SBU Resource Library / Training

Resource	Description	Accessible Format
FY28 Budget Call Letter	Detailed to Vice Presidents and their budget officers identifying budget targets, deadlines, assumptions, and guidelines for preparing the budget.	Add Link
FY28 CBM Tactical Guidance	This resource identifies each VP Area's dedicated BFP&A Specialist.	Document \| Recording
FY28 Financial Stewardship Form	The Financial Stewardship Form outlines fundamental oversight responsibilities for financial stewards at Stony Brook University.	Link to come with a Google Form
FY28 Budget Development Timeline	Review the priority stages of the annual budget development cycle.	Info to come
VP Area BFP&A Specialist Guide	This resource identifies each VP Area's dedicated BFP&A Specialist.	Info to come
SUNY BI Reference Center	Central access point for all of SUNY's Business Intelligence reference documents.	Access Portal via Secure Sign On [Opens in new tab]
Vacancy Workflow Process	Goals, guidelines, processes, and review structure for vacancies as well as the review structure (frequency, reviewing body, members, and request types).	Download the guideline file here [Opens in a new window]

Training Tool	Description	Accessible Format
CBM Manual	Step-by-step instructions on how to access and utilize CBM in PeopleSoft Version 9.0.	Download the manual [Opens in a new link]
Budget to Actuals Quick Reference Training	Information on accessing information by account, accessing accounts in other funds, and accessing information by organization.	Download the manual [Opens in a new link]
CBM Print Manual Training	Step-by-step instructions on how to print CBM reports in PeopleSoft Version 9.0 (Tools 8.55).	Download the manual [Opens in a new link]
SUNY BI Account Summary Payroll Data	Provides an overview on how to view payroll information via the Account Summary dashboard.	Access the dashboard [Opens in a new link]
SUNY BI Overview	Provides an overview on how to access dashboards in the SUNY BI environment.	Download the overview [Opens in a new link]
SUNY BI Transaction Inquiry Dashboard Training	The Transaction Inquiry dashboard provides data to replace what was formerly available via the SUNY Legacy SCAJ and PCAJ functions.	Download the training manual [Opens in a new link]

Revenue Code	Description
10	STATE PURPOSE - Appropriations approved by the Legislature in the State Operations Budget. Funds are used to support direct expenditures of New York State agencies. A portion of these funds is supported by tuition/fee revenue. The remainder is supported by other state revenue sources.
12	CAPITAL - RESEARCH AND TECHNOLOGY EQUIPMENT AND REHAB - Our share of the distribution of capital funds allocated for equipment and rehab purchases in support of research and technology efforts (formerly called GRI).
15	SPECIAL APPROPRIATIONS - Additional appropriations given to the campus to support specific programs or initiatives approved by the legislature. This funding is distributed in addition to the “base” state purpose funding received in the campus’ Financial Plan. Also known as “Legislative Member Items.”
20	INCOME FUND REIMBURSABLES (IFR) - Self-supporting groups of accounts that have activities essential to the campus’ mission and operations. These accounts have clear and defined income/expenditure relationships. A unique aspect of these accounts is their ability to carry forward cash balances from one fiscal year to another.
25	STATE UNIVERSITY TUITION REIMBURSABLE ACCOUNTS (SUTRA) - A subset of the Income Fund Reimbursable fund designated for the retention and expenditure of tuition revenue. Within system-wide guidelines, there are limited circumstances under which campuses may retain tuition income in these accounts.
30	DORMITORY INCOME FUND (DIFR) - Operating accounts used to support the costs associated with the residence halls. The revenue to support this allocation is derived from housing charges and apartment rentals.
35	DORMITORY INCOME FUND REIMBURSABLES (DIFR IFR) - IFR accounts related to specific activities or programs regarding the operations of the residence halls. These accounts are supported by revenue other than housing charges and apartment rentals.
40	HOSPITAL INCOME FUND - Operating accounts used to support the costs associated with the University Hospital. This allocation is supported through patient care revenue.
45	HOSPITAL INCOME FUND REIMBURSABLES (HIFR IFR) - IFR accounts supporting specific activities or programs related to the operations of the University Hospital. These accounts are primarily supported by revenue derived from sources other than patient care.
60	VETERANS HOME - Operating accounts that are used to support the costs associated with the Veterans Home. Patient care revenue is used to support this allocation.
63	SBF RESTRICTED – Accounts in this fund are part of the Stony Brook Foundation, a private not-for-profit corporation. This fund includes endowment programmatic spending and is used to support designated departments or programs.
64	SBF UNRESTRICTED - Accounts in this fund are part of the Stony Brook Foundation, a private not-for-profit corporation. This fund includes money for Foundation fundraising and the Capital Campaign and is used to support the Foundation's operations and campus programs.
65	SBF AGENCY - The funding for this group of accounts is for certain not-for-profit corporations affiliated with the University. The Stony Brook Foundation acts as a fiscal agent for these corporations.
67	STABILIZATION FUND - A fund containing allocation which is used to enable campuses to roll over unexpended State Purpose balances from one fiscal year to another. It functions much like the IFR Fund in that cash balances roll over from year to year but allocation is necessary to expend those funds.
69	SBF GRANT - This group of accounts represents grants received by the Stony Brook Foundation, a private not-for-profit corporation, resulting from a grant proposal submitted by the Foundation. The grantors often request an accounting of the use of funds and of results of the programs or projects undertaken.
71	SPONSORED RESEARCH - Includes expenditures for research projects, exclusive of indirect costs, in accordance with the terms of grants, contracts or other agreements.
73	INDIRECT COST SUPPORT (IDC) - Formula-driven funding derived from overhead charges levied on sponsored research programs. These funds are provided to reimburse the campus for the indirect costs associated with performing these activities.
75	RF BSA (Brookhaven Science Associates) - This group of accounts represents the RF projects related to the campus’ management of Brookhaven National Laboratories.
77	RF CAMPUS ROYALTIES - Accounts within the Research Foundation established to manage revenue generated from licenses of intellectual property developed at Stony Brook.
78	RF SERVICE AND FACILITY - Research accounts primarily used in the provision of General Institutional Services (GIS) to sponsored grants and contracts. Activities include mail, central stores, printing, etc.
79	RF OTHER AGENCY - This category houses accounts, which do not fit into the other RF funds. These accounts are established to serve as an agency account for a specific campus function. This includes accounts that support the High Technology Incubator and the Software Incubator facilities.
80	RF SERVICE AGREEMENTS - Represents RF accounts primarily established to provide payroll and other administrative support functions to the Stony Brook Foundation, the Clinical Practice Plan, and a segment of the Incubator project.
81	RF AGENCY FEE - This fund represents the recovery of the administrative costs associated with managing the RF staffing services activities.
85	FACULTY STUDENT ASSOCIATION - A private corporation which has a contractual relationship with SUNY to provide various auxiliary services to the campus. Examples of these include such things as: food service contracts, overseeing the contract to manage the campus bookstore, managing the campus vending and laundry machines, etc.
90	CLINICAL PRACTICE - A fund whose existence is authorized by the UUP contract. It is used to allow physicians and dentists to earn clinical practice plan income through the distribution of net patient care revenue.

