Financial Management of Departmental Events Policy Revised

The University at Buffalo establishes and maintains departmental event rates in accordance with the State University of New York (SUNY) Fees, Rentals, and Other Charges Policy. A departmental event is a department sponsored function (e.g., conference, banquet, retreat, outing, fair) for which a fee is charged to participants.

These general principles govern the development of new rates or changes to existing rates:

• Rates are set based on the full cost of the event for which the fee is charged, including allowable costs
• Rates must recover costs when no other dedicated funds are available for that purpose
• A consultation process with participants is encouraged, when appropriate; the consultation process may use a committee with representation from the impacted group

Updated the policy to:

• Establish departmental event procedures
• Add responsibilities for Unit Business Officers (UBOs) to provide guidance on establishing and reviewing:
  • Departmental event accounts
  • Procedures for billing and collecting revenue
  • Standard operating procedures, segregation of duties, and compensating controls
• Revise the Background section to reference the SUNY Fees, Rentals, and Other Charges Policy
• Clarify the Applicability section to indicate that the policy does not apply to events that provide accredited credentials and certain alumni engagement events
• Add a definition for Non-Credit Bearing Professional Development Program

This policy applies to all departmental event rates administered through State, Research Foundation (RF), and UBF accounts.

This policy does not apply to:

• Non-credit bearing professional development programs
  • A Non-Credit Bearing Professional Development Program Fee is required; for guidance refer to the Non-Credit Bearing Professional Development Program Fee
• Alumni engagement events may be exempt from this policy if they meet certain criteria. There are three classifications of alumni activities:
  • School and unit-based activities:  these are events housed in the individual school operating budgets managed solely under the discretion of the school. These events are not exempt from this policy. Schools and units may obtain policy exemption for events in which alumni are the primary audience by completing the Office of Alumni Engagement (OAE) OAE Exemption Request form.
  • School-focused activities: the OAE in University Advancement manages and oversees a number of school-focused events and activities which are exempt from this policy. While funding and management of the event may be solely or partially managed by OAE, policy exemption occurs with OAE approval.
  • Alumni Association activities: the UB Alumni Association (UBAA) may also manage and oversee events. These events are exempt from this policy if they are managed directly by the UBAA and Alumni Association officers.

For guidance and questions related to this policy, contact Financial Management at 716-645-2640 or ubs-fees@buffalo.edu.