University at Buffalo (UB) 
Administrative Services Gateway
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University Fee Approval Form
Request approval for your university fee. Begin the process of requesting a fee by completing the University Fee Initial Questionnaire tab of the University Fee Approval Form.
First time creating a University fee?
Please contact a fee expert for an initial consultation to help you get started.
Download the Form Applicable to Your Circumstance:
For SUNY Authorized Fees
SUNY Authorized Fees are Mandatory fees with a set dollar value that may be variable by Campus. Examples include, but are not limited to:
- Course Based or Laboratory Fees
- Mandatory Fees, including Admission Application Fees
For Campus Authorized Fees
Campus Authorized Fees are fees paid to support campus services and a variety of student activities. Examples include but are not limited to:
- Orientation Fees
- Voluntary Student Health Service Fees
Graduate Application Fees
There is one form per VP/Decanal Unit for Graduate Application Fees. Please reach out to ubs-fees@buffalo.edu if you need an additional fee approved.
Completing the Microsoft Excel Form
- Download the University Fee Approval Form
- Review and complete the University Fee Initial Questionnaire tab
- Upload the completed form via the Microsoft Fee Request Form
You only need to complete the initial questionnaire tab of the form.
- Initial Questionnaire – This tab assists the customer with providing the basic information that is needed to develop a fee.
- Table of Contents - This provides an overview of the tabs within the form
- Overview– This tab provides the basic information about the fee.
- Financial Summary - This tab provides account and payment information.
- Standard Operating Procedures - This tab provides detailed procedures for billing, accounts receivables and payment collections.
- Items of Consideration - This tab provides items of consideration related to the fee.
- Approvals - This is the approval page for the signatures.
- Rate List – This is the summary of the prices or rates based on the calculation. Included in the list are the following prices or rates:
- Internal Rate – To be charged to internal users including academic, research, administrative, and auxiliary units whose originating source of funds is within or flows through the university. This includes state, RF, UBF, and Faculty Student Association (FSA) funds.
- Internal Rate + GUSF - To be charged to internal customers paying with another form of payment (i.e. wire transfer, ACH, electronic payment, paper check or credit card (with prior approval))
- External Rate - External users are individuals or organizations whose originating source of funds is outside the university. External users include faculty and staff acting in a personal capacity. Affiliated hospitals and other universities are external users unless the university has subcontracted with them as part of a grant or contract, in which case they are an internal user.
- Rate Comparison - This tab provides a comparison between the requested rates and previously approved rates.
- Market Rate Comparison - This tab provides market comparison information for fees that are charged to external customers.
- SUNY Form (SUNY University Fees Only) - This tab contains information requested by SUNY for University Fees only.
- Summary by Component – This tab provides a summary of the costs by component.
- Profit & Loss or Proforma - This tab includes an annualized profit & loss or proforma, which outlines what would need to take place in order to break-even internally in a given year, including any subsidies provided by the department.
- Detailed Calculation – Provides a detailed breakout of the cost calculation. Including the following details:
- Labor detail such as names, salaries, account paid from
- Equipment, asset number, useful life, purchase price
- Sources of information such as budget, invoice, purchase order
- Supplies, maintenance and other expenses
- Labor detail such as names, salaries, account paid from
- Inventory - This tab provides detailed information about supplies for fees fees that require supplies inventory.
Need Help Completing the Form?
Cost Accounting Team
Ashley Butcher
Cost Accounting and Financial Reporting
Financial Management
Phone: 716-645-1521
Email: ambutche@buffalo.edu
Carrie Hutchins
IFR, Revenue Accounting and Treasury Management
Financial Management
Phone: 716-645-2640
Email: chutchin@buffalo.edu
Sean Wong
Cost Accounting and Financial Reporting
Financial Management
Phone: 716-645-2658
Email: seanyunc@buffalo.edu
Form Facts
Form Type: Downloadable, Microsoft Excel document
Requirements: Microsoft Office Excel
Updated: 11/2023
Owner: Financial Management