 Category:
Financial
Student Affairs Responsible Office:
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Policy Title:
Fees, Rentals, and Other Charges
Document Number:
7804
Effective Date:
December 12, 2003
This policy item applies to:
State-Operated Campuses
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This policy outlines State University of New York (University) fees, rentals and other charges as established by the University Board of Trustees, the chancellor or designee, and campus administration.
Fees, Rentals, and Other Charges
There are three levels of authority for establishing University charges: the State University of New York (University) Board of Trustees; the chancellor or designee; and each campus administration.
Board of Trustees Authorized Fees and Charges
I. The Board of Trustees establishes charges subject to certain statutory limitations and approves other University-wide fees that are to be paid by students as a condition of attendance. The Board's authorization may take the form of imposing a fee, with or without a ceiling level, requiring either a University-wide charge to be established or individual campus rates to be approved by the chancellor or designee. The Board has established charges and fees regarding:
A. Tuition
B. Student Activity Fees
C. Health Insurance Fee for International Exchange, Research and Study Programs
1. The following guidelines are provided for billing and collecting the health insurance fee:
a. Campuses shall develop appropriate procedures to ensure that all participants in University programs of international exchange, research and study are to be billed the health insurance fee for each semester of participation, or any part thereof. Those participating only during the summer period will be required to pay a prorated fee for insurance coverage. Campuses with enrollment periods different from a semester system will adjust the fee and billing process accordingly. Annual notification of changes in this fee will be made by the Office of the vice chancellor for finance and business.
b. The campus shall collect from each participant the health insurance fee and deposit in a timely manner the receipts of such fee into an Income Fund Reimbursable (IFR) account established for this program.
c. Upon receipt and verification of an invoice from the insurance carrier, the campus will voucher from the established Income Fund Reimbursable account, the cost for the health insurance coverage provided.
d. No exemption from the health insurance fee shall be allowed except for participants presenting evidence of a religious objection or those individuals for whom comparable coverage has been obtained through an exchange agreement, an employment benefit or foreign government sponsorship.
Each campus will require an admission deposit in accordance with the rate schedule as provided under Pre-Admission Deposits – Undergraduate Program and Deposits - Pre-admissions - Graduate Program.
II. The Board of Trustees adopted fee policy guidelines that provided guidance with respect to fee approval and the level and degree of communication, participation and involvement in the fee setting process by all campus constituencies.
A. Broad-based fees are generally charged to all enrolled students to finance discrete activities that benefit the student body, excluding those activities that are part of the core instructional program. Broad-based fees include but are not limited to the College Fee, Student Health Services Fee, Intercollegiate Athletics Fee, and the Technology Fee.
B. All new or increased broad-based fees require the approval of the university vice chancellor for finance and business. Any new broad-based fee requests must explicitly state the purpose of the fee and the campus must assure that the moneys generated from the fee are used solely for such purpose.
C. Broad-based fee increases must be sensitive to student financial access. Annual broad-based fee increases should be no greater than the Higher Education Price Index. If a campus’ total broad-based fees are significantly below the current system-wide average of broad-based fees, or there is a compelling case for a greater increase, a higher increase may be considered. However, a compelling case must be presented as justification for a higher increase.
D. Each campus must adopt a comprehensive broad-based fee policy that ensures student involvement in the decision-making process, adequate communication of fee actions, provides circumstances for fee waivers and refunds, and addresses part-time non-traditional, and off-site students fairly. Campus broad-based fee policy documents must be filed with the university vice chancellor for finance and business to be used for “Best Practices,” especially with regard to student consultation.
E. Student bills may reflect a single comprehensive fee that “bundles” some or all of the broad-based fees but a notice that delineates individual component fees must accompany the billing.
F. College Fee
G. Student Health Services Fee
1. The campus president at each state-operated campus that operates student health services shall establish a health services fee with the approval of the chancellor or designee.
2. When approved, the fee shall be assessed upon all students enrolled in undergraduate and graduate programs at the campus. A pro-rata portion shall be paid by part-time students. The campus president shall identify categories of students who may be exempted from the fee if their courses of study do not permit access to the student health services available on campus.
