June 2022�SUBOA Year-end��IPEDS, URAS, and Cash/Revenue Reporting

Presenters:�Peggy O’Day�Katie Vitello�Stephanie Cronin�Christine Oliver

IPEDS and URAS

IPEDS Finance Survey

• Federal mandated report

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• Data included in IPEDS is required to be based on the University’s June 30th audited financial statements

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• The Research Foundation and Construction Fund activity is included in IPEDS

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• SUNY is required to implement GASB Statement No. 87 Leases for June 30, 2022 so this will be new information reported in the campus IPEDS report

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• As an example, GASB 87 now requires us to put all operating leases (e.g., L contracts for space rentals) as a Lease capital asset and a lease liability on our balance sheet. Payments for the lease rents will not be reflected as expenses in IPEDS but will now be a reduction in the lease liability. The Lease capital asset will be amortized over the life of the contract and will be reflected as amortization expense.

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IPEDS / Financial Statements /URAS

• IPEDS / financial statements uses accrual basis of accounting (e.g., billed revenue) and revenue categories are prescribed by the Governmental Accounting Standards Board (GASB)

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• The Uniform Revenue Accounting System (URAS) was established to create uniformity in the accounting for revenues.

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• Each campus has its own student receivable / revenue systems (e.g., Banner, Peoplesoft) that currently are not integrated with the University financial management system (FMS). The URAS Module interface was created to allow the collection of campus trial balance activity so that the University can produce audited financial statements / IPEDS

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Question - Why is there a necessity for both cash and accrual basis accounting in URAS?

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• The cash basis (collections) reported in URAS assists in making sure that the amounts collected agree to what was transmitted and reported in the SUNY and State’s FMS (note: the URAS Collection accounts correspond to specific revenue classes that are required to be used on the revenue journal)

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IPEDS / Financial Statements – Revenues

• Tuition and fees and auxiliary enterprise (e.g., room rent, food service, etc.) revenues are reported net of scholarship allowances

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• GASB requires scholarships used to satisfy tuition and fees, (including residence hall, food service, etc.), to be reported as an allowance (offset) to the respective revenue classification up to the amount of the student charges. The amount reported as a scholarship expense represents amounts provided to the student in excess of campus charges

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• Note: SUNY uses the NACUBO Advisory Report 2000-05 algorithm to estimate what amounts should be reported as scholarship allowances versus student aid expense. Note there is no overall impact on net position.

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IPEDS / Financial Statements - Revenues�

• State Appropriation Revenue Includes both

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• Direct state support
• State Support transferred revenue (State tax dollar portion of the campus financial plan). Also includes U-wide programs allocated to campus
• Local assistance (member items)
• Banking services fund activity

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• Indirect state support
• Fringe benefits the State pays on SUNY’s behalf (personal and temporary service expenditures times the State fringe benefit rate)
• Educational facility debt service payment the State pays on SUNY’s behalf
• Litigation

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IPEDS / Financial Statement Expenses

• Expenses are required to be reported by functional classification (e.g., instruction, academic and institutional support) in accordance with NACUBO Guidelines

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• The functional classification is designated on the chart of accounts and is initially determined when the account is set up

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• It is very important for financial reporting purposes that accounts are designated with the proper functional classification and that the expenditures charged to the account are for the designated purpose of the account

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• Expenses are also reported by natural classification (e.g., personal service, supplies, contractual services, etc.). It is important that the proper SUNY sub object code is used when paying expenses. These sub object codes are tied to SFS account codes and if the proper code is not used the vouchers will get rejected

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• Expenses reported are for the period July 1, 2021 – August 31, 2022 that have a liability date prior to June 30, 2022 (these can be funded from any budget appropriation year). It is very important to use proper liability date especially during the July and August accrual period

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Thank you!

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Questions?

Allocation vs. Cash

Allocation vs. Cash

(with thanks to SUNY Plattsburgh’s Financial Services website)

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What is allocation?

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Allocation is the authority to spend up the amount indicated and for the purpose stated. Allocation is your budget and does not roll forward from one fiscal year to the next. Allocation is initially requested via the FORM1 process.

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What is cash?

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Cash is the balance contained within the fund or IFR account that has accumulated over the years as a result of receipts exceeding disbursements. Cash does roll forward from one fiscal year to the next.

