Account Development & Management

At any time during the fiscal year, a department can request an allocation transfer to move allocation within the same fund between accounts and/or object codes. A Budget Allocation Transfer Form would need to be completed and submitted to the budget and financial reporting office.

Complete a Budget Allocation Transfer

Revenue Transfer: If the account purpose allows, available revenue balances may be transferred to other accounts within the same fund (IFR to IFR, SUTRA to SUTRA) to supplement or provide additional funding. When moving a revenue balance from one account to another the overhead assessment remains in the account where the originating revenue was posted. The balance in the originating account (the account from which the funds will be drawn) must be sufficient to process the transfer.

Expenditure Transfer: If an expenditure is charged to an incorrect account (PSR, TS, OTPS), the expense must be transferred from the account it was charged to into the account that it should have been charged to originally. Expenditure transfers can be done between all fund types.

Complete an Accounting Transfer

Faculty and staff who anticipate new operating programs or functions involving the receipt of revenue to be deposited into an IFR account will need to request a new IFR account. To request a new IFR account, an IFR Account Request Form will need to be completed with the required signatures and submitted to the budget and financial reporting office. If there is a fee associated with the revenue being deposited into this account, then proof of the approved fee must be submitted along with the new account request. Proof of approval will include the signed Campus Fee Request Form by the vice president of administration and finance. The completed account request form must describe in detail the program activity associated with the account and what goods and/or services will be provided. Finally, an estimated Year 1 budget must be completed for the new account. The budget should include the estimated revenues that will be collected and the anticipated direct and indirect expenditures.

The IFR Account Request Form should be used to modify/change or inactivate an existing IFR account.

VIEW THE ACCOUNT MANAGER GUIDE

Complete an Account Request Form

New York state agencies are not able to generate a check payable to another New York state agency. To transfer funds between these agencies, the University Controller's Office can post adjustments to the accounts. The budget and financial reporting office is responsible for facilitating both incoming and outgoing transfers for Plattsburgh.

Intra-Agency transfers are transfers with another SUNY entity.

Inter-Agency transfers are transfers with another New York State (non-SUNY) entity.

Incoming transfers are treated as revenue and posted to IFR or SUTRA accounts. The department should create an invoice and send it to the budget and financial reporting office to collect the payment. The department will also need to provide the account the transfer should be deposited into.

Outgoing transfers are treated as expense. They require an invoice from the billing agency, the Plattsburgh account to be used for payment, and the department’s approval to pay.

Budget allocations can only be transferred within the same major fund, i.e. State to State, IFR to IFR, etc.