3. The mandatory health services fee revenue should be directed to health, counseling and prevention services and related programs. In developing the Student Health Services budget, the campus should consider all revenue sources including student health services fee revenue, state tax support, third party reimbursement and approved charges.
H. Intercollegiate Athletics Fee
1. The Board of Trustees has established a general administrative structure for the operation of a campus Intercollegiate Athletics Program under the auspices of the Income Fund Reimbursable program.
2. Revenue in support of the intercollegiate athletics program may be assigned from state appropriations, from private donations, from the student activity fee, from an intercollegiate athletics fee and from funds generated by activities directly related to the intercollegiate athletics program.
3. The University Board of Trustees amended the tuition and fee schedules to provide for an intercollegiate athletic fee option for each of the state-operated campuses.
4. The Board's establishment of an intercollegiate athletics fee is intended to increase stability in the funding of intercollegiate athletics.
a. The request to establish an intercollegiate athletics fee shall be made in two stages by the campus president to the chancellor. The first stage requires the campus president to submit a proposal, which details the consultative process to be utilized on campus and presents the general campus plan that will govern the preparation of the final intercollegiate athletics fee request. The second stage is the submission of the actual results of the consultative process and the official request to establish the fee.
b. The following guidelines are provided for establishing an intercollegiate athletics fee:
i. Plan for Implementing an Athletics Fee
1. Campuses are authorized to establish a technology fee as part of a comprehensive funding plan to build and maintain an infrastructure that offers students the highest quality learning environment.
2. Revenue generated from the fee must be used to address specific technology needs such as computing and information technology (i.e., smart classrooms, distance learning offerings, high-speed internet connection), library automation, remote network access, public computing sites and student services automation (i.e., registration, billing).
I. The University Board of Trustees authorized the chancellor or designee to establish a schedule of reasonable fines, fees, deposits and charges in accordance with guidelines issued by the Trustees. The fees established at this level of authority may take two forms.
A. The first form is mandated fees with set amounts to be assessed by all campuses due to a student's action or inaction (i.e., undergraduate application fee, late registration fee, returned check charge, etc.).
B. The second form of fee approval is a campus specific fee requiring submission of documentation and justification of the need for the charges and the disposition of the funds accruing from the fee. Examples of fee requests in this category which have been granted approval by the chancellor's designee are mandatory orientation fees, placement service fees and academic course fees where the student retains an end product of the coursework (i.e., sculpture, ceramics, photography) or where a special service is provided (music instrument rental, dental instrumentation). Fees established for credit by evaluation activities require the vice chancellor for finance and business approval in accordance with the Award of Academic Credit by Evaluation policy.
II. The chancellor, or designee, has been authorized to establish a schedule of reasonable fines, fees, deposits or charges for:
A. General DepositsThere shall be no general deposits assessed to all students for the purpose of establishing a fund against which to charge for damages or replacement of equipment or facilities. Assessments for such damage should be made directly against the responsible individual when such damage occurs or, if authorized and the damage occurs in the common areas of residence halls, using a Common Area Damage Repair Fee.
B. General University Revenue Items
The following fees and charges shall be deposited into the State University Income Fund. (Refer to the Accounting Codes Manual for the proper revenue classifications.)
1. Admissions Application Fee
a. Undergraduate Level
i. For applications submitted through the University common application program of the Application Processing Center:
a) Applicants to the Educational Opportunity Program (EOP). If a campus determines that such an applicant is not eligible for EOP, APC will bill the applicant.
b) New York State residents transferring directly to a four-year college from a two-year public college in New York State (with an Associate degree from the college).
c) Applicants applying for the last year or last two years of study in a cooperative program (one-plus-one program, dual-enrollment programs, 3/2 engineering programs, etc.).
d) Students not academically eligible for EOP who are economically needy as defined by EOP economic guidelines.
ii. Applicants for undergraduate programs that are not processed through the Application Processing Center:
b. Graduate Level
i. Campuses are required to charge a fee to applicants applying for acceptance into a graduate program leading to a Master's, Doctoral or equivalent degree.
ii. The maximum amount for the graduate application fee is set by system administration with campuses granted the flexibility to select a rate up to the established maximum. This flexibility also includes the ability to assign variable graduate application fees based on the academic program.
