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Simplifed Operating Funds Initiative (SOFI) FAQ

Read frequently asked questions about Simplified Operating Funds Initiative (SOFI).

The Simplified Operating Funds Initiative is a UC San Diego effort to make expenditure accounting and fund management of non-restricted “core” resources easier and more efficient for business officers, resource managers, and faculty.

Over 60 individual fund numbers currently used to track the budgets and expenditures of campus core operating revenues will be consolidated under 2 new fund numbers:  a University Core Fund and a Campus Core Fund. The University Core Fund is comprised of State and UC General Funds and System-wide Tuition/ Fees. Core operating budgets will be replaced dollar-for-dollar with the new funds

Business administration efficiencies gained from SOFI will contribute to the bottom line and the long-term financial sustainability of the campus. Consolidation of 60 funds to 2 funds will save time and increase financial flexibility through simplified fund management, expenditure transacting, and reporting processes.

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How do I obtain a SOFI index?

The batch processing has concluded and new SOFI indexes (both master and copy) should be created directly using the Index Management Tool in Financial Link.

Should I inactivate my old indexes?

Do not inactivate legacy indexes that have previously been used for payroll. These indexes should remain active during FY 206/17 to accommodate any retroactive payroll processing that may occur.

It is okay to inactivate legacy indexes that have never been used for payroll pruposes. Realignment at the sub category level is recommended prior to inactivation. An alternative may be to set up an early index inactivation date which will block new activity but will allow existing commitments to be paid.

Is it okay to spend on legacy funds in FY 2016-17? Can I swap my carry-forward balances on legacy source funds for SOFI funds?

Yes.

Carry-forward balances on legacy source funds can be spent in FY 2016/17. If the balances are small, it may be more efficient to simply spend them down. If the balances are larger, you may want to exchange them for SOFI funds. In either case, remaining legacy balances must be swapped by the end of FY 2016/17.

For specific information on how to swap out legacy fund carry-forward balances, please contact your VC central resource office. Essentially, you will exchange legacy balances with your VC central office who will subsequently exchange balances with the Campus Budget Office. Each VC central office will develop a process and timing for coordination of this exchange. Important: Do not transfer budgets from a legacy fund index to a SOFI fund index via journal. Crossing of funds is still unallowable.

When will I see my SOFI budget(s)?

The currently scheduled date for July ledger close is Friday, 8/12/2016. You should see your 99100A and 99200A budgets the following week when the Permanent Budget is loaded into the operating ledger.

Is it okay to have FTE on PPS distribution lines for core legacy funds?

No.

Effective July 1, 2016, all core funded positions with FTE% should be on fund 99100A or 99200A. This includes pay DOS codes, record purpose DOS codes, and provisions.

Which funds will not be affected by SOFI?

All financial accounting and management in the areas of revenue, research and gift funding, and the auxiliary enterprises, will remain the same. Funds with externally imposed restrictions such as contracts and grants, clinical trials, private gifts, and endowment earnings are excluded from the SOFI. Also excluded are the Health System, auxiliaries, and self-supporting programs.

Which fund will my department receive?

With the exception of the VC for Advancement, which will be funded entirely on the Campus Core Fund, all VC units will operate under the University Core Fund.

What is the timeline for implementation?

SOFI funds will be in effect starting July 1, 2016. It is anticipated at that time that all departments will have permanent budgets established and new indexes in place for use for all FY 2016/17 budgets and expenditures going forward. A second phase of the project will address transitional activities such as: spending down legacy source fund balances; exchanging re-appropriation balances of legacy source funds; replacing default indexes for Express cards, Travel cards, Marketplace purchases, etc.; changing appointments on one-time funds; and so on.

What are the new fund numbers?

The fund number for University Core funds is 99100A. The fund number for Campus Core Funds is 99200A.

Do the new fund numbers carry any restrictions?

You may use either of the SOFI funds if the expenditure is appropriate for business reason. Constraints associated with the source funds, such as alcohol and special entertainment, will be managed centrally with the use of account codes and other tools. Please read the guiding principles for SOFI financial stewardship.

How do I record expenses for alcohol and special entertainment?

These expenses have specific account codes that should be used when requesting payment: 637465 (special entertainment) and 638173 (Beverages-Alcoholic:including tax,tip,and service fee). Please refer to the IPPS Spring 2016 newsletter for information on using these account codes in MyEvents.

Can SOFI funds be used for capital expenses?

Yes.

Constraints associated with capital project expenses will be managed centrally.

Will SOFI result in layoffs?

No.

There is no anticipated need to reduce staffing as a result of SOFI.

Can department start using SOFI index numbers for expenses in 15/16?

No.

There should be no SOFI expenditures in FY 15/16.

Can department start using SOFI index numbers for PPS entries that start in 16/17?

Yes.

Departments can use them for new hires effective 6/19 or later for bi-weekly appointments and 7/1 or later for monthly appointments.

When will the second batch of mapping happen for non-salary index numbers?

The current deadline for submission is 4/29. Once the new indexes are ready for Production, that date will be posted on the SOFI website.

Are faculty going to be paid on 6/30/16 and, if so, will this be on legacy funds for one day?

Any paid faculty appointment on 6/30/16 should use legacy funds.

How will departments handle current and permanent budget transactions between now and June 30?

Until May 31 (May ledger closes June 3), current and permanent budget transactions can be made in the usual manner with permanent transactions using an "A" transaction class code.

  • After May 31, the following template should be in effect:
    • Transactions effective in FY 2015/16:
      • Current Year only: use legacy core funds
      • Permanent Year: No permanent budget adjustments for 2015/16 appropriations
    • Transactions effective in FY 2016/17:
      • Permanent Year only: use SOFI fund with "I" transaction class code

Note: These will be needed to balance Budget and Staffing for fiscal close

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