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It is the allocation balance in your account which allows you to expend funds, not the cash balance. Your account may have plenty of cash, yet purchasing is unable to process an order, due to insufficient available allocation. When purchasing processes a purchase order, contract or requisition, they make an encumbrance against your account’s allocation, not your cash.

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Ultimately, you need your allocation to spend your cash, and you need your cash to get your allocation!

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Allocation vs. Cash

When does a voucher post to the balances in BI?

Date Notes

4/13/22 (Wed) Voucher created on FMS and transmitted to SFS

4/14/22 (Thu) Pending expenditure and pending encumbrance liquidation post to BI on Account Summary, Transaction Inquiry>Pending Transactions, and Cash by Account>Expenditures

4/18/22 (Mon) Expenditure and encumbrance liquidation are visible in Account Summary and Transaction Inquiry>Transactions (2 business day lag from BI Posted Date)

5/9/22 (Mon) Voucher disbursed (check issued to payee) on SFS

5/11/22 (Wed) Disbursement is included in cash balance of General IFR fund and account 910586 on BI Cash Reporting dashboard (2 business day lag from BI Posted Date). Disbursement transaction is visible in BI. Expenditure is liquidated on Cash by Account.

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Note: at any given time, the Expenditure amounts on Cash by Account (highlighted below) represent amounts that have been expended but not yet disbursed.

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Cash by Account vs. Cash by Fund

Cash by Account vs Cash by Fund

• Funds for which a cash balance is maintained at the overall fund level:

Revenue Offset*

Dormitory Operations*

Hospital Operations*

Long Island Veterans’ Home

Collection Funds

Res Hall Rehab and Repair Project

Res Hall Rehab and Repair Reserve

STIP Fund*

Hospital STIP Loan*

• Funds for which a cash balance is maintained at both the overall fund and individual account level:

General IFR*

SUTRA*

Stabilization Fund*

Dormitory Sponsored*

Hospital Sponsored*

• Fund cash balances are reconciled to SFS by the University Controller’s Office on a monthly basis.
• Note: Funds listed with a * in SFS are reported at the SUNY total level. Individual campus balances are not available in SFS for most funds

Cash by Account vs. Cash by Fund

For the IFR funds, the fund balance should equal the sum of the individual account balances.

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Example: SUTRA fund

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Cash by Account vs. Cash by Fund

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• This journal impacts the account cash balances but has no impact on the General IFR fund balance.
• SUNY-Only revenue and expenditure journals (document number beginning with “4”) are not transmitted to SFS, because they have no impact on SFS’s accounting. The SUNY chart of accounts is not on SFS.

Impact of “SUNY-Only” Journals

SUNY Blue Resources

SUNYBLUE

University Controller’s Office SUNY Blue Page Link

Business Intelligence (BI) Finance

Job Aids

A lot of other great information!

Navigation:

blue.suny.edu

>Departments

>University Controller’s

Office

Links:

Accounting Journal Module

Accounting Journal Module

Job Aid Link

Navigation: Employee Services Portal>Finance & Management System>Finance> Accounting Journals

Accounting Journal Module allows for the processing of revenue journals, expense journals and revenue/expense journals among funds, accounts, revenue classes and sub objects.

Transactions can be directly entered into the module or an excel spreadsheet can be uploaded. To upload, click the upload button.

Click the template button to get the excel spreadsheet.

Or click the Select File button to choose a file already saved to your computer.

Then click the Upload button to load the document into the module.

Template contains two tabs, the Journal Template and the Instructions

Transfer Edits in the Accounting Journal Module

Job Aid Link

• Transfers must net to zero. The total of the transactions using the following transfer revenue classes and/or sub objects must net to zero:

-Regular transfers: 12877, 12982, 12989, 12990, 15648, 15848, 15877, 17848, 18177, 18178, 18179, 18189, 18278, 18282, 18378, 18379, 18382, 19377, 19378, 19379, 20976, 24877, 24878

-Reserve transfers (to and from IFR reserve accounts): 18160, 18161, 18162, 18360, 18361, 18362, 19360, 19361, 19362

-Sub Objects: 0799, 2799, 3799, 4799, 5825, 5828, 5829, 7405, 7799

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Note: there are additional transfer revenue classes not listed above, that are designated for other uses or are for System Admin use only. See the Job Aid for a full list.