iii. The maximum graduate application fee is $100.
iv. The fee is charged for the services provided by the campus in processing the application. Payment of the fee is not contingent on any action or decision a campus may render on an application; or a subsequent decision by an applicant to withdraw an application.
v. All applicants are required to pay this fee EXCEPT:
vi. Refer to C (12), Admissions Application Fee, in this section for the campus-funded portion of this fee.
c. Professional Level
i. Campuses are required to charge a fee to applicants applying for acceptance into a graduate program in Medicine, Dentistry, Optometry, Pharmacy, Physical Therapy and Law.
ii. The maximum amount for the professional application fee is set by system administration with campuses granted the flexibility to select a rate up to the established maximum. This flexibility also includes the ability to assign variable professional application fees based on the academic program.
iii. The maximum professional application fee is $125.
iv. This fee is charged for the services provided by the campus in processing the application. Payment of the fee is not contingent on any action or decision a campus may render on an application; or subsequent decision by an applicant to withdraw an application.
v. All applicants are required to pay this fee EXCEPT:
vi. Refer to paragraph C (12), Admissions Application Fee, in this section for the campus-funded portion of this fee.
a. Campuses are required to define late registration.
b. A fee of $40 will be charged for late registration.
c. This fee is subject to waiver in exceptional circumstances.
d. Refer to paragraph C (6), Late Registration Fee, in this section for the campus-funded portion of this fee.
a. Campuses are required to define a drop/add period.
b. A $20 fee will be charged for each drop/add transaction occurring after the defined period has ended.
c. This fee is assessed for the additional workload the drop/add activity creates in the registrar, bursar and student accounts area.
d. Refer to paragraph C (7), Drop/Add Fee, in this section for the campus-funded portion of this fee.
a. Each campus may levy a service charge of $20 for checks that are returned unpaid by the bank against which they are drawn.
b. Refer to paragraph C (8), Returned Check Charge, in this section for the campus-funded portion of this fee.
5. Administrative and Late Payment Fees
a. Administrative fees may be assessed for debts where the payment due date was prior to the start of the semester and payment was not received by that date.
b. Late payment fees may be assessed for debts where the payment due date was the start of the semester or after and the payment was not received by that date. In the case of an item billed after the first day of the semester, late payment fees may be assessed for outstanding balances not paid in full on or before 30 days after the charge has been placed on the students account. In the case of a time payment plan, a late payment fee can be assessed for outstanding balances not paid in full on the time payment plan due date.
c. The total administrative fees and late payment fees combined cannot exceed four per semester per account.
d. New York State Finance Law §18 authorizes state agencies to impose interest/late payment and collection fees on past-due debts; however, no debtor of the University may be charged an interest/late payment fee or collection fees by the University or its collection agents without receiving proper notification. Appendix A is an example of proper notification language under Section 18 of the New York State Finance Law, as provided by the office of the attorney general (OAG). This notification should be included with the billing invoice or notice.
e. Refer to Billings, Refunds, Collection, and Write-offs Policy for Tuition, Fees, and Other Charges, section III. Collection of Delinquent Accounts (Fiscal) for additional information.
f. Refer to paragraph C (9), Administrative and Late Payment Fee, in this section for the campus-funded portion of this fee.
a. Inform the debtor that the University may assess collection fee charges in accordance with university policy and fee structure for the cost of processing, handling, and collecting of such debt, if payment is not received within 90 days after the first day of the semester, or other appropriate payment due date.
b. A collection fee may be assessed 90 days after the first day of the semester for outstanding balances not paid in full on or before the first day of the semester. In the case of an item billed after the first day of the semester, a collection fee may be assessed for outstanding balances not paid in full on or before 90 days after the charge has been placed on the students account. In the case of a missed payment in a time payment plan, a collection fee may be assessed for outstanding balance not paid in full 90 days after the missed payment.
c. A collection fee may be assessed but must not exceed 22% of the outstanding debt (principal and late payment fee) and must not exceed the estimated cost of processing, handling, and collecting such debt.
