Where should I go to check the status of my budget?
The SUNY Business Intelligence System can be used to view all funds, including State (Revenue Offset), IFR (General IFR), SUTRA, and DIFR (Dormitory Operations). In the Account Summary dashboard, you can query by account or by various organizational levels, depending on your needs. Account Summary will provide information on allocation, year-to-date expenditures, encumbrances, and available balance.
How often should I check my budget?
Monitoring your budget on a monthly basis will allow you to identify overspending or available balance as we progress through the fiscal year. If any transactions have been posted in error, you will have time to request a correction before year end.
Can I transfer allocation between State and IFR?
Budget allocation can only be transferred within the same major fund, i.e. State to State, IFR to IFR, DIFR to DIFR, etc. Campus Policy #215 has more information on transfers.
Can I transfer allocation between organizations?
Budget allocation can be moved from one organization to another. State allocation may be transferred between all expenditure types (PSR, PST, OTPS) with the exception that OTPS cannot be transferred to PSR or PST. DIFR, SUTRA, and IFR allocations may transfer between all expenditure types with the authorization of the program manager.
The person who submits the transfer request must be from the organization where allocation is reduced. Click here for a current allocation request form. Campus Policy #215 has more information on transfers.
- How do I transfer expenditures?
Please obtain a current transfer request form.
- Can I budget using any object code?
There are hundreds of objects that may be used for expenditures but budgeting is done at a more summarized level. Please refer to the crosswalk of budget and expenditure object codes.
- Do all fees require approval by System Administration?
No, please refer to the information on the fee process and required approvals.
- Does my department have to absorb the cost of contractual salary increases?
If funding for contractual salary increases is received from the State budget, base State allocation will be provided to each division throughout the year as the raises become effective. For raises that have effective dates other than July 1st, the allocations are annualized. If contractual salary increases are not funded by the State budget, senior management determines how those will be handled.
If funding is not provided to cover these costs, departments must plan accordingly for employee salaries charged to these funds. We recommend using 2-3% in estimating for budget development purposes.