• Revenue/expense journals that combine transfer revenue classes with transfer sub-objects are permitted.
• Campuses should not transfer between the transfer sub-objects (example: campus should not transfer between 0799 and 3799, as this is a transfer between personal service and OTPS).
• Certain transfer revenue classes and sub objects are exempt from IFR billing. This includes 18178, 18278, 18378, 19378, 19379, 0799, 2799 and all of the Reserve transfer revenue classes. See the BI Cash Reporting>IFR Billing page for a full list.

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BI Financials Dashboards for Cash/Revenue Reporting

BI Financials Dashboards

For Cash/Revenue Reporting

Tips and Tricks

Tips and Tricks: Subtotals

To quickly subtotal by any field, move the field to the columns, to sections, or to a pivot table. This can be done by right-clicking on the column header and selecting “Move”, or by dragging the column header to the desired location. This works best when the field in question has only a few different values.

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Example: on Cash Reporting>Disbursements, move the Current/Lapsed Indicator to the columns:

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Or, move it to a pivot table:

BI Financials Dashboards

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• Journal Created by Field in BI dashboards and FMS document lookups

• Coding helps identify the transaction

Journal Names, Justifications, and Funding Descriptions

Document Numbers

Journals – Input in FMS Start with W, Input in SFS start with 000xxxx

Vouchers – Start with E

Deposits in SFS – Start with RMRxxxx

Refer to the Reference dashboard for more information on the following coding

Revenue Class and Descriptions

Sub Objects and Descriptions

Transaction Codes

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• Email sent to individuals on campuses/list servs – search your emails for the document number

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Tips for Identifying Transactions

Campuses may have noticed that journals are sometimes taking 3 days to post to BI.

SFS transmitted Journals

• Approved before midnight are posting to BI in 2 days
• Approved after midnight are posting to BI in 3 days

Example a journal input on a Monday in FMS and SFS approved

• before 12am that night, would post Wednesday to BI
• after 12am that night, would post Thursday to BI

Things to note:

• SUNY-only and SFS Hard Copy still post in 2 days
• Unable to determine if/when it might be approved after midnight
• If you would like to be sure the journal posts within a certain

month (impacts the cash balance and account summary balances

for that month), be sure to input the document before the last working day of the month. 

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Notes on Timing of Journal Processing

Recurring Transactions Processed by System Administration

Revenue Transactions

STIP Interest distribution

IFR Billing

Pooled Offset Transfers

Pooled Offset Overcollections Transfers

State Support

HESC Transfers

Facility Staff to Hard Dollar Capital Transfers

Residence Halls Deposits

Residence Hall Debt Service

Other Recurring Transactions (Non-Revenue Related)

P-Card

Payroll Auto Journals

Payroll Distribution

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STIP Interest

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Distribution of STIP (Short Term Investment Pool) interest earnings. Interest is earned on the average daily cash balance for the month and is distributed around the 20^th of the following month. The interest rate is determined by the Office of the State Comptroller.

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• Frequency: Monthly
• Document Number: Begins with a W (Rehab and Repair and LIVH doc # STIP100)
• Transaction Code: 319R
• Journal Name: STIP Interest Month Year
• Journal Justification: Distribute Month Year STIP interest earnings
• Journal Funding Description: STIP Interest – Fund
• Journal Created by: currently-RAVENST soon to be-CRONINST (Stephanie [Raven] Cronin)
• Revenue Class and Description:

12850 STIP Interest (Revenue Offset/Dorm Ops/Sponsored, Stabilization Fund, Rehab and Repair)

15850 STIP Interest (Hospital Ops)

18350 STIP Interest (Hospital Sponsored)

17850 Misc. Interest income (LIVH)

• URAS Coding: 3389 and 5269

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Additional information regarding STIP can be found in the OSC’s Guide to Financial Operations section XIV.3. A link to the STIP Interest Rate History can be found on Cash Reporting > Introduction page.

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STIP Interest

IFR Billing

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There is a monthly IFR Billing processed for Fringes (pooled offset), campus Administrative Overhead and campus Maintenance and Operations.