d. New York State Finance Law §18 authorizes state agencies to impose interest/late payment and collection fees on past-due debts; however, no debtor of the University may be charged an interest/late payment fee or collection fees by the University or its collection agents without receiving proper notification. Appendix A is an example of proper notification language under Section 18 of the New York State Finance Law, as provided by the OAG. This notification should be included with the billing invoice or notice.
e. Refer to Billings, Refunds, Collection, and Write-offs Policy for Tuition, Fees, and Other Charges, section III. Collection of Delinquent Accounts (Fiscal) for additional information.
f. Refer to paragraph C (10), Collection Fee, in this section for the campus funded portion of this fee.
a. Campuses have the option to charge on a per transcript basis or to charge all students on a per semester basis.
b. A fee of $5 will be charged for each transcript if a per transcript basis is adopted.
c. Charging on a per semester basis guarantees students unlimited lifetime transcripts. A cap of $5 per semester is imposed in addition to a $60 lifetime transcript fee cap per student. The vice chancellor for finance and business establishes the semester fee cap.
d. If assessment is on a per semester basis, the academic transcript fee must be reported as a broad-based fee and as such is subject to the University Board of Trustees fee policy governing broad-based fees including student consultation.
e. Refer to paragraph C (11), Academic Transcript Fee, in this section for the campus funded portion of this fee.
The following fees and charges are authorized and may be funded through an IFR item or by a non-state agency (e.g. Auxiliary Services Corporation, The Faculty-Student Association) in those instances where the services for which the charge is made are provided by such agency.
1. Credit-bearing Academic Course Fees - Reasonable and actual costs may be charged for special course supplies and materials where the student retains an end product from the coursework (i.e., sculpture, ceramics). A fee may also be charged in courses where a special service is provided (i.e., music instrument rental) or that entail extraordinary costs (i.e., dental instrumentation)
2. Administratively Cancelled Registration Fee – Campuses may establish a fee to be assessed to students who do not attend classes and fail to appropriately cancel their registration. The amount of the fee must represent the administrative cost, which can be documented, of identifying such students, canceling their registration and tuition and fee charges and assessing the administratively cancelled registration fee.
a. The fee is in lieu of the University’s established tuition liability (see Billings, Refunds, Collection, and Write-offs Policy for Tuition, Fees, and Other Charges) only in circumstances where it can be demonstrated that students did not attend any classes or avail themselves of any campus services.
b. Campuses should attempt to identify as early as possible students who are not in attendance in order to make available these class slots to other students.
c. Campus publications and billings should give adequate notice of the circumstances for imposition of the fee and the prescribed method for canceling registration.
d. The fee is to be set at a level commensurate with the administrative costs incurred by the campus in the identification of the students subject to the fee and the de-registration process. In no case should the fee exceed the tuition liability a student would otherwise be subject to (i.e., a part-time student’s credit hour tuition). Justification for the fee amount must accompany the request to the vice chancellor for finance and business for fee approval.
e. The fee shall not be made available to the debtor once the OAG has instituted a legal action to collect the debt. For an account that has been referred to the OAG, the University will not make such an option available to the debtor unless and until the University has confirmed with the OAG that no legal action has been instituted.
3. Course Auditor Fees - A registration fee of $50 may be charged to individuals attending courses as auditors. In addition, penalty fees, such as late registration and library fines may be charged to course auditors. A registration fee is not to be assessed to course auditors otherwise enrolled as a student in the University. (For additional information, see Tuition Waiver for Course Auditors.)
4. Mandatory Orientation Program Charges - Reasonable and actual program costs may be charged in addition to food and lodging for MANDATORY programs. (For Optional Orientation Programs refer to the Campus Authorized Fees section, #6).
5. Placement Service Fees
a. Students - Actual and reasonable costs for all supplies and materials may be charged to each student utilizing the Placement Service. There should be no charge made to students for advisement and referrals.
b. Alumni - Actual and reasonable costs for materials, labor and overhead may be charged to Alumni utilizing the Placement Service.
6. Late Registration Fee
a. Campuses may utilize $20 of each $40 late registration fee.
b. The campus portion of this fee ($20/$40 late registration) will be transferred to an IFR account approved for such purpose.
7. Drop/Add Fee
a. Campuses may utilize $10 of each $20 drop/add transaction.
b. The campus portion of this fee ($10/$20 drop/add) will be transferred to an IFR account approved for such purpose.
