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Managing Sponsored Project Funds: SPARCM

Find out how to use the OPAFS AR system, Sponsored Projects Accounts Receivable and Cash Management (SPARCM)

Sponsored Projects Accounts Receivable and Cash Management (SPARCM)

The SPARCM system is an AR and Cash Management tool that allows OPAFS to create invoices and manage Financial Expense Reports (FERs) as well as sponsor reports on sponsored project funds. Future enhancements will be developed for OPAFS and Department post award administrative processes. 

Access SPARCM (login required).

SPARCM includes department functionality that:

  • Allows departments to submit electronic Financial Expense Report to OPAFS
  • Allows departments to have visibility to the invoices that OPAFS submits to the agencies
  • Allows departments to have visibility to the Intercampus Request for Reimbursements (IRR) that OPAFS has received from other UC Campuses

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Get access to SPARCM

To get access, email your OPAFS Award Accountant and include:

SPARCM eFER

The Electronic Financial Expense Report (eFER) has replaced the manual Excel & email process for submitting final expenditures to OPAFS to ensure full recovery of costs from sponsors.

Access SPARCM (login required)

Process

At the end of the award/budget period, an email with a link to the FER will be generated and sent to fund managers.

  • Fund Managers can then add any subsequent and/or pending expenses as appropriate.
  • Fund Managers can submit the FER to OPAFS

OPAFS will submit to the agency

Deadlines

FER’s are due within 30 days of the award end. In cases where the final report/invoice is due in less than 30 days, your award accountant will work with you on a shortened deadline.  Any FER’s not received on time risk submission based on ledgers at the end of the award period. Emails will be escalated as the final deadline to the sponsor approaches.

For detailed instructions on how to use the eFER, see the START Tool.

SPARCM invoices online

With access, you will be able to view all invoices that OPAFS has submitted to the sponsors on any executed award within your department(s). You cannot add or edit documents.

  • Access SPARCM (login required)
  • Enter the fund number then click Billing
  • Please work with your OPAFS Award Accountant to make sure that you been designated as Award Contact or Fiscal Contact in SPARCM for your funds

SPARCM intercampus invoices

With access, you will be able to view Intercampus Request for Reimbursement (IRR) that OPAFS has received from other UC Campuses on multi-campus awards (MCAs) and the status of payments.

  • Access SPARCM (login required)
  • Enter the fund number then click Paying
  • Work with your OPAFS Award Accountant to make sure that you been designated as Award Contact or Fiscal Contact in SPARCM for your funds

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