Procedures Manual

Financial Procedures Manual: Introduction

The purpose of the State University of New York at Albany Financial Procedures Manual is to provide persons who administer State Purpose and/or Income Fund Reimbursable accounts with a reference source for processes and procedures associated with those funds. This manual is to be used as a guide to determine the established policies and procedures associated with the University's fiscal transactions and should address the majority of questions raised by persons administering the funds. However, as with any large, complex organization, there are times when specific transactions require extra-ordinary processing. In those cases or when the standard processes do not appear to address a particular situation, the Accounting or Purchasing Offices should be contacted to determine the most appropriate way to meet those specific needs.

  1. Introduction
    1. Commonly Used Terms
    2. Frequently Used Acronyms
    3. Summary of Fiscal Controls
  2. Receiving and Payment
    1. Receiving & Payment Process
    2. Timely Vendor Payment
    3. Non Procurement Payment
    4. Bookstore & Computer Store Purchases
    5. Confirming Purchases
    6. Alterations
    7. Contract Liquidation
    8. Reimbursements for Lunches & Receptions
    9. Sub-Object Codes
    10. Honorariums & Independent Contractors
    11. Moving Expense Reimbursement
    12. MOU Execution
  3. IFR Billing and Collections
    1. Contracting to Provide Goods or Services
    2. Billing and Collection Controls
    3. Project Collections
    4. Deposit of Project Collections
    5. Change Funds
    6. Returned IFR Checks
    7. Adjustments to Billed Amounts
    8. Reconciliation
    9. Other Procedures
  4. Account Management
    1. Allocation Transfer
    2. Expenditure Transfer
    3. Internal Control Program
  5. Accounting Reports

The manual represents the contributions and cooperative efforts of many staff members as well as colleagues in offices across the campus who read drafts, asked questions, and offered suggestions.

Readers' comments on the usefulness of this manual, as well as suggestions for future changes or additions, are welcome. Send comments to Pamela Balasco.