A university fee is predominately paid by students and is classified as either a SUNY authorized fee or a campus authorized fee.
The Financial Management of University Fees Policy provides guidelines for the financial management of university fees to support:
Action | Due Date 1,2 | Office Responsible | Fee Type | Description |
---|---|---|---|---|
Winter Fee Review | July 15 | Department | University | Winter Fees submitted to Financial Management for review |
Winter Fee Approval | August 15 | Financial Management | University | Winter Fees submitted to Resource Planning for approval |
Spring Only Fee review | August 15 | Department | University | Spring Fees submitted to Financial Management for review |
Action | Due Date 1,2 | Office Responsible | Fee Type | Description |
---|---|---|---|---|
Winter Fee SUNY Approval | September 1 | VPFA | University | Winter Fees submitted to SUNY for approval |
Spring Fee Approval | September 15 | Financial Management | University | Spring Fees submitted to Resource Planning for approval |
Fall and Spring Academic Review | July- December 15 | Department | University | Annual update process for departments to submit fee changes for the following Fall/Spring academic year |
Spring Fee SUNY Approval | October 1 | VPFA | University | Spring Fees submitted to SUNY for approval |
Fall and Spring Fee Review | December 15 | Department | University | Fee proposals for the following Fall and Spring academic year submitted to Financial Management for review |
Action | Due Date 1,2 | Office Responsible | Fee Type | Description |
---|---|---|---|---|
Fall and Spring Final Fee Approval | January-April | Resource Planning | University | Fees included in the ARPP three year plan workbook and reviewed during the ARPP process. |
Summer Fee Review | February 15 | Department | University | Summer Fees submitted to Financial Management for review |
Summer Fee Approval | March 15 | Financial Management | University | Summer Fees submitted to Resource Planning for approval |
Action | Due Date 1,2 | Office Responsible | Fee Type | Description |
---|---|---|---|---|
Summer Fee SUNY Approval | April 1 | VPFA | University | Summer Fees submitted to SUNY for approval |
Fall Fee SUNY Approval | May 1 | VPFA | University | Fall Fees submitted to SUNY for approval |
Fall and Spring Fee Approval Notifications | June | VPFA & Provost | University | Fees receive final approval and notification sent from VP Finance & Administration and Provost |
Fee Invoicing | June 3 | Student Accounts | University | New Fees added to the billing process for the next academic year |
Fees Are Effective | July 13 | 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 and are NOT course related fees.
3. For SUNY approved fees these dates are estimated and could be delayed based on SUNY's approval.
*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.
Begin the process for developing a University Fee by filling out the fee approval form.
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:
Participant | Payment Type |
---|---|
Internal Participant | Student billing system (HUB) |
Campus Cash | |
Interdepartmental Invoice (IDI) | |
Purchase Order (eReq) | |
Revenue Transfer | |
External Participant | Wire Transfer (ACH) |
Electronic Payment (ePay, UBF Checkout, eStore) | |
Paper Check (State, UBF) | |
Credit Card (requires prior approval) |
Consider the time involved in the development and review of the educational 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.
University departments that collect cash and cash equivalents are responsible for implementing strong internal controls.
Ian Frost
IFR, Revenue Accounting and Treasury Management
Financial Management
Phone: 716-645-0232
Email: ianfrost@buffalo.edu
Carrie Hutchins
IFR, Revenue Accounting and Treasury Management
Financial Management
Phone: 716-645-2640
Email: chutchin@buffalo.edu