8. Returned Check Charge
a. Campuses may utilize 50% of returned check charge revenue.
b. The campus portion of this fee will be transferred to an IFR account approved for such purpose.
9. Administrative and Late Payment Fees
a. Campuses may utilize 50% of the administrative fee and 50% of the late payment.
b. The campus portion of this fee will be transferred to an IFR account approved for such purpose.
10. Collection Fee
a. Campuses may utilize 100% of the collection fee revenue in an IFR account approved for such purpose.
11. Academic Transcript Fee
a. To offset the cost in producing/mailing transcripts, campuses may utilize 50% of academic transcript fee revenues.
b. The campus portion of this fee will be transferred to an IFR account approved for such purpose.
12. Admissions Application Fee
a. To preserve the revenue pledged to the University Income Fund, a campus's contribution to the Income Fund for graduate/professional application fee revenue will be defined in accordance with procedures established by the vice chancellor for finance and business. All graduate/professional application fee revenue beyond this designated amount will be retained by the campus to support the administrative costs associated with the processing of applications.
b. The campus portion of these fees will be transferred to an IFR account(s) approved for such purpose.
The University Board of Trustees has authorized campus presidents or designees to establish certain charges and fees at the campuses.
A. Campus Funded Items - Campus Authorized
The following fees and charges may be funded through an IFR item or by a non-state agency (e.g., Auxiliary Services Corporation, The Faculty Student Association) in those instances where the service for which the charge is made is provided by such agency.
1. Residence Hall Room Rentals - The University residence halls operate under the Income Fund Reimbursable system, which requires that all operating costs, fringe benefits and debt service costs of the residence halls be funded from income generated through the Residence Hall Income Fund Reimbursable. Each campus determines its room rates within system-wide guidelines. These rents shall be subject to approval by the chancellor or designee during the annual budget process. (For additional information, see Residence Hall Operations Under IFR Procedures.)
2. Residence Hall Telecommunications Charges - Each campus will be responsible for developing an equitable policy for recovering the costs of telecommunication services provided to the students in the residence halls. (For additional information, see Residence Hall Telecommunications Policy.)
3. Residence Hall Common Area Damage Repair Fee - Campuses are authorized to institute a dormitory common area damage repair fee for all students residing in University housing in accordance with the following guidelines:
a. The campus president of each state-operated campus operating student residential housing shall determine the amount of such fee, if any, based on the actual costs of repair and replacement that the campus has experienced for common area damage as defined below when the person or persons responsible cannot be identified.
b. A periodic review shall be conducted by the campus to reassess whether the fee is appropriate and to review the level of the fee. The maximum amount authorized shall not exceed $150.00 per student per academic year.
4. Common Area Damages are defined as the costs of repairs or replacements to the physical structure, fixtures, equipment and furnishings of common areas in state-operated residence halls which are reasonably determined to be caused by intentional, willful, malicious or negligent damage or destruction to said facilities, except for wear and tear.
5. Common areas are defined as all portions of state-operated residence halls generally accessible to the residents of a particular residence hall, exclusive of individual student rooms or suites and such areas as would be further specified by the campus president or designee, in consultation with the appropriate representative group of University housing residents.
a. Such fees shall be collected from all students residing in University housing and shall be deposited in the local depository bank account and transferred to the University Residence Hall Income Fund on a scheduled basis in conformance with the State Finance Law. A separate account within the University Residence Hall Income Fund -- DIFR General IFR -- Common Area Damage Repair Account (No. 900956) -- has been established to record the deposit made for this purpose. Accounts within the Fund may be designated by residence hall or other identifiable unit or subunit within each residence hall.
b. Upon discovering common area damage, the campus president or designee shall cause an investigation to be made into the cause of the damage by an appropriately representative group of student residents and/or staff and report to him/her within a reasonable time. If the responsible individual(s) cannot be ascertained within a reasonable time, the campus president or designee may charge the appropriate account within the common area damage repair account in an amount sufficient to cover the costs of repair or replacement. Assessments against the common area damage account shall be transferred from the common area damage repair account to a Residence Hall Income Fund Reimbursable Account established to provide the necessary allocation for the expenses of repair and/or replacement.