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• Frequency: Monthly
• Document Number: Begins with a W
• Transaction Codes: 319F Fringe Benefits, 319A Administrative Overhead, 319M Maintenance and Operations
• Journal Name: Fringe Benefits-28xx0-MONTH-Year, Administrative Overhead-28xx0-MONTH-Year, Maintenance And Operations-28xx0-MONTH-Year
• Journal Justification: MONTH Fringe Benefit Billings, MONTH – Administrative Overhead, MONTH Maintenance And Operations
• Journal Funding Description: Fringe Benefit Billings, Administrative Overhead Billings, Maintenance And Operations Billings
• Journal Created by: IFR BILLINGS PROCESS (system generated)
• Revenue Classes and Descriptions:

18175 Indirect Costs (General IFR)

19375 Indirect Costs (SUTRA)

18275 Indirect Costs (Dorm Sponsored)

18375 Indirect Costs (Hospital Sponsored)

18171 Campus-Administrative Overhead (account 900760)

18172 Maintenance & Operation (account 910620)

• URAS Coding: refer to URAS crosswalk

IFR Billing:

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Rates for IFR Billings are established at the account level on the FMS Chart of Accounts. Throughout the month qualifying transactions are billed at the current rate and are accrued on pending journals in FMS. The journals are completed and transmitted to SFS on the first Thursday of the following month that is not the 1^st day of the month.

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Example: May 2022 IFR billings journals will be transmitted to SFS on June 2^nd.

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Accrued billings for the current month are reported on Cash by Account in the Uncommitted Cash section:

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Cash Reporting > IFR Billing page can be used to review the posted transactions that could cause an IFR billing accrual. Some variances between what was actually billed vs. what reports on this page could be due to mid month rate changes or rounding differences.

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Some Sub Objects (Fringe Benefits – Regular) and Revenue Classes (Fringe Benefits – Summer SUTRA, Administrative Overhead, and Maintenance Operations) are excluded from the billing process. A link to IFR Billing Exclusion History can be found on Cash Reporting > IFR Billing page.

Pooled Offset Distribution

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Through the IFR Billing process (payroll*fringe rate) revenue is transferred from campuses General IFR, SUTRA, Dorm Operations and Sponsored, Hospital Sponsored, and LIVH to the Pooled Offset. Based on the Financial Plan these funds are than distributed to campuses through the distribution of the pooled offset collections ($110.7 million annually).

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• Frequency: 3 times a year
• Document Number: Begins with a W
• Transaction Code: 319R
• Journal Name: Month Year Pooled Offset Transfer
• Journal Justification: Month Year Pooled Offset Transfer
• Journal Funding Description: none
• Journal Created By: CLAIRMI (Mike Clair)
• Revenue Class and Description: 12864 Transfer From/To Pooled Offset
• URAS Coding: 3680 and 5381

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Pooled Offset Overcollections

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Excess pooled offset collected above the campus pooled offset target is returned to the campus.

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• Frequency: Once a year (generally June)
• Document Number: Begins with a W
• Transaction Code: 319R
• Journal Name: Month Year Pooled Offset Overcollections Transfer
• Journal Justification: Month Year Pooled Offset Overcollections Transfer
• Journal Funding Description: none
• Journal Created by: CLAIRMI (Mike Clair)
• Revenue Class and Description: 18176 Trnsfr To/From For FB Target (account 900760)
• URAS Coding: 3680 and 5275

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State Support Transfers

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SUNY receives periodic transfers of State Tax dollars and these funds are transferred to campuses per the financial plan. Generally, we receive 5 transfers per year.

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• Frequency: 5 or so times per fiscal year
• Document Number: Begins with a W
• Transaction Code: 319R
• Journal Name: Month Year State Support Transfer
• Journal Justification: Month Year Sate Support Transfer
• Journal Funding Description: none
• Journal Created by: CLAIRMI (Mike Clair)
• Revenue Class and Description: 12841 State Support
• URAS Coding: 3612 and 5132

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Transfers from Higher Education Service Corporation (HESC)

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TAP and other scholarship revenue is received via a revenue transfer from HESC. Controller’s Office distributes the revenue to the campus collection fund as it is received.

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• Frequency: should be monthly
• Document Number: Begins with a W
• Transaction Code: 319R
• Journal Name: HESC: TAP and Scholarships
• Journal Justification: Distribution of TAP and Scholarships Payment from HESC JV 000xxxxxxx (SFS doc number)
• Journal Funding Description: none
• Journal Created by: CLAIRMI (Mike Clair)
• Revenue Class and Description: 13901 Miscellaneous Unclassified
• URAS Coding: 13XX

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Facility Staff to Hard Dollar Capital Transfers

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The Facility Staff to Hard Dollar Capital Transfer is an expenditure transfer of facilities payroll to a capital appropriation, with a corresponding revenue transfer of the same amount.

