INTRODUCTION TO STATE AND INCOME FUND

REIMBURSABLE ACCOUNTS

Overview

Funding Sources Account Characteristics Annual vs. Fiscal Allocation Free and Cash Balances Expenditures and Codes Expense & Revenue Transfers Requesting New Accounts Useful Tools/Tips Contacts

Funding Sources

State Operating Fund – obtains allocation from the State Tax Dollars Tuition

Income Fund Reimbursable (IFR) – self supporting accounts from various revenue sources Salary Recovery Fees, Fines and Rentals Sales of Service and Material Noncredit Continuing Education

Funding Sources

State University Tuition Reimbursement Account (SUTRA)-self supporting program from the following sources

Summer Session Contract Courses Overseas Academic Enrollment Enrollment Overflow

Account Characteristics

The Trial Balance in SIRI will identify if an account is a State Operating, IFR or SUTRA account.

IFR accounts always begin with 90xxxx or 91xxxx.

SUTRA accounts begin with 96xxxx.

NACUBO Code or Functional Classification

The third and forth digit of an account number identifies the NACUBO (National Association of College and University Business Officers) code or functional classification of the account.

Financial Account Management Document NACUBO Codes (Page 6)

Expenditures should be consistent with the accounts’ functional classification rather than just spending from the account with funds available.

Annual vs. Fiscal Allocation

Annual Allocation – permanent dollars allocated to your account that reflect how much is available for expenditures for future years. State Operating Accounts – Annual Allocation from

2011/12 is your starting allocation for 2012/13. Income Fund Reimbursable & SUTRA– Budget

Development Process that may modifies Annual Allocation to match spending needs by reviewing past expenditures.

Fiscal Allocation – temporary dollars allocated to your account for expenditures in the current year.

How do I Move Allocation Between Accounts?

Budget Revision Form Allocation may not be moved between different Funding

Sources State Operating Accounts – Increases must be equal to

Decreases on revision

May not result in negative annual allocation (permanent ongoing budget)

When requesting additional allocation for IFR/SUTRA accounts the revision can be one-sided and does not need to balance

Consider if change should be to both Annual and Fiscal Allocation

What happens to my remaining free balance?

Free Balance Allocation - Encumbrances – Expenditures, the Free Balance refers to

the amount of Allocation that is available for spending after Encumbrances and Expenditures are deducted.

State Operating Accounts: Mid-October - a budget revision is processed moving free balance

remaining in the prior year to the current year.

Results in a temporary (fiscal only) increase in available spending. Dean/VP offices may have process to house surplus in a central administrative account.

IFR/SUTRA Accounts Free Balance does not carry forward since allocations are

established annually, however, budget revisions can be done to increase your allocation provided sufficient cash will be available to support this.

IFR/SUTRA Cash Definitions

Carry Forward represents the unspent cash balance carried forward from the prior fiscal

year. The Final Carry Forward (calculated and distributed in October) takes into consideration any lapse-time expenditures (made between July 1 and September 30, charged to prior fiscal year).

Cash Balance Carry Forward + Net Receipts – Expenditures. Encumbrances are not

included in the cash balance. Additional allocation may be requested if there exists enough cash to back the proposed expenditures.

Uncommitted Cash Balance (Net of Encumbrance) Current Year Cash Balance – Current Year Encumbrance, this amount

represents what the cash balance would be if all current fiscal year encumbrances were expended.

Object of Expenditure Codes (OEC)

Budget OEC Valid codes are identified on Budget Revision

Form Only about 25 valid Budget OEC Codes

Expenditure OEC Based on the commodity 100’s of Expenditure OEC Codes

Object of Expenditures

Major Object Levels (Object Categorizations)

Personal Service Regular (OEC 0000 – 1999) Temporary Service (OEC 2000-2999) Other than Personal Service (OTPS)

Supplies (OEC 3000-3999) Travel (OEC 4000-4999) Contractual Services (OEC 5000-5999) Equipment (OEC 7000-7999) Recharge (New – OEC 9000-9999)

Tools to learn more about an expense?

Scanned images of Interdepartmental Forms (IDI’s) are available on our site

SIRI Procurement Dashboard Allows inquiry by PO Number, Account

Number, contract number and various other fields

Provides more detail such as the creator of the req, check number

What If An Expense Posts to the Wrong Account?

Correct Account is Known Request an expenditure transfer to the correct

account May transfer expenditure between State Operating and

IFR accounts

Interdepartmental Invoice (IDI) Form used to move Other Than Personal Service

(OTPS) expenditures

PSR/Temporary Service Journal Transfer Request Form used to move Personal or Temporary

Service expenditures

What If An Expense Posts to the Wrong Account?

Correct Account is Not Known

Other Than Personal Service (OTPS) Expense OTPS Inquiry

Personal or Temporary Service Expense PSR/Temporary Service Journal Transfer Requ

est

What if I want to transfer Revenue between Accounts?

A Revenue Transfer Request form can be found on our UB Business Website under Forms, Revenue Transfer Form

You may transfer dollars between IFR and SUTRA accounts only

Debits must equal Credits

Request New Account

Consider if additional accounts are needed: What is the purpose of the account? How will it be supported? Will this require approval

of a new fee?

For State Operating Accounts: New/Change Account Request Form

Available on UB Business Website Under Forms

For IFR/SUTRA Accounts: Under IFR 2012-13

Available on UB Business Website Under Forms

Guidelines for Setting up an IFR or SUTRA account

Consider types and amounts of Revenue to Support the account: Salary Recovery, Student Fees, Contract Courses, Service

revenue

Calculate reductions of Revenue: General University Service Fee (GUSF)- 13% assessed against all

eligible revenue Salary Recovery Fee- 20% assessed on Salary Recovery Revenue Fringe Benefits- 51.68% fee charged on PSR and applicable Temp

Service Expenditures

Estimate Expenditures: PSR- Faculty/Staff Payroll Temporary Service- Student Payroll Other than Personal Service (OTPS)- Supplies, Equipment,

Travel, & Contractual Services

Useful Tools/Tips

Routinely Review Account Activity

SIRI SIRI User Guide available on SIRI’s Homepage Classroom SIRI Training

Dates listed on SIRI Welcome screen SIRI Information Tabs –Check for updates regarding data loads and any

potential problems

Review Financial Account Management documents Manuals section of UB Business website

Make sure you are receiving relevant communication Financial Administrators Distribution List IFR Distribution List Controller’s Newsletter

Contacts

Financial Services Directory

Financial Unit Liaisons

Presenter Contact InformationCarrie Hutchins Michelle McCartneyRevenue and IFR Accounting State Acct. Management & Securitychutchin@buffalo.edu mam10@buffalo.edu645-2640 645-2606