The Business Affairs Office work closely with the entire campus to develop, implement, monitor and maintain the College’s annual operating budget. As a part of the annual budget process, each department is asked to do an assessment of its needs and request the funds necessary to meet those needs. The goal of the budget process is to distribute campus resources in a manner most consistent with the College’s strategic plan.
Budget Request Process
In early spring the Business Affairs Office sends out a budget call letter to all departments requesting that work begin on developing a budget for the next fiscal year beginning July 1. Included with the letter are several exhibits to assist the departments in this task.
All department budget requests are first approved and prioritized by the appropriate Dean or Director. The Business Affairs Office works closely with the Vice Presidents and President to develop the final budget.
Budget changes requested by the departments during the fiscal year are reviewed and acted upon accordingly. A year-to-date review is done as of December 31st by the Business Affairs’ Office personnel. The departments are notified of any changes to their budgets as a result of this review.
The Business Office will work with each department throughout the year to ensure that resources and expenditures are occurring in general conformity with the budget plan. It is imperative that only authorized personnel be given the ability to spend or encumber account funds. A Record of Authorized Signatures form must be completed to add authorized personnel to an account. All budget holders are encouraged to routinely monitor departmental expenses in the SMRT accounting system. Monitoring budgets closely will allow departments to see if they are overspending or if there is an error that needs to be corrected. Additional SMRT training can be requested by contacting the Business Office.
Expenditure Transfer Requests
Occasionally it is necessary to request an expenditure transfer to address an account that has been overspent or to correct an expenditure that has been charged to the wrong account. Please complete a Journal Transfer Request Form and forward the signed form to the Business Affairs Office. The budget holder for the department where the funds are coming from must sign the request.
- Glossary of Terms
- Dormitory Income Fund Reimbursable (DIFR) – A self-supporting fund used to capture revenue and expenses associated with the campus dormitories. Revenue for this fund is generated by student housing fees and charges. This fund is appropriated in the Special Revenue Funds portion of the State Budget.
- General Income Fund Reimbursable (General IFR) – Self-supporting program funds which receive their revenue from services provided by the campus that are outside the core operating budget. Examples include conferences, trainings, and day care services.
- SUNY Tuition Reimbursable Account (SUTRA) – An account which captures tuition revenue collected from summer session, contract courses, overseas academic programs and excess tuition revenue from the core instructional budget. This is appropriated in the Special Revenue Funds portion of the State budget.
- Personal Service Regular (PSR) – Permanent faculty and staff salaries.
- Other Than Personal Service (OTPS) – Other operating expenses including supplies, equipment, utilities, and contracted services.
- Temporary Service (TS) – Temporary faculty and staff.
- FTE-Full Time Equivalent (faculty/staff) – A human resources measurement equal to one staff person working full-time for one year.
- Annual Average Full Time Equivalent (AAFTE) (student) – Unit of measurement equal to the number of full-time equivalent students during an academic year.