1. FINANCIAL FORMS How do I complete that? Presenter: Carrie Hutchins

2. Where are the Financial Forms located? All Financial Services forms can be found at our UBBusiness website at: www.ubbusiness.buffalo.edu www.ubbusiness.buffalo.edu Follow: Quick Links Forms Select a Department: Financial Services Choose from a list of available forms x

3. Program Identification and Description form When do I use the Program Identification and Description form ? When you are establishing a new IFR account or changing the purpose of an existing IFR program. What information is needed to complete this form? All applicable fields must be completed for the Program Identification portion. For the IFR account number of a new program, indicate "NEW" or "TBA"; Financial Services will assign an account number and notify the department, the related State Account number should be the State account number most closely associated with the activity of the IFR program. For the Program Description the purpose should concisely describe the goals and objectives of the program, source(s) of revenue and anticipated expenditures. What signatures are necessary? Must include signatory of the appropriate individual(s) as determined by the guidelines within your administrative or academic area Where do I send the completed form? Form with original signatures should be sent to Financial Services, 418 Crofts Hall Who do I contact with questions? The Unit Liaison for your area: Elizabeth Harmon eaharmon@buffalo.edu 645-2641

5. Request for University Fee Approval form When do I use the Request for University Fee Approval form? This represents all non-service center fees on campus. There are three distinct University fee categories. SUNY Board of Trustee approved fees - University wide fees paid by students as a condition of attendance. Examples include comprehensive fee, admission deposits, etc. Please note changes to comprehensive fee rates requires student consultation. SUNY Chancellor approved fees - Mandatory student fees with set amounts assessed by all campuses due to a student's action or inaction, campus specific fees assessed for special services or campus specific user fees. Examples include undergraduate application fees, music instrument rental, library fees and fines, etc. Campus Approved fees - Customer fees for services. Examples include non-credit bearing course fees, residence hall charges, etc. What information is needed to complete this form? All applicable fields must be completed. University Fee Cost Calculation (or provide similar costing analysis) and Student Account-e- bill tab (if applicable) must all be completed. What signatures are necessary? Departmental Contact and Dean Where do I send the completed form? Academic units should send form to: Academic Planning and Budget, Laura Barnum, 549 Capen Hall Non-academic units should send form to: Financial Services, Betsy Harmon, 418 Crofts Hall Who do I contact with questions? The Unit Liaison for your area: Elizabeth Harmon eaharmon@buffalo.edu 645-2641

6. New Fee or Change to Existing Fee Approval Process  Complete Fee Approval Form If new IFR account will be established  Complete Program Id and Description  Complete Summary of Estimated Revenue and Expenditure Academic Unit Non- Academic Unit Send form to APB for Provost approval Send forms to Financial Services approval Fee submitted to SUNY for approval Fee submitted to Controller for approval  Campus department notified of approval  New accounts created  Billing process action items considered

7. Use Cost Calculation Tab Use E-bill Tab

8. New Rate 13%

9. Revenue Transfer Request form When do I use the Revenue Transfer Request form? The form should be used to move Revenue between IFR or SUTRA accounts. What information is needed to complete this form? All applicable fields must be completed. All requests must include a description, debit/credit account information and source code if applicable. What signatures are necessary? Must include signatory for both the debit and credit account numbers. Where do I send the completed form? Form with original signatures should be sent to Financial Services, 418 Crofts Hall Who do I contact with questions? The Unit Liaison for your area: Erin Govern erinhunt@buffalo.edu 645-2643

11. Cash Receipt Transmittal Form When do I use the Cash Receipt Transmittal Form slip? This is used for deposits of Cash/Checks & processed Credit Cards to IFR or local G/L accounts. What information is needed to complete this form? All applicable fields must be completed. All requests must include a the full account string of the deposit and all contact information, departmental copy should be kept before mailing. What signatures are necessary? No signature is required but all contact information should be filled in. Where do I send the completed form? SARFS, 232 Capen Hall or 122 Porter Hall Who do I contact with questions? The Unit Liaison for your area: Sean Gardner spg1@buffalo.edu 645-2621

13. Reimbursement/Advance/Payment Form When do I use the Reimbursement/Advance/Payment (RAP) form? This form is used for State and RF Personal/Petty Cash Reimbursements, RF Advances, and Payments to Individuals (When using State Funds, this replaces the Petty Cash and standard State Voucher form.) What information is needed to complete this form? All applicable fields must be completed. The correct boxes need to be checked for proper identification of paperwork. A description of materials purchased, along with proper justification or the direct relationship to a research project is required. Reimbursements for employees using State or Research funds requires original receipt, payments over $250 require home address and person or Social Security number for payment. What signatures are necessary? All contact information should be filled in, the payee must sign the Payee Certification box, and an Authorized Signature is also needed Where do I send the completed form? State Reimbursement- Financial Services, 418 Crofts Hall RF Reimbursement- Sponsored Project Services, 402 Crofts Hall Who do I contact with questions? The Unit Liaison for your area: StateNon-Sponsored Group Shawn DiehlBarbara Broecker smdiehl@buffalo.edusmdiehl@buffalo.edu bfb2@buffalo.edubfb2@buffalo.edu 645-2648645-2651

