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Managing Sponsored Project Funds: Rebudgeting Requests

Find out how to process a rebudgeting request for a sponsored project award.

Rebudgeting requests

Most agencies require a rebudgeting request if you exceed certain expense categories in your fund. A rebudgeting request is an amendment to the award agreement and must be formally submitted to the agency for official approval, and then reported to UCSD contracting offices.

General guidelines

  • Review expenditure balances per the budget.
  • Review your expense projections.
  • Plan your rebudgeting needs, making sure the request will cover expenses for the entire budget or project period.
  • Determine expense categories that need to be increased and categories that can be reduced.
  • Determine if indirect costs (IDC) are affected by your rebudgeting and increase or decrease the IDC category accordingly.
  • Prepare a letter to the agency's project administrator. Include:
    • Amount to be reduced for each expense category
    • Amount to be increased for each expense category
    • Justification for change (e.g., why you did not use funding as budgeted or how rebudgeting will benefit the project)
  • Have the principal investigator sign the letter and keep a copy for your files.
  • Send the letter and copies as necessary:
    • If your award was processed by the Office of Contract and Grant Administration (OCGA), forward the original letter to OCGA for transmittal to the agency.
    • If your award was not processed by OCGA, send the original letter to the agency and send a copy to Sponsored Projects Finance (SPF).
  • When you receive official approval from the agency, send OCGA or OPAFS a copy of the approval.

Sponsor - Specific Requirements

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