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• Frequency: Four times between July and March
• Document Number: Begins with a W
• Transaction Codes: 319R for revenue journal and 319J for expenditure journal
• Journal Name: Facilities Staff Costs to Capital Approp
• Journal Justification: Maintenance and operations personal service costs to be changed to capital project funds
• Journal Funding Description: Fund (Revenue Offset, General IFR, Dorm, SUTRA, LIVH)
• Journal Created by: CLAIRMI (Mike Clair)
• Revenue Class and Description:

12877 Transfer To/From Other Funds (Revenue Offset)

18178 Intra-Fund Trans Ind Cst Neutral (General IFR)

12990 Transfer To/From Dorm Op Misc (Dorm Operations)

19378 Intra-Fund Trans Ind Cst Neutral (SUTRA)

17848 Transfer From Other Funds-LI Vet (LIVH)

• Accounts: 860688 (Revenue Offset), 900688 (General IFR), 870973 (Dorm Operations), 960688 (SUTRA), 331788 (LIVH), 220601-xx (capital appropriation)
• Sub Objects: 0799 (campus); 7799 (capital appropriation)
• URAS Coding: refer to URAS crosswalk

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• Additional information: Facilities costs are determined by a “Y” in the facilities indicator in HR

Residence Hall Transfers from Tax and Finance (T&F)

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Campuses make ACH transfers to T&F Chase bank account for residence hall room rents, etc. Once debt service requirements are reached the excess can be transferred to the campus dormitory operations fund.

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• Frequency: every two weeks
• Document Number: Begins with RMR
• Transaction Code: 371R
• Journal Name: none
• Journal Justification: none
• Journal Funding Description: none
• Journal Created by: none
• Revenue Class and Description: 12902 Room Rent Curr Sch Yr-Gen Stgs
• URAS Coding: no URAS entry required

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• Additional information: This is a hard copy document directly input into SFS, therefore, no journal name, etc. is available to report.

Residence Hall Debt Service

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Campuses make semiannual debt service payments for DASNY debt service and Revolving Loan (SUNY) debt service. DASNY debt service is paid directly from the campus Tax & Finance accounts. The journals described below are processed to record the payments in the SUNY accounting system.

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• Frequency: twice per year – December and June
• Document Number: Begins with a W
• Transaction Code: 319R
• Journal Name: DASNY Debt Service; SUNY Debt Service
• Journal Justification: DASNY Debt Service – Dec/June Payment; SUNY Debt Service – Month/Year
• Journal Funding Description: Month/Year DASNY Debt Service Payment; Month/Year SUNY Debt Service Payment
• Journal Created by: ULLMANDO (Douglas Ullman)
• Revenue Classes and Descriptions:

12902 Room Rent Curr Sch Yr-Gen Stgs

12985 Dorm Debt Service Payment DASNY

12986 DASNY Overhead and Insurance

18285 PG Debt Service Payment DASNY

18286 PG DASNY Overhead

12979 SUNY Loan Repayment-Other

• URAS Coding: No URAS entry required

Other Recurring Documents

Non-revenue Related

P-Card Journals

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P-Card journals distribute monthly Purchase card swipes to the departmental accounts from the P-Card control account.

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• Frequency: Generally, once per month per campus per cardholder
• Document Number: Starts with W
• Transaction Code: 319J (expenditure); 319 (disbursement)
• Journal Name: P-Card Journal First Middle Initial Last MM/DD/YY
• Journal Justification: P-Card Journal First Middle Initial Last MM/DD/YY
• Journal Funding Description: unique to cardholder, generally is blank
• Journal Created by: PCARD_BATCH (System Generated)
• Revenue Class and Description: N/A
• URAS Coding: N/A
• Account and SubObject: From account 989997 Citibank Visa P-Card Control, sub object 530950 Procurement Card Purchases, to other accounts and sub-objects as appropriate

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• Additional information: Journals report as pending expenditures until both cardholder and Accounts Payable department certify transactions.

Payroll Auto Journals

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Payroll Auto Journals are processed to move payroll from the 000Y00 of the incorrect fund that was originally charged to the 000Y00 of the correct fund due to changes in line or distribution. It may also transfer to different sub-objects.

