- Admin & Finance
- Areas We Serve
- Diversity Initiative
We have compiled the top 5 things you need to know about each area:
SBU Reporting for Finance
SBU Reporting for Finance is an "All-Funds" data warehouse that includes financial data for State, Research, SBF, and FSA Accounts. Reports have "drill-to-detail" capability and can be down-loaded to Excel for data analysis. Stakeholders can pull reports for all funding sources in one system. Click here to access SBU Reporting.
Course Fee Guidelines
The due date to submit course fees for Spring 2020 is July 1, 2019 . Fees for credit-bearing academic courses require documentation and justification of the need for the charges and a budget for the funds accruing from the fee. Each fee is reviewed and approved by SUNY. Click here for the guidelines.
How do I transfer Revenue, Expense, Allocation, or Payroll within State accounts?
Please use the State transfer templates provided on the Accounting website. All requests must come from designated VP coordinators and/or individuals with authority to request transfers for the selected accounts. For more information, click here.
What is the current fringe rate and what are the components of the rate?
The Office of the State Comptroller (OSC) and the Division of Budget analyzes the actual fringe benefit costs on an annual basis. Fringe costs on IFR, SUTRA, DIFR, and HIFR accounts are reflected as a reduction of revenue. For more information, click here.
What is the difference between "Ending Cash Balance" and "Uncommitted Cash Balance"?
The ending cash reflects your account balance after payroll, journal transfers, and any IFR assessments that have been processed and paid, while the uncommitted cash includes not only the processed and paid expenditures but the encumbered payroll, purchase orders, and accrued IFR assessments. For more information, click here.
Frequently Used Reports for Financial Management
I am the new Financial Manager of my unit. What reports do you recommend? Click here to find out.
Where can I find the financial info for my State Appropriated accounts (State, IFR, Hospital, etc...)?
Click here for SUNYBI.
Budget Development Process Dates
Click here to see if you are following the Campus Budget Development Process timeline.
Do you have any instructional videos on how to print in the Budget System? Click here to see how to print CBM Reports.
Do you have some thoughts and/or ideas for the new Campus Budget?
Click here to give us your feedback.
Questions about your invoice or payments?
If you have a question about your invoice please e- mail email@example.com. If you have a question about payments please e- mail firstname.lastname@example.org.
Adding a Delegated User
If you would like a family member or trusted individual to discuss your student account, they will need to be a Delegated User. Click the "Share My Information" link at the top right of your SOLAR home page.
Tuition Fees and Rates
Invoices are generated monthly and are due on the 15th of the following month. Tuition and fee rates can be found by clicking here.
Stony Brook University does NOT drop for non-payment.
If you will NOT be attending you must officially withdraw from your classes. You may incur financial liability. Click here for more information.
Check SOLAR Regularly
Please regularly check your SOLAR messages and Stonybrook.edu e-mail address for all official communication from The Bursar and Student Accounts Offices.
What is the Campus ID Card?
The campus card is not just an ID. It allows you access to secure areas and residence halls across the campus, allows you to purchase food on campus and in the surrounding area, and allows you to access services like printing, bike share, etc.
How to Get an ID Card
To obtain a card, please bring with you one form of government issued photo identification (e.g. a driver's license, passport, etc.) to one of the following Campus Card Office locations ( hours of operation):
• Main Campus - Administration Building, Room 254
• East Campus - Health Sciences Center, Level 3, Room 162
- • Southampton Campus - Atlantic Hall, Room 102
You will be asked to complete a Campus Card Application, available on our website or at either location. Along with your Photo ID, this form is required in order to receive an ID card.
You Need an ID Card!
Every student, faculty and staff member, affiliate, or volunteer is eligible for an ID card. You may be asked to present or display this card in certain areas of the campus, especially when sitting for midterms and finals. Don't get caught without one!
Get Discounts by Adding Wolfie Wallet
Once you've received your ID card, visit the Campus Dining website to set up your Wolfie Wallet account and enjoy discounted food purchases both on-campus and in the local community.
Campus Card can be Used for Multiple Offerings
If your department would like to integrate the Campus Card into one of your offerings - for example, to track usage of a particular service - we may be able to assist you. Send us an email at email@example.com with your proposed use-case.
- • Main Campus - Administration Building, Room 254
To access the Central Receiving Website, click here.
Deliveries to your Office
Desktop deliveries must be checked and confirmed before a department signs for a shipment
delivery. Click here for more information.
Foreign Country Shipping
Shipments to a foreign country must be approved by SBU Export Control Office before processing. For more information, click here.
Any department returning shipments to a vendor, require an RAM (Return Materials Authorization) number from vendor. Click here for more information.
The Difference Between The Ship to Address and the Delivery Address
The ship to address on a PO is for the vendor to ship to the university. The Deliver to address is pertinent for the PC and CR departments internal processing. Click here for more information.
