Create and Maintain State Accounts

The type of state account and the account number are determined based on information provided from the department when the account is created.

The beginning digits of a state account represent the fund type and are generally consistent with the information in the table:  

A NACUBO Code is assigned to all accounts.  When possible, the 3^rd and 4^th digits of state accounts are used to represent the NACUBO classification.  This sets the functional classification standards for all colleges and universities.

We are committed to following set industry standards in account classification and transaction processing. It is important to make sure accounts have the correct NACUBO classification as this information drives financial reporting and is used for comparisons to peer institutions.

Create a new state account to reorganize or to track allocation and expenditure detail with respect to the NACUBO function classification. State accounts include:

• State Operating
• Income Fund Reimbursable (IFR)
  • If a fee will be charged complete the necessary proposals and request.
  • If the fee is the sole source of revenue for the new account, necessary approvals must be obtained before the account can be established.
• State University Tuition Reimbursable (SUTRA)
  
• Dormitory Income Fund Reimbursable (DIFR)

All new state accounts are now established with a sub account which is the seventh and eighth digits of an account.  Sub-accounts provide units with the opportunity to group expenditures or similar activity and provides flexibility to add sub accounts in the future.

• If only 1 account is requested, sub 01 (XXXXXX-01) will be assigned unless otherwise specified.   
• Accounts that were previously established as sub-accounts may add up to 98 sub-accounts to allow additional tracking of allocation and expenditures.
• Each sub account can have a different entity code assigned.
• The account with sub 00 is referred to as the master account.
• The account with sub 99 is referred to as the undistributed account.
• Activity should not post to the undistributed account.  Expenditure Transfers  should be processed to move any transactions in sub 99 to the correct account.
• It is important to identify the correct sub account when submitting transaction requests because transactions cannot be processed against the master (sub 00).
• Existing accounts that were not previously sub-accounted cannot have sub accounts added.

An account should be re-purposed (title, entity or unit change) or closed if the account no longer serves the purpose it was originally intended for.

• To determine if an account should be re-purposed, consider the historical impact desired if the account is re-titled and/or the entity or unit is changed.  Accounts that haven’t had activity in the last 10 years are good candidates for repurposing.
• Changes to account titles and entity codes may be requested.

• An account may be closed (inactivated) if it will no longer be used in future years. Closed accounts will continue to be reflected historically in SIRI. The following balances must be cleared prior to closing an account.
• A request to close an account should not be submitted to Financial Management until the criteria indicated below has been met.  Please note that the criteria to close an account is different for each state funding source.   
• Financial Management will change flags on the account to prevent future transactions once the below criteria has been met.
• The account won’t be officially closed until the end the fiscal year when SUNY prepares for the new fiscal year.  Requests to close accounts should be submitted by mid-May for the closure to take effect the following fiscal year.

Criteria to Close an Account

A master (XXXXXX-00) account cannot be closed if there are sub accounts that will remain open. The balances in all sub accounts associated with the master account must first be cleared to close the master and all associated sub accounts.

Criteria to Close an Account by Funding Source:

1. Annual Allocation will roll forward to the next fiscal year unless it is removed from the account.
2. State Operating "Free" Balance will roll forward to the next fiscal year so it must be $0.
3. IFR/SUTRA Cash Balance will roll forward to the next fiscal year so it must be $0.
4. There should not be any open orders on the account.