 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

 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

State University Tuition Reimbursement Account (SUTRA)-self supporting program from the following sources  Summer Session  Contract Courses  Overseas Academic Enrollment  Enrollment Overflow

 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.

 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 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 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.

 Budget Revision Form 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

 Fre e 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.

 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.

 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

 Major Object Levels (Object Categorizations)  Personal Service Regular (OEC 0000 – 1999)  Temporary Service (OEC )  Other than Personal Service (OTPS)  Supplies (OEC )  Travel (OEC )  Contractual Services (OEC )  Equipment (OEC )  Recharge (New – OEC )

 Scanned images of Interdepartmental Forms (IDI’s) are available on our site  SIRI Procurement Dashboard 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

 Correct Account is Known  Request an expenditure transfer to the correct account  May transfer expenditure between State Operating and IFR accounts  Interdepartmental Invoice (IDI) Interdepartmental Invoice (IDI)  Form used to move Other Than Personal Service (OTPS) expenditures  PSR/Temporary Service Journal Transfer Request PSR/Temporary Service Journal Transfer Request  Form used to move Personal or Temporary Service expenditures

 Correct Account is Not Known  Other Than Personal Service (OTPS) Expense  OTPS Inquiry OTPS Inquiry  Personal or Temporary Service Expense  PSR/Temporary Service Journal Transfer Request PSR/Temporary Service Journal Transfer Request

 A Revenue Transfer Request form can be found on our UB Business Website under Forms, Revenue Transfer Form Revenue Transfer Form  You may transfer dollars between IFR and SUTRA accounts only  Debits must equal Credits

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 New/Change Account Request Form  Available on UB Business Website Under FormsUB Business Website For IFR/SUTRA Accounts:  Under IFR Under IFR  Available on UB Business Website Under FormsUB Business Website

 Routinely Review Account Activity  SIRI  SIRI User Guide available on SIRI’s Homepage SIRI User Guide  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 documentsFinancial Account Management  Manuals section of UB Business websiteUB Business  Make sure you are receiving relevant communication  Financial Administrators Distribution List  IFR Distribution List  Controller’s Newsletter

Financial Services Directory Financial Unit Liaisons Presenter Contact Information Carrie HutchinsMichelle McCartney Revenue and IFR Accounting State Acct. Management & Security