University Fee (Campus or SUNY)

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

Policy

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

Procedures

University SUNY Approved Fees: Fall, Spring Academic Year
Action	Due Date	Office Responsible	Fee Type
Fall, Spring Fee Review	December 15th	Department	Fee proposals for the following Fall, Spring academic year submitted to Financial Management for review
Fall, Spring Fee Calculation	January-April	Financial Management	Financial Management works with department requesting new or modified fees for fee development
Fall, Spring Fee Campus Approval	January-April	Financial Management	Financial Management sends agreed upon fee to FMAVP, Dept. Chair, UBO, Controller and Vice Provost for review and approval
Fall, Spring Fee SUNY Approval	May 1st	Financial Management	Financial Management submits all student related fees to SUNY for approval

University SUNY Approved Fees: Winter Semester
Action	Due Date	Office Responsible	Description
Winter Fee Review	July 15th	Department	Fee proposals for the Winter Semester are submitted to Financial Management for review
Winter Fee Calculation	August	Financial Management	Financial Management works with Department requesting new or modified fees for fee development
Winter Fee Campus Approval	August	Financial Management	Financial Management sends agreed upon fee to FMAVP, Dept. Chair, UBO, Controller and Vice Provost for review and approval
Winter Fee SUNY Approval	September 1st	Financial Management	Financial Management submits all student related fees to SUNY for approval

University SUNY Approved Fees: Spring Semester
Action	Due Date	Office Responsible	Description
Spring Fee Review	August 15th	Department	Fee proposals for the spring semester are submitted to Financial Management for review
Spring Fee Calculation	September	Financial Management	Financial Management works with Department requesting new or modified fees for fee development
Spring Fee Campus Approval	September	Financial Management	Financial Management sends agreed upon fee to FM, Dept. Chair, UBO, Controller and Vice Provost for review and approval
Spring Fee SUNY Approval	October 1st	Financial Management	Financial Management submits all student related fees to SUNY for approval

University SUNY Approved Fees: Summer Semester
Action	Due Date	Office Responsible	Description
Summer Fee Review	February 15th	Department	Fee proposals for the Summer Semester are submitted to Financial Management for review
Summer Fee Calculation	March	Financial Management	Financial Management works with Department requesting new or modified fees for fee development
Summer Fee Campus Approval	March	Financial Management	Financial Management sends agreed upon fee to FM, Dept. Chair, UBO, Controller and Vice Provost for review and approval
Summer Fee SUNY Approval	April 1st	Financial Management	Financial Management submits all student related fees to SUNY for approval

Dates for SUNY approved fees are estimated and could be delayed based on SUNY's approval.

Download the Annual Fee Process Calendar

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

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)

To get started, submit the University Fee Approval form.

University Fee Approval form

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)

Reasonability

Consider the time involved in the development and review of the non-credit bearing professional development 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.