/Finance & Administration
Office of the Controller

GLOSSARY OF TERMS FOR STATE ACCOUNTS

The issuance of the actual check as payment of a voucher.

The commitment of budgetary funds for a particular purpose, such as a purchase of supplies or equipment.This transaction is reported when a purchase requisition is first entered into the SUNY system to produce a purchase order.

The spending level designated by fund type for each Vice Presidential area, authorized by the President after notification of the campus’s final appropriation amount and spending authority.

The financial plan distribution, at the account and sub-object level, that the President, Provost and Vice Presidents submit based on their Final Allocations. This data will be used to complete SUNY Form I exercise and will be reflected as the opening allocations for the fiscal year on the SUNY accounting system for the funds reflected therein.

This is a term to denote a measure or standard for comparing the number of full time students, faculty and staff between or among departments or institutions, For the purposes of the budget instructions, this definition is confined to its applicability to employees.

A self-supporting group of accounts that have activities essential to the campus’s mission and operations with a clear and defined income/expenditure relationship. The unique aspect of the IFR accounts is their ability to carry forward cash balances from one fiscal year to the next. Fringe benefits, administration and maintenance/overhead are additional charges the IFR accounts must bear, except for accounts that receive appropriate waivers.

A mechanism to transfer costs or correct expenditure transactions erroneously charged to an account.

Period after the end of a fiscal year (June 30) during which commitments made against that appropriation may still be paid and liquidated.

The SUNY fiscal year ends on June 30th. The State allows the campus about three months to close our fiscal records after the June 30th date and this is what is referred to as the “Lapsing Period”. The lapsing period reflects transactions expensed during July, August and September, that are associated with allocations from the prior fiscal year (prior to June 30th).

Transactions that were created prior to June 30th and will be paid after this date, must be paid from allocation from the prior fiscal year. Payment of invoices from prior periods with current funding is forbidden.

A University-unique level of reporting within a fund designated for a particular purpose or use. Examples include Instructional and Departmental Research (I & DR), Student Services (SS), and Institutional Support Services (ISS). Functions are a subject of Major Purpose.

There are three significant expense categories (Major Objects), Personal Service Regular (PSR), Temporary Service (TS), and Other Than Personal Services (OTPS). Within the major object categories are more detailed sub-object codes identifying specific expenditure types. Within the major object OTPS are sub-objects for supplies (3000). Travel (4000), equipment (7000) and many others. A complete list of SUNY sub-objects can be by contacting the Accounting Department.

“Other Than Personal Service” are expense categories covered by object codes 3000-8999. It is important to monitor the total of your OTPS allocation. If you have allocation available in PSR or TS and no available allocation in OTPS - you can not expend any funds for OTPS items without special approvals. You must arrange to have your available allocation moved from the salary categories to the OTPS category. Contact your Dean’s office to change the allocation in the account.

Classification given to SUNY reported transactions initiated but not yet officially approved and posted on the books of the Office of State Controller. Example: Input of requisition on the last day of the month.

A concern with funding a purchase after the close to the fiscal year can be avoided by paying careful attention to pending Purchase Orders. After several months of prior year reporting, Purchasing begins to close out to the old fiscal year in August. It is important that you work closely with both Purchasing and Accounts Payable after July 19th to ensure that all items encumbered from the prior year funding are paid and closed in an orderly fashion. If any item is outstanding and needs to be resolved, contact Purchasing immediately.

A spending level designated by fund type for each vice presidential area, authorized by the President in advance of formal notification of the campus’s final appropriation amount and spending authority. This planning allocation was formally called Phase I. Knowledge of this authorization, that will very closely approximate the final vice presidential allocation, allows for appropriate planning and budgeting for the fiscal year to follow.

The financial plan distribution, at the account and sub-object level, that the President, Provost and Vice Presidents submit based on their Planning Allocations.

Process for ordering of goods and materials. Creates an encumbrance for commitment of funds.

An organizational unit of the University that has a mission, goals and objectives, and assigned resources to support its operations. Each responsibility center should have one individual identified as manager or director. That individual should be an authorized signatory with responsibility for the appropriate use of funds and the accomplishment of planned objectives.

Appropriations approved by the Legislature in the State Operations budget. Funds are used to support direct expenditures of New York State agencies.

A more detailed expense category within a major object. Travel and equipment are examples of sub-objects of OTPS.

Balance of allocation still available for commitments and expenditures.

Generates a check payable against a purchase order, for equipment, travel, honorarium, etc., 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 the auxiliary enterprises is that they are managed as essentially self-supporting activities.