| Policy Title | Income Fund Reimbursable Programs and Accounting |
|---|---|
| Responsible Office | Business Affairs |
| Policy Type | Business Affairs |
| Policy Number | 205 |
| Last Revision Date | 10/16/2026 |
Authority and Responsibility
This policy relates only to Binghamton University. It does not apply to the Research Foundation, Binghamton University Foundation, Student Association or any other separate legal entity.
Purpose
The purpose of this policy is to define the types of funds we consider Income Fund Reimbursable (IFR ), (including State University Tuition Reimbursement Account (SUTRA), and to provide guidelines on how to administer these types of funds.
Definitions
Income Fund Reimbursable (IFR)
A special revenue fund supported fully or primarily by campus generated income from student fees, campus services, facility rentals, and commissions which are used to conduct University functions beyond those normally funded in the core instructional budget. This permits the campus to respond quickly to opportunities and to better utilize its existing facilities, programs, and staff. It allows the campus to conduct activities under contract with outside organizations, to recover costs from other entities using campus property or services, and to provide special services for students and other clients on a pay-as-you-go basis. Accounts within this fund generally begin with a number sequence of 90xxxx or 91xxxx.
State University Tuition Reimbursement Account (SUTRA)
A special revenue fund dedicated to campus operations and funded from tuition revenue collected from summer and winter sessions, contract courses, overseas academic programs, and excess tuition revenue from the core instructional budget, if applicable. Accounts within this fund generally begin with a number sequence of 96xxxx.
Account Structures
IFR and SUTRA accounts must be self-supporting. The activity that generates revenue must support the expenditure activity within the account.
The accounts are usually established for a single, distinct activity and under no circumstance are accounts to duplicate activity for which the State appropriates its regular budget.
University personnel should request a new account to accommodate new operating programs or functions involving the receipt of revenue and charging of State expenditures. Electronic form submission must include an approval signature from the Divisional Vice President as well as from the Chief Financial Officer. Accounts should be closed once the activity for which it was opened ceases and all fiscal activity has posted. Refer to the State Accounting website for instructions on opening and closing accounts.
Revenue & Expenditure
After a new account is established, the employee requesting the account must work with the Accounting Office to establish a detail code in the Banner student information system which is used to map revenue collections to the appropriate reporting classification and account number in the SUNY financial system. All incoming funds must be routed thru the Bursar’s Office for deposit into the University’s bank account and for proper recording of revenue. Under no circumstances are individual bank accounts to be established for these purposes.
New York State (NYS) requires that expenditures in IFR and SUTRA accounts be directly related to the purposes for which income was collected. This means that expenditures made from the accounts must fall within the stated purpose of the account and must be related to the reason for which revenue was collected. Any violation of this principle may result in penalties to an account and could jeopardize the existence of an account. Expenditures must comply with all NYS, SUNY, and Binghamton University procurement-related policies and procedures. Continual follow-up on unpaid and past due invoices is required and is the obligation of the Account Manager.
Administrative Overhead Assessments
IFR and SUTRA accounts are charged overhead assessments in accordance with SUNY policy MTP99-1. Most accounts are charged a fifteen percent (as of 7/1/2025 revision) overhead assessment on revenue. . Accounts established for the purpose of recording campus chargeback operations are exempt from overhead charges, as are certain pass-through accounts, such as those for domestic and international health insurance contracts.
Fringe Benefit Assessments
Fringe benefit assessments are charged on Personal Service Regular (PSR) and Personal Service Temporary (PST) expenses, except for student employee labor which is exempt. Fringe benefit rates are established each year and provided to the campuses by SUNY System Administration.
Allocation
IFR and SUTRA allocations should be viewed as budgetary guides only. Account cash balances determine operational spending limits. See Policy #200 State Operating Budget for further detail.
Cash Balance Deficits/Surpluses
Cash balances remain in IFR and SUTRA accounts and roll from year to year. See Policy #226 Cash Reserve and Deficit Policy for further detail.
Questions
If you have questions related to your IFR account please contact the financial lead in your area. If that person is unable to answer your question, please contact the Accounting Office.
| Date | Description | Responsible Party |
| 7/21/2025 | Overhead rate changed from 13% to 15%. Approved by Senior Officers Group on 7/1/2/25 | Business Affairs |
| 10/13/2026 | Revised policy approved by Senior Officers Group on 10/13/2025. | CFO and Sr. Associate Vice President |