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Budget Preparation Instructions


Details the process to be used to prepare Fiscal Year (FY) 2019-20 Budgets. The Budget Office is available to assist departments with any questions about the budget preparation process.

State, IFR, & SUTRA Funds

In the past State, IFR, and SUTRA budgets were developed using Banner forms. The Budget Office is in the process of implementing new budget software unfortunately, implementation will not be complete in time for FY19/20 budget preparation. The hope is to have the software ready for FY20/21 budget preparation. For the FY19/20 budget development, Excel templates will be provided by the Budget Office for the State, IFR, and SUTRA funds. Any reductions that were submitted by divisions to meet their targets will be reflected in the templates. There should be no State or SUTRA funding increases requested; if an addition is required, the respective VP should discuss with the VP of Administration & Finance and schedule time at an upcoming cabinet meeting. Regarding IFRs please ensure your projected revenue covers all required expenses. IFR accounts must breakeven. If there is a projected deficit, the respective VP should schedule time with the VP of Administration & Finance to discuss a financial plan.

  • The Budget Office will send the PSR Excel File to the Vice President Offices for review by Feb. 8, 2019.
  • Due to Academic Affair’s volume of PSR, their PSR Excel File will be due back to the Budget Office by March 1, 2019 indicating any reallocations, additions, and/or reductions. All other divisions, their PSR files will be due back to the Budget Office by Feb. 22, 2019.
  • The Budget Office will send the budget templates to the Vice President Offices for review by March 15, 2019.
  • The Templates will be due back to the Budget Office by April 5, 2019.
  • A draft budget will be presented to President’s Cabinet by April 30, 2019.
  • The Director of Budget and Financial Reporting will have the final FY19/20 budget submitted to SUNY by June 30, 2019.
  • The anticipated submission deadline to SUNY is mid-Aug. 2019.

Broad-Based Fees

The Broad-Based Fee (BBF) budgets are entered into Excel Templates developed by the Budget Office. The templates project the BBF budgets for the next 5 fiscal years. The templates were sent to account managers on Jan. 15, 2019.

  • Templates are due back to the Budget Office for review by Feb. 20, 2019.
  • Presentations with the Student Senate (as required by SUNY) will be scheduled by March 6, 2019.
  • Broad-Based Fee budgets are due to SUNY by March 27, 2019.

Dorm Fund

The Dorm Fund budgets are entered into Excel Templates developed by the Budget Office. Account managers enter any reallocations, additions, and/or reductions to their budgets in the template. If an addition is requested, written justification supporting the request must be submitted to the appropriate Vice President and Budget Office for approval. The templates were sent to account managers on Jan. 25, 2019.

  • Templates are due back to the Budget Office for review by Feb. 8, 2019.
  • The Director of Budget and Financial Reporting will present a draft budget to the DIFR Budget Working Group on Feb.13, 2019.
  • The Director of Budget and Financial Reporting will present the budget to the DIFR Committee on Feb. 20, 2019.
  • The Director of Budget and Financial Reporting and the Director of Housing and Residence Life will present the budget to the Residence Hall Association during March 2019.
  • The Dorm Budget anticipated submission deadline to SUNY is Mid-May 2019.

Overview of Key Dates

Dorm Fund budget templates due to the Budget Office by Feb. 8, 2019.

  • BBF templates due to the Budget Office by Feb. 20, 2019.
  • State PSR File due to the Budget Office by March 1, 2019.
  • State, IFR, & SUTRA budget templates due to the Budget Office by April 5, 2019.
  • Draft FY19/20 Budget presented to Cabinet by April 30, 2019.
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