F&A, and is entered in Line 2. This is demonstrated in the next minimodule.

21 BruinBuy Requisition Fields not applicable for a subaward/subcontract requisition: Quantity, Unit of Measurement, Unit Price, Rate, Exempt, and Supplier Part et. al. Creating a BruinBuy Requisition for a Subaward or Subcontract

22 Fields that are the same through-out the requisition: TAX CD and STATE

23 Introduction BruinBuy Requisition - Line 2 Line 2 is where we begin to add the funding for the subaward/subcontract. Line Amount Enter 25,000 in the line amount field for line 2. Creating a Requisition in BruinBuy for a Subaward or Subcontract

24 Description In the description field we explain how the funding is being distributed for the subaward and subcontract. The wording can read, " The funding for this subaward/subcontract is divided into two line items for UCLA Administrative Purposes only. The funding for the Budget Period as specified above is 25K Object Code The Pie Chart Icon is selected to open the screen whereby the object code for line 2 can be entered, checked, or changed. The object code for the first $25,000 of a sub subject to the modified total direct cost (MTDC) federally negotiated F&A rate is Creating a Requisition in BruinBuy for a Subaward or Subcontract

25 Line CD From the drop down menu select "SVS". SVS stands for services. Creating a Requisition in BruinBuy for a Subaward or Subcontract

26 Return to Header to Specify Receiving by selecting Additional Info icon Now that we have saved the requisition with a dollar value, we can return to the header and select the Additional Info icon to turn on the receiving flag. Turning on the receiving flag adds a measure of control in that only the amount of a specific invoice (or less) is authorized to be reimbursed. Turning on the receiving flag is demonstrated in the next slide

27 Select Receiving Required When you open up the Additional Information Icon, you are going to see this screen with special requests. Check the receiving required box. Save and Close the special request screen to proceed with completing the requisition.

28 Completing line 3 Now lets do Line 3. Line 3 will represent the balance of your subaward/subcontract. For example, if you have 100K for year one, you will put first 25K in line 2; and the remaining balance, which is 75K, to line #3 with object code This is demonstrated in the next mini-module

29 BruinBuy Requisition Fields not applicable for a subaward/subcontract requisition: Quantity, Unit of Measurement, Unit Price, Rate, Exempt, and Supplier Part et. al. Creating a BruinBuy Requisition for a Subaward or Subcontract

30 Fields that are the same through-out the requisition: TAX CD and STATE

31 Line Amount BruinBuy Requisition - Line 3 In Line Amount we indicate the balance of the subaward. Description The Description field explains that the amount represents the balance of the subaward/subcontract as "specified above" Creating a Requisition in BruinBuy for a Subaward or Subcontract

32 Object Code The Pie Chart Icon is selected again to open the screen whereby we can check, change or correct the object code.the object code for the balance of funds after the first $25,000 of a sub subject to the modified total direct cost (MTDC) federally negotiated F&A rate is Line CD Select "SVS" for services from the drop down. Creating a Requisition in BruinBuy for a Subaward or Subcontract

33 Completing Line 4 Now lets complete line #4. Most subawards and subcontracts continue to year 2, year 3 and possibly more. To keep the order open,for those future years, you are required to ad $1 to line #4. This is demonstrated in the next mini-module

34 BruinBuy Requisition Fields not applicable for a subaward/subcontract requisition: Quantity, Unit of Measurement, Unit Price, Rate, Exempt, and Supplier Part et. al. Creating a BruinBuy Requisition for a Subaward or Subcontract

35 Fields that are the same through-out the requisition: TAX CD and STATE

36 BruinBuy Requisition - Line 4 Line Amount $1.00 is entered as the line amount. Description The reason for the $1.00 is explained in the Description field. Suggested explanation is: "Funding for any future budget period is contingent on the availability of funds from the prime sponsor." Pie Chart Icon The Pie Chart Icon is selected again to open the screen whereby we can check, change or correct the object code.the object code for the $1.00 to keep the order open for a sub that is subject to the modified total direct cost (MTDC) federally negotiated F&A rate is Requisition in BruinBuy for a Subaward or Subcontract

37 Line CD Select "SVS" for services from the drop down. Requisition in BruinBuy for a Subaward or Subcontract

38 Preview prior to Submission Now you can go to the REVIEW screen to see all of the information that you have entered for this requisition. If you see any errors or omissions you can go back and make the proper changes. If everything looks good to you, you can save it, close it, and you are now ready to submit your requisition through BruinBuy.