c. At the conclusion of the academic year or any designated term therein, the campus shall credit to students continuing in residence housing and refund to students departing from residence housing, their pro-rata shares of any balances remaining in the appropriate accounts. Refunds shall be paid directly from current balances in the local depository with a corresponding adjusting entry reflected on the next scheduled transfer of funds to the University Residence Hall Income Fund.
d. Campuses have the option of assessing students assigned to a specified common area for common area damage incurred when individuals responsible cannot be identified, in a post-billing process after such students are afforded due process. If the campus employs the post-damage billing methodology, notice describing the fee must be placed in appropriate campus publications and the housing license. An administrative appeal process must be established for students who challenge imposition of the dormitory common area damage repair fee against their account. This post-billing process negates the need for establishment of a residence hall common area damage repair fee and the deposit/refund process described in sections a through d above.
6. Board Plan Charges - Board rates are established through the annual budgetary process conducted by the campus administration or campus auxiliary services corporation for the food service operations.
7. Vehicle Registration/Parking Fees and Fines - The Council of each campus is authorized to adopt campus rules and regulations for parking and traffic, including the payment of fees for registration and parking and the assessment of fines for violation of campus regulations.
a. All such rules and regulations shall be submitted to the respective campus president or designee, or if directed by the Board of Trustees, to the Board of Trustees for approval.
b. Any registration fees and parking fees are further subject to the approval of the campus president or designee, or if directed by the Board of Trustees, by the Board of Trustees. Approval of fees shall be based upon a determination that the amount of the parking fees is substantially based on an analysis of the costs attributable to the operation and maintenance of the parking facilities owned and operated by the University.
c. Revenue from registration fees and parking fees or fines shall be deposited in the University Income Fund. Income Fund Reimbursable accounts shall be established to provide an allocation for expenses.
d. Campus traffic and parking rules, including the assessment of fees, do not become effective until rulemaking pursuant to the State Administrative Procedure Act culminates in publication in the State Register of the Notice of Adoption. Campus Counsel is responsible for the rulemaking process.
8. Optional Orientation Program Charges – Reasonable and actual costs may be charged for an orientation program if the program is optional and clearly announced as such.
9. Library Fees and Fines
a. Campuses are required to establish a schedule of library charges for overdue and lost material lent to students, faculty, staff and other authorized borrowers. Because of the several types of clientele using the university libraries, it is recommended that each campus form a committee composed of representatives of the various borrowing groups to recommend a library delinquency schedule. The objective of this committee should be to develop schedules which are both effective and equitable.
b. Revenue relating to library charges (except lost library material revenue) will be deposited into the University Income Fund - Library Revenue Classification - Number 12825.
c. Campuses may utilize 50% of library fine revenue (i.e., library overdue materials fines). The campus portion of these fines will be transferred to an IFR account approved for such purpose.
d. Campuses may utilize, through an approved IFR account, all of the revenue received for lost library materials.
10. Non-credit-bearing Instructional Program Fees - Instructional fees for non-credit-bearing instructional programs are to be established at a level to ensure that such programs are demonstrably self-supporting. The cost of direct expenses, fringe benefits and appropriate overhead expenses are to be offset by income.
11. Patient/Client-Care Charges - Campuses are authorized to establish patient and client-care charges for hospital and clinical services, including non-medical clinics, which are provided as an adjunct to instruction, research or public service and which are appropriate to the campus mission.
12. Voluntary Fees for Selected Student Health Services - Based on the principles and guidelines implemented in conjunction with University policy for the operation of student health services, campuses may establish reasonable charges for selected student health services. The following may be designated as fee supported services; allergy injection services, MMR and other required immunizations, physicals (athletic, travel-related), maintenance pharmaceuticals, including injectibles, expanded laboratory tests, dentistry services, physical therapy services and other specialized services and clinics.