15. Interdepartmental Invoice (IDI) When do I use the Interdepartmental Invoice form? The form should be used to move OTPS expenditures to a different account. Can be used to move expenses between State accounts or to charge an RF account and credit a State account What information is needed to complete this form? All applicable fields must be completed. All requests must include a description, charge/credit account information. Can be used to move expenses between State accounts or to charge an RF account and credit a State account. For IDI’s involved Campus Dining Shops payments, there is a new section on the form that covers Food and Beverage guidelines that must be completed. What signatures are necessary? Must include signatory for both the charge and credit account numbers. Where do I send the completed form? Form with original signatures should be sent to 418 Crofts Hall Who do I contact with questions? The Unit Liaison for your area: Nancy KreppenneckMichelle McCartney Barbara Broecker nak@buffalo.edunak@buffalo.edu mam10@buffalo.edubfb2@buffalo.edumam10@buffalo.edubfb2@buffalo.edu 645-2661645-2606 645-2651

17. Budget Revisions When do I use the Budget Revision form? Budget Revision form should be used to move allocation and/or FTE. What information is needed to complete this form? Fields on the form with an asterisk are required fields. Allocation cannot be transferred between different funding sources General rule:  State Operating accounts - allocation changes must be balanced (increases must equal decreases)  IFR Accounts can be unbalanced/one-sided What signatures are necessary? VP/Dean’s Office for your area must sign revisions. Where do I send the completed form? Financial Services, 418 Crofts Hall Who do I contact with questions? The Unit Liaison for your area: Debbie Schmigiel Tricia Canty ds84@buffalo.eduds84@buffalo.edu tscanty@buffalo.edutscanty@buffalo.edu645-2635

19. PSR/Temporary Service Journal Transfer When do I use the PSR/Temporary Service Journal Transfer Request form? The form should be used to move PSR or Temporary Service expenditures to a different account or to advise Financial Services of expenses you believe may have posted in error to your account What information is needed to complete this form? Fields on the form with an asterisk are required fields. Note that for moves to a different account, line and transaction detail is requested that the expenditure detail is maintained. What signatures are necessary? This is an online submission so your electronic submission serves as signatory. Where do I send the completed form? Financial Services, 418 Crofts Hall Who do I contact with questions? The Unit Liaison for your area: Debbie Schmigiel Tricia Canty Ds84@buffalo.edutscanty@buffalo.edu 645-2635645-2639

21. New/Change State Operating Account Request Form New/Change State Operating Account Request Form When do I use the New/Change State Operating Account Request form? The form should be used to request a new account or make changes to an existing account. What information is needed to complete this form? All fields should be completed for new account requests. For changes such as an entity change, only the changed fields need to be completed on this form. What signatures are necessary? Although a signature is not required, must include contact information for the individual making the request. Where do I send the completed form? Financial Services, 418 Crofts Hall Who do I contact with questions? The Unit Liaison for your area: Debbie Schmigiel Tricia Canty Ds84@buffalo.edu tscanty@buffalo.edu645-2635

23. Quick Reference Contact Guide Revenue & IFR Group Budget Group Carrie Hutchins chutchin@buffalo.edu 645-2640 Michelle McCartney mam10@buffalo.edu 645-2606chutchin@buffalo.edumam10@buffalo.edu Assistant Director, Revenue & IFR Accounting Assistant Director, Cash Management & Funds Analysis Elizabeth Harmon eaharmon@buffalo.edu 645-2641 Debbie Schmigiel ds84@buffalo.edu 645-2635 &eaharmon@buffalo.eduds84@buffalo.edu -Program Identification and Description Form Tricia Canty tscanty@buffalo.edu 645-2639tscanty@buffalo.edu -Request for University Fee approval -Budget Revisions -PS/Temp Service Journal Transfers Erin Govern erinhunt@buffalo.edu 645-2601 -New/Account State Operating Account Requesterinhunt@buffalo.edu -Revenue Transfer Request Form Nancy Kreppenneck nak@buffalo.edu 645-2661nak@buffalo.edu Sean Gardner spg1@buffalo.edu 645-2621 -Interdepartmental Invoice (IDI)spg1@buffalo.edu -Cash Receipt Transmittal Form Shawn Diehl smdiehl@buffalo.edu 645-2648Non-Sponsored Groupsmdiehl@buffalo.edu -Reimbursement/Advance/Payment Form (RAP)Barbara Broecker bfb2@buffalo.edu 645-2651bfb2@buffalo.edu -Reimbursement/Advance/Payment Form (RAP) -Interdepartmental Invoice (IDI)

24. QUESTIONS??