Function Code	Category
00	INSTRUCTION AND DEPARTMENTAL RESEARCH (I. & D.R.) - This category includes all instructional expenditures of the schools, departments and other divisions of the institution. Expenditures for departmental research not separately budgeted should be included in this function. This function includes college and department academic administration.
01	ORGANIZED ACTIVITIES (ORG. ACT.) - Organized Activities are programs established to support services for the institution’s primary mission (instruction and research). This function includes the retention, preservation and display of educational materials (i.e., museums and galleries); services that directly support the academic functions of the institution; and media, such as audiovisual services.
02	RESEARCH - This function includes all expenditures for programs specifically organized to produce research outcomes. Research funding can be awarded to Stony Brook by an external agency or separately budgeted by the State of New York. Examples are Federal funds received from the National Institute of Health and State funds allocated in support of Sea Grant or Marine Science. This category does not include departmental research that is included under Instruction and Departmental Research.
03	PUBLIC SERVICE (PUBLIC SERV.) - Public Service involves funding established primarily to provide non-instructional services that are beneficial to groups or individual external to the institution. This function includes community service programs and outreach services. Some examples are conferences, general advisory services, consultation, public broadcasting services and continuing education. These services should be outside the context of the institution’s instruction, research and academic support services.
04	LIBRARY - This function includes those activities that directly support the collection, cataloging, storage and distribution of published materials, primarily in support of the institution’s academic programs
05	STUDENT SERVICES (STU. SERV.) - This function includes central administrative services, admissions, financial aid, student records, counseling services, and student activities whose primary purpose is to contribute to student’s emotional and physical wellbeing, and to their intellectual, cultural and social development outside the context of the formal instruction program. It is intended to expand the educational experience of the student by supporting general recreational activities established to support special groups and organizations.
06	MAINTENANCE AND OPERATION (M. & O.) - The maintenance and operation function consists of the services related to the maintenance of existing grounds and facilities, the cost of utilities (electricity, water, gas, fuel and sewage), and the planning and design of physical plant expansion and modification.
07	GENERAL ADMINISTRATION (GEN. ADMIN.) - This function consists of all central executive-level activities concerned with the overall management and long-range planning functions of the entire institution. Included in this function are all aspects of executive direction, fiscal management and central administrative functions of the institution, including those central activities related to personnel records for faculty and staff.
08	GENERAL INSTITUTIONAL SERVICES (G.I.S.) - This function contains all the activity needed to support the campus-wide operations of an institution. Some examples are transportation, printing, mail, telecommunications, computing, university relations, central stores, and activities that relate to the environmental health and safety of the students and staff.
11	AUXILIARY ENTERPRISES (AUX. ENT.) - At Stony Brook, the Auxiliary Enterprise function includes both residence halls and food service. Both functions exist to furnish goods or services to students, faculty or staff. A fee is charged that is directly related to the cost of the goods or services. The distinguishing characteristic of auxiliary enterprises is that they are managed as essentially self-supporting activities.
12	INTERCOLLEGIATE ATHLETICS (ATHL.) - This function consists of self-supporting activities associated with the campus’ intercollegiate athletics program.
13	HOSPITAL AND CLINICS (HOSP. & CL.) - This category includes all expenditures, except depreciation, associated with the operation of the Hospital including nursing expenses, other professional services, general services, administrative services, patient services, fiscal services and charges for the physical plant operation.
15	STUDENT AID (STU. AID) - This category includes all financial assistance provided to undergraduate and graduate students in the form of outright grants, trainee stipends, and fellowships and scholarships administered by the institution. In this document this function also includes Educational Opportunity Funds.
17	NURSING HOME SERVICES (NURS. HOME) - This category includes all expenditures, except depreciation, associated with the operation of the Long Island Veterans Nursing Home including nursing expenses, other professional services, general services, administrative services, patient services, fiscal services and charges for the physical plant operation.