13. Residence Hall Deposits
a. Residence Hall Deposits of up to $100 may be required from all University Housing residents if there is a reasonable and equitable procedure for assessing individual liability.
b. If such deposit is required, clear reference to it shall be included in the rental contract.
c. Monies received from residence hall deposits shall be placed in the local depository bank account and transferred to the State University Dormitory Income Fund on a scheduled basis in conformance with the State Finance Law. A separate account within the University Residence Hall Income Fund -- Residence Hall Damage Deposits (No. 900955) -- will be established to record the deposits made for this purpose.
d. Assessments against residence hall deposits shall be transferred from the Residence Hall Damage Deposit Account to a Dormitory Income Fund Reimbursable Account established to provide the necessary allocation for expenses.
e. Refunds of residence hall deposits shall be paid directly from current balances in the local depository, with a corresponding adjusting entry reflected on the next scheduled transfer of funds to the University Residence Hall Income Fund.
f. The University is not authorized or obligated to pay interest nor is the depositor authorized to require the payment of interest on residence hall damage deposits held by the University.
14. Equipment Deposits
a. Campuses may require refundable deposits as bonds against the return of specific items of borrowed equipment.
b. These deposits will be placed in the local depository bank account and transferred to the State University Income Fund on a scheduled basis in conformance with the State Finance Law. A separate account within the State University Income Fund -- Equipment Deposits -- will be established to record the deposits made for this purpose.
c. Forfeited deposits shall be transferred from the Equipment Deposit Account to an Income Fund Reimbursable Account established to provide an allocation for expenses.
d. Refunds of Equipment Deposits shall be paid directly from current balances in the local depository, with a corresponding adjusting entry reflected on the next scheduled transfer of funds to the State University Income Fund.
15. Identification Card Replacement Charges - Charges for replacement identification cards may be levied not to exceed actual and reasonable costs.
16. Diploma Cover Charge – Actual costs may be charged for diploma covers provided the covers are furnished at the option of the student.
17. Service Charges - Campuses are authorized to establish reasonable charges to students, faculty, staff, and, where appropriate on an ancillary basis, to other members of the public for access to campus services or facilities available on the campus but not normally or usually provided as a part of the campus's relationship to a student during instruction nor to an employee in the course of employment. Such services include, for example, towel service, linen services, locker rentals, printing and copying services, equipment rental and transportation services. Campuses are to assure they do not enter into direct and/or unfair competition with private business, that such services are a natural and immediate extension of existing services or facility usage, and that the primary purpose of such activity is to serve students, faculty and staff.
18. Entrance/Attendance Fees - Campuses may establish reasonable charges for entrance to or attendance at athletic events, creative or artistic performances, museums, art galleries, and similar activities appropriate to the campus mission.
19. Sponsoring Agency Charges - Campuses are authorized to establish charges for campus services or facilities provided to sponsoring agencies for grants, contracts, and other sponsored activities.
20. Internal Campus Charges - Campuses may establish reasonable charges for services provided by one campus unit to another campus unit.
Campuses must implement the schedule of fees, charges and deposits as follows:
1. For fees other than those designated as Board of Trustees authorized in section I and campus authorized in this section, paragraph A:
a. Where the procedures provide a mandatory and/or definite amount to be charged, no further action is required by each campus, e.g., undergraduate admissions application fee, late registration fee, drop/add fee, returned check charge, etc. No further action is required for establishment of graduate and professional application fees or a schedule of administrative and late payment fees but campuses must adhere to the stipulated fee caps.
2. For fees, charges and deposits that are not mandatory (e.g., academic course fees, administratively cancelled registration fee, placement fees) and orientation fees that are designated mandatory, the campus is required to request authorization to charge specific amounts as provided in the following:
a. Requests for fees, charges and deposits that must be approved by the chancellor or designee
i. The chancellor has authorized the vice chancellor for finance and business as the designee authorized to establish the schedules referred to above.
ii. Campus requests for fees, fines, deposits, etc. to be authorized should be sent to:
Vice Chancellor for Finance and Business
State University of New York
State University Plaza
Albany, New York 12246
C. Fees designated as campus authorized may be established with the approval of the campus president and do not require prior approval of the vice chancellor for finance and business. Schedules of such charges are to be maintained by each campus and provided to system administration upon request. Such schedules of charges are subject to modification by the vice chancellor for finance and business and governed by the University policies and guidelines.
There are no definitions relevant to this policy.
