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Department Events
A departmental event is a departmentally-sponsored function for which a fee is charged to participants.
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Policy
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.
Procedures
All newly established departmental event fees must be deposited in a separate 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:
- Department Contact
- Department Head or Chair
- Unit Business Officer (UBO)
- Univeristy Controller
| 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) |
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.
Related Forms
Contact an Expert
Ashley Butcher
Cost Accounting and Financial Reporting
Financial Management
Phone: 716-645-1521
Email: ambutche@buffalo.edu
Carrie Hutchins
IFR, Revenue Accounting and Treasury Management
Financial Management
Phone: 716-645-2640
Email: chutchin@buffalo.edu
Sean Wong
Cost Accounting and Financial Reporting
Financial Management
Phone: 716-645-2658
Email: seanyunc@buffalo.edu