Term	Definition	Examples
Fund Type (NEF Attribute)	Fund Type classifies financial resources as either unrestricted— allowing for flexible use for general institutional purposes—or restricted—designated for specific external donor, grantor, or legal requirements—to ensure proper tracking and stewardship of university funds	Unrestricted, Restricted, Excluded
Model Unit	A Model Unit is a derived combination of fund source and organization that represents how activity is categorized and treated within the New Economic Framework, specifically segmenting data into functional areas such as Revenue Units or Service Pools	Revenue Unit
Revenue Unit	Model unit classification for units with material revenue generation and ability to cover direct costs with generated revenue.	Academic Units (Colleges & Schools) and Auxiliary Units
Academic Revenue Unit	Revenue Unit sub-classification for academic units. Academic Revenue Units are organized at the College and School level.	College of Arts and Sciences, School of Medicine
Auxiliary Revenue Unit	Revenue Unit sub-classification for auxiliary operations.	Parking & Transportation
Service Unit	Model unit classification for units with primary focus of providing services and support across the university. Typically, include administrative units.	Facilities, Finance, Human Resources, Student Affairs
Service Pools	Groupings of various service units into cost pools for eventual allocation to Revenue Units. Service Pool groupings were selected with consideration of allocation metrics, the goal being to group units into pools around a common metric (activity driver) that is representative of how services are consumed.	General Administration, Facilities, Student Affairs
Formula Allocation	An allocation that is formulaically determined using a metric to determine proportionality to distribute a pool of resources amongst a group of recipients.	Allocable Tuition, Allocable State Support
Direct Allocation	An allocation that can be directly measured and attributed to the recipient(s).	Differential Tuition
Allocation Metrics	Measured activity that is used to formulaically determine how a pool of resources will be disbursed across groups of recipients.	Student Credit Hours (SCH)
Subvention Fund	A pool of resources used to provide unit-level subsidies and support higher-cost revenue units that require additional, supplementary funding.
Strategic Initiatives Fund	A central pool of funds that can be used to invest in univer
Participation Fee	Applied as a percentage assessment against unrestricted revenue sources to create a central pool of resources for subvention and strategic initiatives.
Gross Tuition Revenue	Total Billed Tuition less allowance for uncollectible tuition
Net Tuition Revenue	Total gross tuition revenue less reductions for student aid and waivers.
On Campus Tuition Revenue	Tuition revenue generated from students who are less than 100% online (i.e., take some credits on campus).	Formulaic / SCH
Online Tuition Revenue	Tuition revenue generated from students enrolled 100% online.	Formulaic / SCH
Differential Tuition	Tuition that is charged at a higher rate than the standard SUNY rate. Differential tuition (i.e., the premium or difference between the higher differential rate and the SUNY base rate) is directly attributed to the units where the programs reside.
College of Instruction (COI)	The college or school in which the course subject is housed. Student Credit Hours (SCH) are attributed to the College of Instruction for metric allocation purposes (e.g., Tuition Revenue Allocation).
College of Record (COR)	College assigned with a student's primary plan department is used to assign COR. Students that do not have assigned primary plan dept have been assigned to College of Arts & Sciences (CAS)