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Find clear answers to common questions about financial management.
A line number and title code are required if you are adjusting allocation at the line level. Note that if the individual received a promotion, the line may have more than one title code associated with it.
Yes, both annually and fiscally. IFR and SUTRA accounts may be unbalanced and require Financial Management approval for processing.
Annual allocation on a budget revision means this is a permanent move that you want to continue in subsequent years.
This is a temporary move and this should only apply to the current year.
Yes, the Budget Revision Template can be completed and forwarded to UB-StateAccounting@buffalo.edu for processing.
Budget revision activity loads nightly from eBudget so that any budget revisions approved or in process will be reflected in SIRI the following day. Revisions routed for approval will be displayed in your account as un-applied budget revisions in SIRI. Departmental approved Income Fund Reimbursable (IFR) revisions that are unbalanced (net increase or decrease) are routed to IFR staff for a final approval before they will be reflected as an applied budget revision in SIRI.
No, there are hundreds of objects that may be used for expenditures but budgeting is done at a higher, more summarized level. Budgets may be established at any of the following object levels as well as at the line level for units that do line item budgeting.
No, but this field is a good tracking tool for your department.
Yes, this is a required field to ensure allocation is adjusted appropriately. For lines, this field will populate automatically once the line and title code have been entered.
There are detailed instructions for completing the cash transmittal form.
In order to find out what a cash deposit is you can look up the source code for the deposit. If you have further questions regarding a deposit you can contact an expert.
Up to a total of eight accounts can be used when transferring OTPS.
This field will be the field that shows up in the transaction description area of SIRI so you should either use your own internal department numbering system or something descriptive enough so that you can reconcile easier.
Original signatures are required on both sides of the transaction. If you prepared numerous IDI’s between accounts within your department, please contact an expert and we will try and accommodate your request.
No, but please fill out as much as possible
No, only an expenditure that has been posted can be transferred.
If you do not have access to a line number you can also use a person number.
NEVER use a social security number.
Yes, we will notify you when the transfer is completed and the document number and entry date will be filled in on the form.
For tracking purposes, when you do lump sum transfers you lose the detail behind the transactions.
No, once a fiscal year has been closed the business system will not allow changes.
Different rates may only be billed to external non-university users. All internal university users must be charged the same rates.
Please note that federal guidelines do not allow grants and contracts to be charged a higher rate than any other internal or external users.
Equipment cannot be entirely included as a cost in the year purchased when calculating service center billing rates. However, the cost of equipment can be included in the rate as depreciation, using the straight-line method. Please note that equipment purchased by federally sponsored programs cannot be included in billing rates.
If the transfer involves funds that have accumulated because of a surplus to an internal rate, an adjustment to user charges to compensate for the surpluses is necessary. Transfers of funds that have accumulated due to external charges are allowable.
All rate calculations must go through the fee approval process and the appropriate signatures must be obtained. Learn more about managing and developing service center fees.
According to federal guidelines, original service center records such as actual costs, units of service provided, billings, collections and annual surpluses/deficits, must be retained for three years from the end of the fiscal year covered by the calculations. For example, if a billing rate computation covers a period anytime included in the university fiscal year ending June 30, 2008, then the records supporting the computation must be retained until June 30, 2011.
Service centers are required to review their rates no less than biennially and to submit documentation of that review to Financial Management. However, a best practice is to review actual costs and rates at least annually, based on the university's fiscal year.
They come from the federal requirements set forth in Circular A-21, Principles for Determining Costs Applicable to Grants, Contracts, and Other Agreements with Educational Institutions. This circular is issued by the Office of Management and Budget (OMB) and is referenced many times in the university’s service center policy. Read the Financial Management of Service Centers Policy.
No, not all university fees require campus approval. Non-mandatory, non-credit bearing course or program fees require campus only approval.
Yes, establishing a unique account or sub-account will allow for greater analysis of fee revenue generated and matching costs funded by this revenue stream.
Yes, revenue generated from fees is assessed GUSF on a monthly basis.
Financial Management will continue to collaborate with units on fee preparation throughout the fiscal year. Units should however familiarize themselves with the Fee Calendar for applicable deadline.
Yes, consultation process is limited to fees assessed to students. Consultation is not required for service center fees or fees assessed to non-students.
The Income Fund Reimbursable (IFR) funds are the funding source used to track university fees. From time to time, however, unique circumstances require the utilization of UB Foundation (UBF) dollars. In those unique circumstances SUNY policy allows for University Fees to be deposited at UBF. Expenses associated with fee dollars generated must also take place in the Foundation to achieve proper matching of revenues and expenses.
Initially, you will receive payment information a few months prior to your graduation date which will include coupons through January of the following year. Subsequent payment coupons are mailed annually in early January. This mailing will include coupons for February through January. Annual statements for each note will also be mailed at this time. If your graduation date has changed, or if you do not receive this information, please contact Diane Walton at (716) 645-2603 or e-mail dwalton@buffalo.edu.
