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University Fee (Campus or SUNY)
A university fee is predominately paid by students and is classified as either a SUNY authorized fee or a campus authorized fee.
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Policy
The Financial Management of University Fees Policy provides guidelines for the financial management of university fees to support:
- Accurate cost calculations
- Consistent operational practices to document revenue, costs, and fee rates
- Compliance with SUNY and university policies
- Adequate internal controls
Procedures
| Action | Due Date | Office Responsible | Fee Type |
|---|---|---|---|
| Fall, Spring Fee Review | December 15th | Department | Fee proposals for the following Fall, Spring academic year submitted to Financial Management for review |
| Fall, Spring Fee Calculation | January-April | Financial Management | Financial Management works with department requesting new or modified fees for fee development |
| Fall, Spring Fee Campus Approval | January-April | Financial Management | Financial Management sends agreed upon fee to FMAVP, Dept. Chair, UBO, Controller and Vice Provost for review and approval |
| Fall, Spring Fee SUNY Approval | May 1st | Financial Management | Financial Management submits all student related fees to SUNY for approval |
| Action | Due Date | Office Responsible | Description |
|---|---|---|---|
| Winter Fee Review | July 15th | Department | Fee proposals for the Winter Semester are submitted to Financial Management for review |
| Winter Fee Calculation | August | Financial Management | Financial Management works with Department requesting new or modified fees for fee development |
| Winter Fee Campus Approval | August | Financial Management | Financial Management sends agreed upon fee to FMAVP, Dept. Chair, UBO, Controller and Vice Provost for review and approval |
| Winter Fee SUNY Approval | September 1st | Financial Management | Financial Management submits all student related fees to SUNY for approval |
| Action | Due Date | Office Responsible | Description |
|---|---|---|---|
| Spring Fee Review | August 15th | Department | Fee proposals for the spring semester are submitted to Financial Management for review |
| Spring Fee Calculation | September | Financial Management | Financial Management works with Department requesting new or modified fees for fee development |
| Spring Fee Campus Approval | September | Financial Management | Financial Management sends agreed upon fee to FM, Dept. Chair, UBO, Controller and Vice Provost for review and approval |
| Spring Fee SUNY Approval | October 1st | Financial Management | Financial Management submits all student related fees to SUNY for approval |
| Action | Due Date | Office Responsible | Description |
|---|---|---|---|
| Summer Fee Review | February 15th | Department | Fee proposals for the Summer Semester are submitted to Financial Management for review |
| Summer Fee Calculation | March | Financial Management | Financial Management works with Department requesting new or modified fees for fee development |
| Summer Fee Campus Approval | March | Financial Management | Financial Management sends agreed upon fee to FM, Dept. Chair, UBO, Controller and Vice Provost for review and approval |
| Summer Fee SUNY Approval | April 1st | Financial Management | Financial Management submits all student related fees to SUNY for approval |
Dates for SUNY approved fees are estimated and could be delayed based on SUNY's approval.
All newly established university fees must be deposited in a separate account or sub account.
| Funding Source | Allowable |
|---|---|
| State - Income Fund Reimbursable Account (IFR) | Yes |
| University at Buffalo Foundation (UBF) | With prior approval from Financial Management and the University Controller |
Once rates are agreed upon by the department and Financial Management, the approval process can begin.
The approval process begins within Financial Management. Once the approval forms are signed off by Financial Management they are sent to the following individuals for approval:
- Department Contact
- Department Head or Chair
- Unit Business Officer (UBO)
- University Controller
- Provost Designee
- SUNY (when applicable)
To get started, submit the University Fee Approval form.
| Participant | Payment Type |
|---|---|
| Internal Participant | Student billing system (HUB) |
| Campus Cash | |
| Expenditure Transfer | |
| Purchase Order (eReq) | |
| Revenue Transfer | |
| External Participant | Wire Transfer (ACH) |
| Electronic Payment (UB Marketplace) | |
| Paper Check (State, UBF) | |
| Credit Card (requires prior approval |
Reasonability
Consider the time involved in the development and review of the non-credit bearing professional development program fee and consider if this is reasonable due to amount of expenditures and revenues that the program provides. Does this fee need to exist or can the costs be absorbed into the department.
Safeguarding Cash and Cash Equivalents
University departments that collect cash and cash equivalents are responsible for implementing strong internal controls.
Related Forms
Contact an Expert
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