Monitoring Expenses

Last Updated: July 26, 2026 8:45:04 PM PDT

Find information and guidance for monitoring and financially managing sponsored projects, including billing and payments, budgeting, indirect costs, carry-over requests, multi-campus awards, and other award requirements.

Topic	What you'll find
Determining Inter-Campus Sub-Award Balances	Guidance for managing Multi-Campus Awards (MCAs), including monitoring balances and payments, award setup and notification, allocations, and procedures for UC San Diego as the prime or recipient campus.
Monitoring Fund Billing & Payments	Guidance for monitoring sponsored project billing and payments based on award terms and payment method, including outstanding receivables, automatically paid awards, and federal letter-of-credit awards.
SPARCM & Participant Support Costs	Guidance for using SPARCM to access financial expense reports and invoices, along with requirements for managing and rebudgeting participant support costs.
Monitor and Financially Manage the Project	Key activities for managing sponsored projects, including reviewing award terms, reconciling ledgers, processing corrections, projecting expenses, obtaining approvals, and understanding expanded authorities.
Budgeting Requests	Steps for preparing sponsored project rebudgeting requests, including reviewing balances and projections, determining budget changes and IDC impacts, preparing justification, and obtaining agency approval.
Computing Indirect Cost-Changes	Guidance and examples for recalculating indirect costs (IDC) when rebudgeting between expense categories, including IDC increases, decreases, and considerations for subawards.
Carry-Over Requests	Guidance for transferring unspent sponsored project funds between budget periods, including determining agency requirements and requesting approval when required.
Understanding IDC	Information about indirect costs (IDC), including how IDC is calculated, applicable rates and exclusions, and requirements for federal, UC, non-federal, and industry-sponsored awards.
Federal Demonstration Partnership (FDP)	Information about Federal Demonstration Partnership (FDP) awards, including participating agencies, common terms and conditions, financial reporting, and treatment of unobligated balances.
Innovation Payments	Information about Innovation Payments associated with UC San Diego's Innovation Zones Program, including how payments are identified, invoiced, applied, and recorded.