Award of Academic Credit by Evaluation
College Fee
Deposits - Pre-admissions - Graduate Program
Pre-Admission Deposits - Undergraduate Program
Intercollegiate Athletics
Student Activity Fees - Mandatory
Student Health Services
Tuition, Fees, and Other Charges - Definitions
Tuition Schedule
Waiver - Tuition for Course Auditors
Educational Opportunity Program
Division of the Budget, Budget Policy and Reporting Manual - Guidelines for Accounts Receivable Management and Collection - Section K-034
Memorandum of Understanding between the Office of the Attorney General and the State University of New York, July 27, 2004.
Accounting Codes Manual
Health Insurance Coverage for International Exchange, Research & Study Programs
Intercollegiate Athletics, Fiscal & Accounting Procedures
Student Activity Fee Programs - Mandatory, Fiscal and Accounting Procedures for
There are no forms relevant to this policy.
The following links to FindLaw's New York State Laws are provided for users' convenience; it is not the official site for the State of
Education Law §360 (Powers to regulate traffic on university grounds)
New York State Finance Law §18 (Interest and collection fees assessed on debts owed to the state)
State Administrative Procedure Act
In case of questions, readers are advised to refer to the New York State Legislature site for the menu of New York State Consolidated.
Tuition, Fees and Charges (8 NYCRR 302)
Board of Trustees Policies Vehicle and Pedestrian Traffic-Parking Regulations (8 NYCRR Part 560)
Chapter 55 of the NYS Laws of 1992
State University of New York Board of Trustees Resolution 01-12, adopted January 23, 2001.
State University of New York Board of Trustees Resolution 98-86, adopted June 22, 1998 removed the ceiling on Inter-collegiate Athletic fees at state-operated campuses.
State University of New York Board of Trustees Resolution 96-172, adopted October 24, 1996 established mandatory health service program for full-time students.
State University of New York Board of Trustees Resolution 96-171, adopted October 24, 1996 amended the ceiling on Inter-collegiate Athletic fees at state-operated campuses.
State University of New York Board of Trustees Resolution 93-263, adopted December 14, 1993 amended the Inter-collegiate Athletic and mandatory Student Health fees at state-operated campuses.
State University of New York Board of Trustees Resolution 91-97, adopted June 13, 1991 amended SUNY regulations 302.1 (Tuition and Charges).
State University of New York Board of Trustees Resolution 91-15, adopted January 23, 1991 established mandatory Student Health fee at state-operated campuses.
State University of New York Board of Trustees Resolution 90-156, adopted September 27, 1990 authorized the implementation of Student Health Service committee recommendations.
State University of New York Board of Trustees Resolution 90-14, adopted January 22, 1990 amended SUNY regulations 560 (Vehicle and Pedestrian Traffic and Parking Regulations).
State University of New York Board of Trustees Resolution 89-151, adopted August 2, 1989 authorized the chancellor to promulgate guidelines for parking fee program at state operated campuses.
State University of New York Board of Trustees Resolution 88-219, adopted October 25, 1988 amended the Tuition and Fee schedule.
State University of New York Board of Trustees Resolution 88-79, adopted May 24, 1988 authorized the establishment of Inter-collegiate Athletic fee.
State University of New York Board of Trustees Resolution 86-104, adopted May 27, 1986 authorized upgrade of budget for Inter-collegiate Athletics.
State University of New York Board of Trustees Resolution 85-150, adopted June 25, 1985 requires that health insurance coverage be consistent with federal requirements and the cost of such insurance be borne by participants through the imposition of a mandatory fee.
State University of New York Board of Trustees Resolution 84-107, adopted May 22, 1984 authorized the chancellor to promulgate guidelines governing the for establishment of a dormitory common area damage fee.
State University of New York Board of Trustees Resolution 81-18, adopted February 11, 1981 authorized the chancellor to revise tuition and fee schedule for 1981-82.
State University of New York Board of Trustees Resolution 72-186, adopted August 17, 1972 approved the Traffic and Parking regulations.
State University of New York Board of Trustees Resolution 71-188, adopted June 30, 1971 authorized the chancellor to increase the Admission Application fee.
Appendix A - Example of Section 18 Notification Language