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• Frequency: Bi-weekly for payroll (Admin and Institutional)
• Document Number: Begins with W
• Transaction Code: 319J (expenditure); 319 (disbursement)
• Journal Name: 28xxx Reference to Payroll Document xxxxxxx at agency 28xxx for check date Wed/Thu Month Date
• Journal Justification: TO CORRECTLY DISTRIBUTE PAYROLL CHARGES
• Journal Funding Description: Payroll expenditure for agency: 28xxx
• Journal Created by: Payroll Distribution Process (system generated)
• Revenue Class and Description: NA
• URAS Coding: N/A
• Account and Sub object: 000Y00; payroll sub-objects

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Payroll Distribution

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Payroll Distribution journals moves the OSC payroll expense from the 000Y00 account to the departmental accounts that an employee is paid from.

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• Frequency: Weekly
• Document Number: P followed by the date, e.g. P042722 for the pay period ended 4/27/2022
• Transaction Code: 389P (expenditure); 389 (disbursement)
• Transaction Description: PAYROLL – 28xxx
• Journal Name, Journal Justification, Journal Funding Description, and Journal Created By: N/A
• Revenue Class and Description: N/A
• URAS Coding: N/A
• Account and Sub object: transfer of expenditures from 000Y00 to appropriate campus departmental accounts and sub-objects

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• Additional information: these are SUNY-only journals (not transmitted to SFS) as they do not cross funds or SFS accounts.

20-Year Trends:

Receipts, Disbursements, and Cash Balances

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Amounts are by SUNY 12 Month FY and include all State-operated campuses, statutory colleges, System Admin, and U-Wide Programs

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Receipts

Core Operations (Revenue Offset fund)

Excludes State support, transfers, assessments, and scholarship adjustments

(millions)

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• Average increase of 6% per year
• Large increase in FY03-04 was due to tuition increase (20-30% for most programs)

Direct State Support

Core Operations (Revenue Offset and State Purpose funds)

(millions)

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Note: includes State Purpose fund thru FY12-13. Does not include indirect State support (fringe benefits, educational facility debt service, litigation) or Hospital State support.

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• Increase in FY12-13 was due to the change in State support to a cash transfer (includes $105 million of State Purpose appropriation carried over from FY11-12)
• Increase in FY18-19 was due to $110 million of one-time UUP raise funding

Receipts

Self-Supporting Programs (General IFR, SUTRA, Stabilization, LIVH)

Excludes State support, transfers, assessments, and scholarship adjustments

(millions)

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• Average increase of 4% per year
• Decrease in FY19-20 was mainly due to changes in accounting for Research Foundation pass-through grants and overflow tuition

Receipts

Residence Hall Programs (Dorm Ops, Dorm Spon, Res Hall Rehab, T&F)

Excludes State support, transfers, assessments, and scholarship adjustments

(millions)

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• Average increase of 4% per year (5% per year excluding FY19-20)
• Significant decrease in FY19-20 due to refunds relating to Covid-19

Receipts

Hospital Programs (Operations and Sponsored)

Excludes State support, transfers, assessments, and scholarship adjustments

(millions)

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• Average increase of 7% per year
• Fluctuations are mainly due to Medicaid DSH, CARES Act, acquisition and disposal of LICH, and acquisition of Community General

Disbursements

Core Operations (Revenue Offset and State Purpose funds)

Excludes transfers and scholarship adjustments

(millions)

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Note: includes State Purpose fund thru FY12-13.

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• Average increase of 2% per year

Disbursements

Self-Supporting Programs (General IFR, SUTRA, Stabilization, LIVH)

Excludes transfers and scholarship adjustments

(millions)

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• Average increase of 3% per year

Disbursements

Residence Hall Programs (Dorm Ops, Dorm Spon, Res Hall Rehab)

Excludes transfers and scholarship adjustments

(millions)

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• Average increase of 5% per year, excluding FY20-21
• Increase in FY12-13 was mainly due to prepayment of December 2013 debt service, due to transition to new DASNY program

Disbursements

Hospital Programs (Operations and Sponsored)

Excludes transfers and scholarship adjustments

(millions)

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• Average increase of 7% per year
• Fluctuation in FY11-12 thru FY14-15 was due to acquisition and disposal of Long Island College Hospital, and acquisition of Community General

Cash Balance

Core Operations (Revenue Offset fund)

(millions)

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• Began receiving State support as a cash transfer in FY12-13
• Fluctuations in FY19-20 and FY20-21 were largely due to retro salary raises paid in FY19-20 and transfers (to)/from Self-Supporting programs.

