University Fee

University Fee Guidelines

Policy Information

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

Read the Financial Management of University Fees Policy

Fee Process Calendar

July to September
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

September to December
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

January to March
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

April to June
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.

Download the Annual Fee Process Calendar

Forms

Begin the process for developing a University Fee by filling out the fee approval form.

Download the University Fee Approval Form

Account Options

All newly established university fees must be deposited in a separate account or sub account.

Allowable Accounts
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

Create and Maintain State Accounts

Create and Maintain UBF Accounts

Approval Process

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)
Univeristy Controller
Provost Designee
SUNY (when applicable)

Revenue Collection

Acceptable Payments
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 (UB Marketplace)
	Paper Check (State, UBF)
	Credit Card (requires prior approval)

Items of Consideration

Reasonability

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.