What is the Parking Services Office?The parking services office issues parking permits. We do not issue citations, remove parking boots, or review citation appeals. For more parking related information click here.
Can I request a hang tag online?Yes! Visit here to request your permit online.Can I have my permit mailed to me?Yes! Request the mailing option when applying for a permit.Where Do I Pick Up My Parking Hang Tag?
The Parking Services Office is located in the lobby of the Administration Building.
Which Wolfmart form do I use?
• Non-Catalog Form : For commodities not in the punch out catalog. Use the blue link at the top of the Wolfmart home page under “GO TO”.
• Service Request Form: For repairs, maintenance agreements, printing, software agreements, and anything involving labor.
• Blanket Order Request Form: When purchasing commodities provided over a specific period of time for contracted or established quantity/pricing. All Blanket Order requests will be reviewed in Procurement.
• Single/Sole Source Form: When competition would otherwise be required, but is not feasible due to the sole source, single source, or emergency nature of a commodity. Do not use this for Service Single/Sole Source Procurements: use the Service Request Form instead.
How can I order food?
Catered Food: All catered food requires a purchase order in advance of the event. When planning an event, please provide documents to support these three questions:
• WHAT ? Written quotation from vendor
• WHO ? List of invitees/attendees
• WHY ? Justification/Description of Event
Review and confirm you are within the allowable daily meal rates per person:
Breakfast: $ 14.00 Lunch: $ 25.00 Dinner: $ 57.00
Food can be ordered using either State or IDC funds. Food can be ordered for events with outside guests, students or when recruiting employees. Food/beverages may not be ordered by faculty and staff when they are engaged in routine University business. Click here for more information.
What travel expenses are reimbursable?
Transportation: Airfare, Train, Rental Car, Mileage, Bus, Taxi, Subway, Car Service
MIscellaneous: Parking, Tolls, Internet for Business, Business Calls, Baggage Fees, Registration Fees
Foreign: Passport Fees, Visa Fees, Foreign Exchange Fees
Meals (lunch is not included)
For more travel information, click here.
Project Sunlight, an important component of the Public Integrity Reform Act of 2011, is an on-line database that provides the public with an opportunity to see what entities and individuals are interacting with government decision-makers. For the text of the law, see Chapter 399 Part A, § 4 of the Laws of 2011. For more information, click here.
MWBE Important Information
It is the University's policy to take affirmative action to ensure that New York State certified minority and women - owned business enterprises (M/WBEs) are given the opportunity to provide the University with commodities and services at competitive prices .
NYS, the Governor's Office and the SUNY Board of Trustees expects 30% of all purchases to be made with certified NYS Minority and Women owned businesses (MWBE's), 15% MBE, 15% WBE
All personnel purchasing for their departments are to search the Department of Economic Development's MWBE directory and encouraged to make their procurement with a certified NYS MWBE. Click here for more information.
Removing Equipment from Stony Brook University
Before removing equipment from the university if looking to transfer items please contact the Property Control office as it may or may not be allowable 632-6306 or Property_Control@stonybrook.edu. State funded equipment is non-transferrable except to another SUNY or State Municipality if approved by the Albany Office of General Services. Research Foundation funded equipment requires the approval of the Office of Grants Management. These types of requests should have a surplus/transfer form submitted to the Property Control office once the proper approvals are given. Click here for more information.
What Equipment Needs to be Reported?
The Thresholds for reporting are $500.00 and above for computers, monitors, printers, fax machines, televisions, refrigerators, electronics, and etc. For the remainder of equipment it is $1500 and above for all State, IFR, LISVH, and RF funds.
• $2000 and above for donations to the University.
• $5000 and above for all software purchases.
Click here for more information.
Receiving New Equipment
When receiving your equipment please look for the SUSB703 “Property Control System” Form. This is a yellow form to be completed by the department. It is important that the manufacturer, model, serial, department, building, room, and floor sections are accurate and complete on the form. The form should be returned to Property Control at Z=6550. Click here for more information.
Removing Items from Your Area
If needing items removed from your area a surplus/transfer form will need to be submitted to the Property Control office. It is necessary to complete the Present Location section (please include your department account number). There is no charge but the account number is used to verify the department head signature on the form. Items that may be considered hazardous will need EHS approval before we are able to pick up (Biological, Radiation, Chemical, and Batteries) EHS will need to complete the servicing section on the form. For items containing refrigerant (Fridges, Freezers, Air Conditioners, refrigerated centrifuges, etc.) the refrigerant will need to be removed and the CFC section completed on the form or a receipt of service provided. Click here for more information.
University Owned Equipment
University owned equipment is not allowed to be donated to another entity due to NYS laws and regulations. The only way items can be donated is through the NYS CREATE Program. The CREATE program is for the donation of computers for schools in need that have signed up for the program. Computer equipment donated in this way still needs to go through the surplus process and is at the discretion of OGS in Albany if it can be donated in this way. Click here for more information.