An institutional loan can be paid by the following methods:
Automatic debits are not accepted at this time.
You may make all Institutional Loan payments with one check or one on-line transaction. If paying by check, you must include all payment coupons to ensure your payment is properly credited to each note. If making a payment on-line, your payment will be applied to each of your outstanding notes based on your current repayment terms unless you contact Diane Walton within 24 hours of your confirmed transactions. Please email at dwalton@buffalo.edu with your payment instructions.
Payments should be mailed to:
University at Buffalo Foundation Inc.
Institutional Loan Fund
Box 900
Buffalo, New York 14226-0900
Failure to make timely payment may affect your credit rating. If you are aware that you will be unable to make timely payments, you may be eligible for a deferment. Information and forms are available regarding deferments below.
If your account is 30 or more days past due, a check-stop will be placed on your account. This check-stop will terminate all university services including your ability to:
Your account may be referred to the Attorney General's Office or a collection agency. If your account has be sent to the Attorney General's Office, you must direct all questions to their office at (518) 474-1717.
There are two payment options to immediately have a "G" check-stop removed from your account:
Once our office is notified we will verify that this will bring the account current and remove the "G" check-stop.
This does not apply if your account is at the Attorney General’s Office.
All questions regarding your account must be directed to the Attorney General's Office. You may contact the Attorney General's Office at (518) 474-1717
For this information, please contact Diane Walton at (716) 645-2603 or send e-mail to dwalton@buffalo.edu
No, only those who process and handle customer payment card information are required to take the yearly PCI data security course. However, if you are interested in taking the course anyone is welcome to participate.
If you electronically store card holder data post authorization or if your processing systems have any Internet connectivity, a quarterly scan by a PCI SSC Approved Scanning Vendor (ASV) is required.
Yes. Merely using a third-party company does not exclude a company from PCI compliance. It may cut down on their risk exposure and consequently reduce the effort to validate compliance. However, it does not mean they can ignore PCI.
The payment brands may, at their discretion, fine an acquiring bank $5,000 to $100,000 per month for PCI compliance violations. The banks will most likely pass this fine on downstream until it eventually hits the merchant. Furthermore, the bank will also most likely either terminate your relationship or increase transaction fees.
Card holder data is any personally identifiable data associated with a card holder. This could be an account number, expiration date, name, address, social security number, etc.. All personally identifiable information associated with the card holder that is stored, processed, or transmitted is also considered card holder data.
PCI applies to all organizations (departments) or merchants, regardless of size or number of transactions, that accept, transmit or store any card holder data. Said another way, if any customer of that organization ever pays the merchant directly using a credit card or debit card, then the PCI DSS requirements apply.
Get reimbursed for out-of-pocket expenses by completing a Reimbursement/Advance/Payment Form, better known as the RAP Form. Depending on the funding source there are different requirements.
You should receive your reimbursement in 2-4 weeks from the time of submission.
Yes, you need to provide an itemized receipt when requesting reimbursement.
Only if the supplier would not accept the tax-exempt certificate.
No, you cannot be reimbursed for alcohol.
Yes
Yes, a short description up to 20 characters is available to you.
Revenue transfers can be completed on state Income Fund Reimbursable (IFR) and SUNY Tuition Reimbursable (SUTRA) Accounts.
In order to see any UBF accounts in SIRI, you must have access to the money dashboard and you must be given access to each account for your UBITName. You can do that by following the Request Access link.
Account access will take 1 business day to show up in SIRI from the time it was actually entered into the system. This is in addition to the amount of time it takes for the request to be answered.
At the very bottom of reports, there are links to print the report or save it in your preferred format.
Yes. Payments greater than $150 will be sent for collection. Please note that it can take 4 to 6 weeks to collect the funds, and that funds will not be deposited until collected.
Due to increasing collection fees, it is recommended that payments from foreign countries are made with a credit card, or ask to have the funds wired to the bank.
Acceptable foreign checks for deposit must be drawn on a U.S. bank and have banking routing and accounts numbers along bottom portion of check. This type of check can be for any amount.
Deposits can be received via campus mail, U.S. mail or hand delivery to our offices. We require any cash to be hand delivered. The UBF office is open Monday through Friday 8:00 a.m. to 4:30 p.m. and closed on university holidays.
UB Foundation
Center for Tomorrow
North Campus
UB Foundation
P.O. Box 900
Buffalo, NY 14226-0900
Payments cannot be made from accounts with insufficient funds.
Contact the vendor and provide them a sales tax exemption form. You may also request on the disbursement request, when it is being submitted for payment, to have UBF send a copy of the sales tax exemption form along with the payment. The amount authorized on the disbursement request should not include the amount for the NY state sales tax.
On average, after UBF receives the expenditure request, it takes approximately one week to process the request. Additional processing time is required if the expenditure amount is $50,000 or more.
As a general rule, UBF cannot reimburse for personal expenses or political contributions.
Yes.