Cash Balance

Self-Supporting Programs (General IFR, SUTRA, Stabilization, LIVH)

(millions)

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• Decrease in FY12-13 was due to $75 million loan to Downstate Hospital
• Significant growth in cash balance in recent years – increase of $757 million since FY12-13

Cash Balance

Residence Hall Programs (Dorm Ops, Dorm Spon, Res Hall, Rehab, T&F)

(millions)

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• Decrease in FY12-13 was mainly due to prepayment of December 2013 debt service, due to transition to new DASNY program
• Increase in FY20-21 was mainly due to restructuring of debt service

Cash Balance

Hospital Programs (Operations and Sponsored)

(millions)

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• Hospital STIP Loan: $209 million borrowed from New York State from 1999-2001.
• Significant increase in cash balance since FY14-15, mainly due to increase in Medicaid DSH

Cash Balance

Total

(millions)

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Note: excludes Collection Funds, bank accounts, and Hospital STIP Loan. ‘

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• Cash balance has increased $2.4 billion over the 20-year period, from $390 million to $2.8 billion.
• Most of the increase ($1.7 billion) has occurred in the last 7 years

Thank you!

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Questions?

Fiscal Year End and Lapsing Announcements

Fiscal Year End Announcements – June 2022

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• The SUNY Finance and Management Web Applications will be UNAVAILABLE from Thursday, June 30th through Monday, July 4th, 2022 for SUNY fiscal year start-up and the July 4th holiday. If the Applications are available any sooner, we will notify campuses ASAP. Additional information on SUNY fiscal year start-up will be forthcoming in the weeks ahead.

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• The final day that any SUNY FMS transaction (contracts, purchase orders, vouchers, revenue journals and expenditure journals) will transmit to SFS for the month of June is after COB Monday, June 27th, 2022. The SUNY Finance and Management Web Applications will be available for input June 28th – 29th, 2022, however, nothing will transmit to SFS until after July 5th, 2022 when all SFS June lapsing activities and all SUNY fiscal year start-up activities are complete.

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• All refund of appropriations are to be received in the UCO by COB Thursday, June 16th, 2022 in order to allow for on time distribution to OSC and the Treasury. Refunds received after this date will be processed in July.

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Fiscal Year End Announcements – June 2022

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• For Residence Hall funds, the last day to transfer to the Chase account (T&F) will be Wednesday, June 22nd, 2022 for those funds to be transferred to dormitory operations by June 30th.

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• The final day that any SUNY FMS transaction (contracts, purchase orders, vouchers, revenue journals and expenditure journals) will transmit to SFS for the month of June is after COB Monday, June 27th, 2022. The SUNY Finance and Management Web Applications will be available for input June 28th – 29th, 2022, however, nothing will transmit to SFS until after July 5th, 2022 when all SFS June lapsing activities and all SUNY fiscal year start-up activities are complete.

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• Payroll 6 Split – July 6^th, 2022 for Admin. The split is 60/40 old year/new year.

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Lapsing Announcements – September 2022

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• Vouchers (A) - All lapse year vouchers (vendor and employee reimbursement) should be entered by Wednesday, August 31st.

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• Vouchers (B) - For vendor KEY MERCHANT SERVICES INC (1100012481): All lapse year vouchers for vendor 1100012481 should be entered by Monday, August 22nd with the earliest possible payment date. This vendor requires additional processing time for OSC to approve, which is why the earlier date is necessary.

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• Refund of Appropriations (ROAs) with all necessary supporting documentation should always be received in this office ASAP. Lapse year ROAs are to be received in this office by Wednesday, August 31st. All ROAs related to lapsing funds should indicate “LAPSING FUNDS” on the ROA form.

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• Accounting Journals - All journals (allocation, expenditure, revenue) should be entered by Monday, September 26th.

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Lapsing Announcements – September 2022

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• Interagency Journals - Any journal utilizing lapsing funds should indicate “LAPSING FUNDS” in the subject line of the email. Inter-agency journals utilizing lapsing funds that are received after Friday, September 15th will run the risk of not being processed/approved prior to lapsing. Inter-agency journal transfers should be sent to universitycontroller@suny.edu as soon as possible.

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• Encumbrances - All lapse year PO and contract encumbrances that will not be paid by Wednesday, August 31st should be disencumbered ASAP.

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• Payroll - All outstanding lapsing payroll refunds should be processed immediately and remain current.

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Thank you!

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Questions?