Department Event Fee

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A departmental event is a departmentally-sponsored function for which a fee is charged to participants.

Departmental Events Guidelines

Policy Information

The Financial Management of Departmental Events Policy provides guidelines for the financial management of departmental events fees to support:

  • Accurate cost calculations
  • Consistent operational practices to document revenue, costs, and fees
  • Compliance with SUNY and university policies
  • Adequate internal controls

Forms

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

Account Options

All newly established departmental event fees must be deposited in a separate 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

Revenue Collection

Acceptable Payments
Participant Payment Type
Internal Participant Student billing system (HUB)
Campus Cash
Interdepartmental Invoice (IDI)
Purchase Order (eReq)
Revenue Transfer
External Particpant 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 departmental event fee and consider if this is reasonable due to amount of expenditures and revenues that the department 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