University Fee

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A university fee is predominately paid by students and is classified as either a SUNY authorized fee or a campus authorized 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

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.

Forms

Begin the process for developing a University Fee by filling out the 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

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:

  1. Department Contact
  2. Department Head or Chair
  3. Unit Business Officer (UBO)
  4. Univeristy Controller
  5. Provost Designee
  6. 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 (ePayUBF Checkout, eStore)
Paper Check (StateUBF)
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.

Safeguarding Cash and Cash Equivalents

University departments that collect cash and cash equivalents are responsible for implementing strong internal controls.

Contact an Expert

Cost Accounting Team

Ashley Butcher Picture.

Ashley Butcher

Cost Accounting

Financial Management

Phone: 716-645-1521

Email: ambutche@buffalo.edu

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