Develop and Manage State Fees

On this page:

University and Service Center fees provide revenue to fund self-supporting programs. Learn about fee processes and how to develop a new or update an existing fee.

Guidlines for Fee Approvals

  • Regardless of funding source, any service provided or good sold on campus must have an approved fee on file
  • If units identify any source of revenue that does not currently have an approved rate on file, please contact an expert for assistance
  • SUNY’s Fees, Rentals, and Other Charges Policy states:

 "In the event that a fee is imposed upon students without following the guidelines set forth within this policy, funds collected shall be refunded to the payee in full upon request made to the campus involved or by directive from System Administration.  Requests for refunds must be made within three years of the collection of the fee."

Steps in the Fee Development and Approval Process

  1. Download the applicable approval form (service center, university).
  2. Contact an expert to set up an initial consultation (if desired).
  3. Complete the initial questionnaire tab within the form and provide to Financial Management.
  4. Financial Management in collaboration with the department completes calculations and provides worksheets for review.
  5. Work with managers to finalize rate calculations.
  6. Once rates are agreed upon (managers, Financial Management), the approval process can begin.
  7. The approval process begins within Financial Management then the documents are submitted to the following for approval:
    1. Departmental
      1. Manager (service center, university fee contact)
      2. Department chair
      3. Unit Business Officer (UBO)
    2. University Controller
    3. Provost Designee
    4. SUNY (when applicable)

Which Type of Fee Do You Want to Assess?

Fee Type
Fee Purpose
University Fee
  • All non-service center fees on campus.
  • Three distinct categories based on level of approval required:
  1. SUNY Board of Trustee Approved
  2. SUNY Chancellor Approved
  3. Campus Approved
State - Service Center Fee        
  • Organizations that provide specific technical or administrative services to support the internal operations of the university.
  • Recovers the cost of its operations through fees charged to users.
RF -Service Center Fee

Fee Process Calendar

July to September

Action Due Date 1,2 Office Responsible
Fee Type
Description
Winter Fee Review July 15th Department University Winter Fees submitted to Financial Management for review
Winter Fee Approval August 15th Financial Management University Winter Fees submitted to Resource Planning for approval
Spring Only Fee review August 15th Department University Spring Fees submitted to Financial Management for review
Winter Fee SUNY Approval September 1st Resource Planning University Winter Fees submitted to SUNY for approval

September to December

Action Due Date 1,2 Office Responsible
Fee Type
Description
Winter Fee SUNY Approval September 1st Resource Planning University Winter Fees submitted to SUNY for approval
Spring Fee Approval September 15th Financial Management University Spring Fees submitted to Resource Planning for approval
Annual Review July - October 15 Department Service Centers Service Centers perform annual break-even analysis, to determine if rates need to be adjusted.
Fall/Spring Academic Review July-October 15 Department University and Service Center (where applicable) Annual update process for departments to submit fee changes for the following Fall/Spring academic year
Spring Fee SUNY Approval October 1st Resource Planning University Spring Fees submitted to SUNY for approval
Fall/Spring Fee Review October 15th Department University and Service Center (where applicable) Fee proposals for the following Fall/Spring academic year submitted to Financial Management for review
Fall/Spring Fee Approval December 31st Financial Management University and Service Center (where applicable) Fall/Spring Fees submitted to Resource Planning for approval

January - March

Action Due Date 1,2 Office Responsible
Fee Type
Description
Fall/Spring Final Fee Approval January-April Resource Planning University and Service Center (where applicable) Fees included in the ARPP three year plan workbook and reviewed during the  ARPP process.
Summer Fee Review February 15th Department University   Summer Fees submitted to Financial Management for review
Summer Fee Approval March 15th Financial Management University   Summer Fees submitted to Resource Planning for approval

April Thru June

Action Due Date 1,2 Office Responsible
Fee Type
Description
Summer Fee SUNY Approval April 1st Resource Planning University Summer Fees submitted to SUNY for approval
Fall Fee SUNY Approval May 1st Resource Planning University   Fall Fees submitted to SUNY for approval
Fall/Spring Fee Approval Notifications May VPFA & Provost University and Service Center (where applicable) Fees receive final approval and notification sent from VP Finance & Administration and Provost.  New Fees are established in HUB.
Fee Invoicing June 3 Student Accounts University New Fees added to the billing process for the next academic year
Fee Invoicing July 1st Department Service Centers (where applicable) First date fees can be assessed for new academic year
Fees Are Effective July 1st 3 Student Accounts University First date fees can be assessed for new academic year

1. If fees need to be advertised before the due dates to Financial Management, the fees will need to be submitted for approval accordingly in advance of these due dates.

2. Summer and winter session fees have due date flexibility if they do NOT need SUNY approval.

3. For SUNY approved fees these dates are estimated and could be delayed based on SUNY's approval.

4. Please note that not all service center fees need to follow these dates and can be developed or updated as time permits.

*Fees containing a MOU, contract, central investment, a new international or domestic program, a new department, or new building may have additional requirements for review.  Please contact your Resource Analyst for guidance.

Download Printable Calendar

Develop and Manage a University Fee

First time creating a university fee?

Please contact a fee expert for an initial consultation to  help you get started.

Best Practices for Managing Fees

  • An annual review of cost vs. fees assessed should be conducted.
  • A new account should be established for each new fee.
  • Utilize the Student eBilling process when applicable for invoicing student-related fees.  For course-related fees indicate ALL courses this fee should be charged to.
  • Utilize the ePay process for collection of other applicable charges.
  • Utilize SIRI to review fee revenue (SIRI/Money/IFR account/IFR Fees).
  • If there is a difference between requested fee rate and total projected fee to recover the cost,  explain the subsidy.

Develop and Manage a Service Center Fee

Service centers provide services that support the internal operations of the university or can provide services to external users. Their main purpose is to recover the costs of its operations through charges to users.

First time creating a service center fee?

Please contact a fee expert for an initial consultation to  help you get started.

Develop a New Service Center Fee

To get started in the development of a new service center fee you can complete the following steps:

  1. Read the Financial Management of Service Centers Policy.
  2. Review the initial questions tab on the Service Center Fee Approval Form.
  3. Reach out to an expert in service center fee development.

Modify an Existing Service Center Fee

To get started in the re-calculation of an existing service center fee you can complete the following steps:

  1. Review any existing service center rate calculations.
  2. Review the Financial Management of Service Centers Policy.
  3. Reach out to an expert in service center fee development.
  4. Review the Service Center Fee Approval Form.

Service Center Fee Refresher

Contact the Cost Accounting Team

Ian Frost picture

Ian Frost

IFR, Revenue Accounting and Treasury Management

Financial Management

Phone: 716-645-0232

Email: ianfrost@buffalo.edu

Carrie Hutchins

Carrie Hutchins

IFR, Revenue Accounting and Treasury Management

Financial Management

Phone: 716-645-2640

Email: chutchin@buffalo.edu

Valerie Dennis

Valerie Dennis

Asset Management and Cost Accounting

Financial Management

Phone: 716-645-2604

Email: vlb5@buffalo.edu

Ashley Butcher Picture

Ashley Butcher

Asset Management and Cost Accounting

Financial Management

Phone: 716-645-1521

Email: ambutche@buffalo.edu

Related Forms, Policies, Training and Links

Webpage Feedback

Didn't Find What You Were Looking For?

(Required)
 
(We'd like to respond to you.)
(Required)