39 Successful Submission Notice Once you submit your requisition, this is what the successful submission notice will look like.

40 Page 1 of PAN Notice (via ) Once submitted, the individual designated to receive PAN (Post Authorization Notification) notice in your department, as well as you as the creator of the requisition, will receive an notification, referred to as the PAN notice.

41 The result: a Purchase Order This is what the requisition looks like when printed by Purchasing. The department does not have the capability to print an order that looks like this. The PAN notice represents details of the requisition. However, it is interesting to see how the information entered in BruinBuy when creating the Requisition translates into the Requisition or Purchase Order.

42 Line 1 Here are the comments you put in Line #1 reflected in the order.

43 Here are the comments you put in Line 2 reflected in the order Line 2

44 Here are the comments you put in Line 3 reflected in the order Line 3

45 Here are the comments you put in Line #4 reflected in the order Line 4

46 Congratulations, the requisition is done! Now what? Congratulations, your requisition to issue a subaward or subcontract is done. Lets talk about what you should do once the requisition is completed

47 Complete the Appropriate Checklist Note the requisition number on the subaward or subcontract checklist and submit the completed checklist and any back-up documentation for processing: FAX: Upon receipt of checklist and any back-up documentation, Purchasing creates a draft purchase order, designating the Order class G is for Subawards S is for Subcontracts Note the requisition number on the subaward or subcontract checklist and submit the completed checklist and any back-up documentation for processing: ocgasubawards@research.ucla.edu FAX: Upon receipt of checklist and any back-up documentation, Purchasing creates a draft purchase order, designating the Order class G is for Subawards S is for Subcontracts For guidance on how to complete the subaward or subcontract checklist, refer to the modules created for each.

48 When Purchasing designates the class of a requisition: The requisition number changes to a Purchase Order number First 4 numbers, representing the department numbers The requisition R changes to either G or S The remaining two alphas and three numbers are randomly assigned by the system: For example: Autism Insights Requisition No R 00200, when processed, becomes Purchase Order No G KB410 If for a subaward, Purchasing submits the draft PO to the OCGA Subaward Administrator to draft an agreement When Purchasing designates the class of a requisition:the requisition number changes to a Purchase Order number First 4 numbers, representing the department, remain the same The requisition R changes to either G or S The remaining two alphas and three numbers are randomly assigned by the system. For example: The Autism Insights Requisition No R 00200, when processed, becomes Purchase Order No G KB410 If the order is for a subaward, Purchasing submits the draft PO to the OCGA Subaward Administrator to draft an agreement. If it is for a subcontract Purchasing drafts the agreement.

49 The Purchase Order is not sent to the subrecipient or subcontractor. It is the vehicle that enables UCLA to financially manage the subaward or subcontract. Once a Purchase Order is created in BruinBuy, a Memo-Lien is created in the Financial System, as shown here. Of course you want to make sure funds have been appropriately allocated for your subaward/subcontract.

50 What you DO NOT want to see in a Purchase Order Lets take a look at an incorrect Purchase Order, and what one did incorrectly when creating a Requisition in BruinBuy to cause the errors

51 1 1 NEVER enter information in the Quantity and Unit Price columns. When Accounts Payable makes the payment, whatever lines the payment was applied to get closed whether there was a balance or not. If this happens, you have to amend the order to be able to pay the subrecipieint or subcontractor their balance. NEVER enter information in the Quantity and Unit Price columns. When Accounts Payable makes the payment, whatever lines the payment was applied to get closed whether there was a balance or not. If this happens, you have to amend the order to be able to pay the subrecipieint or subcontractor their balance.

52 In Summary Creating a requisition in BruinBuy is the first step in the establishment of a formal Purchase Order for a subaward or subcontract If a subaward or subcontract is subject to the federally negotiated F&A rate, be sure to divide the subaward or subcontract amount between object code 7310 and 7300 NEVER put anything in the Quantity or Unit Price fields of BruinBuy for a subaward or subcontract requisition Creating a requisition in BruinBuy is the first step in the establishment of a formal Purchase Order for a subaward or subcontract If a subaward or subcontract is subject to the federally negotiated F&A rate, be sure to divide the subaward or subcontract amount between object code 7310 and NEVER put anything in the Quantity or Unit Price fields of BruinBuy for a subaward or subcontract requisition

53 ORA acknowledges and thanks the voice of the subaward and subcontract modules Ken Castro-Oistad, Grant Analyst Office of Contract and Grant Administration