2.  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

3.  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

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

5.  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.

6.  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.

7.  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.

8.  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

9.  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.

10.  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.

11.  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

12.  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)

13.  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

14.  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

15.  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

16.  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

17. 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 2012-13 Under IFR 2012-13  Available on UB Business Website Under FormsUB Business Website

19.  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

20. Financial Services Directory Financial Unit Liaisons Presenter Contact Information Carrie HutchinsMichelle McCartney Revenue and IFR Accounting State Acct. Management & Security chutchin@buffalo.edumam10@buffalo.edu 645-2640645-2606