Uniform Revenue Accounting System (URAS) Manual

Campuses of the State University of New York (University) use the uniform revenue accounting system (URAS). The standard system consists of the following prescribed accounting components:

1. Standard Chart of Accounts

The uniform campus accounts are maintained in a general ledger, which at the option of each campus, may vary in form and may be maintained by either automated or manual procedures. Refer to the general ledger uniform revenue accounting system (URAS) collection module for more specifics on how the automated posting to the general ledger works.

2. Standard Journal Entries

The revenue transactions of each unit are summarized periodically in a uniform double-entry format and are posted to the general ledger accounts.

3. Cash Journals

Cash receipts and disbursement journals are required for each revenue distribution cycle. The journals must be in a format that will provide the account summaries required for the preparation of standard journal entries no. 7 and no. 11. At the option of each campus, the journals may contain either individual cash transactions or summaries from other sources and may be either computer generated or manually posted.

4. Reports and Reconciliations

Periodic reports and account reconciliations, prepared from the uniform accounts, are required by system administration, the Office of the State Comptroller (OSC), and by the Division of the Budget (DOB).

URAS does not include the definition of procedures and detailed accounting records, which are required to maintain the uniform accounts. Therefore, each campus is required to develop or modify procedures for billing of student charges, maintenance of student accounts receivable, processing of cash receipts and disbursements, and other revenue related processes which will provide the accounting data required by URAS. Each campus is also responsible for developing and maintaining internal control procedures related to URAS. Although the development of these procedures is delegated to the campuses, the procedures used must comply with the published rules and regulations of OSC.

GENERAL OBJECTIVES AND CONCEPTS

Several objectives have been defined for URAS:

Creates uniformity in the accounting for revenues. Such uniformity makes possible the preparation of standard reports to system administration, allow for comparability of revenue data among the campuses, and simplifies the audit procedures for the University, OSC, and independent auditors contracted by the University.
Provides account classifications from which revenue reports can be prepared which are meaningful to campus officials. The accounts also provide data for the determination of revenue projections for budgetary purposes.
Provides account classifications that will allow cash receipts analyses required for revenue transfers (AC1370) process, which is used to distribute revenue collections on a regular basis.
Coordinates in a single, logical system, the requirements of both the University and the state for revenue accounting.
Creates a systematic accounting process that conforms to generally accepted accounting principles and provides a basis for effective financial management and control by campus officials.

ACCOUNTING CONCEPTS AND PRINCIPLES

The accounting processes documented in the following sections incorporate a number of accounting concepts and principles to properly maintain and process the related transactions.

URAS Funds

The University uses the following funds to carry out the financial aspects of its activities:

(a) State University Income Fund Offset (SUIFO)

Includes tuition and student fees remitted to the state and interest earnings and other pooled revenue.

URAS fund – CU11
OSC fund – 34512

(b) State University Income Fund Reimbursable (SUIFR)

Includes self-supporting programs that provide services for students, clients, and others who are charged fees for such service. Included are recovery costs from agencies or organizations using University property or services, noncredit continuing education programs, health services, technology services, parking, and intercollegiate athletics, etc.

URAS fund – CU10

OSC fund – 34510

(c) State University Tuition Reimbursement (SUTRA)

Includes self-supporting programs funded from tuition revenue related to overseas programs, contract and off-campus instructional programs, summer session, and enrollment overflow.

URAS fund – CU17

OSC fund – 34547

(d) Dormitory Operations (DIFR-OP)

Includes residence hall programs funded from room rentals, guest rentals, and interest earnings.

URAS fund – CU30

OSC fund – 33000/33947

(e) Dormitory Income Fund Reimbursable (DIFR-IFR)

Includes self-supporting programs funded from user fees for residence hall and common area damages.

URAS fund – CU47

OSC fund – 33947

(f) Hospital Operations (HIFR-OP)Includes revenues generated by hospitals from patient care and other services.

URAS fund – CU22 / CU82 / CU83

OSC fund – 34522

(g) Hospital Income Fund Reimbursable (HIFR-IFR)

Includes self-supporting programs that provide hospital and clinical services for students, clients, and others who are charged fees for such services.

URAS fund – CU46

OSC fund – 34546

(h) Collection Fund (Collection)

Includes cash, undistributed receipts, and unremitted collections. Transactions include OSC transfers to/from local depository, financial aid vouchers, revenue transfers (distributions), and transfers to/from other state agencies. Transactions are summarized on monthly UAR615 report.

URAS fund – CU44

OSC fund – 344xx (campus agency code specific)

(i) Other

Includes food service and other auxiliary services corporation activities.

URAS fund – Other

Double-entry Accounting

URAS is structured in accordance with double-entry accounting principles. The general ledger accounts are posted from journal entries and, at any point in time, a trial balance of account balances can be produced with total debit balances equal to total credit balances. Any out of balance conditions must be promptly investigated and corrected.

Accrual-basis Revenue Accounts

Revenues are recognized in the accounting period when earned. For each academic term registration, billing statements are prepared entailing charges to each registering student. The bills are analyzed and summarized for the preparation of standard journal entry no. 1, which debits student receivables and credits the revenue accounts. (Note: deferred revenue accounts should be used for the summer and fall terms if the campus bills prior to July 1 and the revenue will be recognized in the following year.)

A subsidiary accounts receivable ledger must be maintained containing an account for each student. The records should be designed so as to provide the subsidiary classifications that are contained in the general ledger accounts. The subsidiary accounts receivable ledgers should always agree with the URAS control accounts (i.e., nos. 1300 through 1589, and 1700 through 1789).

Cash-basis Collection Accounting

To provide for the requirements of state finance law, URAS contains nominal collection accounts maintained on a cash basis. These accounts are classified by specific funds with subsidiary accounts corresponding to each revenue classification required for distribution.

Tuition Assistance Program (TAP) and State University Supplemental Tuition Award (SUSTA) collections should be applied against tuition receivables, except where tuition has already been covered by other payments.

Cash receipt and disbursement journals are maintained for each reporting period. When the journals are closed and posted to the accrual basis accounts, corresponding cash basis entries will be made to recognize the liability to other funds for the net cash amounts collected. Standard journal entries are provided for cash receipts (journal entry no. 9) which debit the collection accounts and credit liability accounts for unremitted collections. Cash disbursements (journal entry no. 12) other than the remittance of monies to other funds, require a contra-journal entry that credits the collection accounts and debits the unremitted collections accounts to reduce those liabilities. The net amounts of the cash entries for each reporting period are then distributed to the respective state or other funds within the following 15-day period. (Note: this process differs for more modern automated accounting systems, but the underling concept summarizing, reporting and distributing revenue remains the same.)

Student Revenue Accounts

The revenue accounts for student charges are posted with the gross amounts of earned revenues before any credits for waivers of tuition or other charges. Separate offset accounts are used to record the amounts of waived charges.

For any academic term, each account that contains revenues related to student registrations should reconcile with the amount of earned revenue determined by multiplying enrollment statistics by the standard rates charged by the campus.

Timely Deposit of Cash Receipts

Cash receipts are posted to the cash receipts journal and deposited in the local depository on the date of receipt. The analysis of the collections of student tuition and fees receivable are generally not completed before the journal is posted. Therefore, a suspense account, undistributed receipts, is provided for the journal posting.

For each reporting period, the total amount of undistributed receipts must be analyzed and applied to the proper accounts via journal entries so that the remittance of the collections to the state treasury may be made in compliance with the state finance law.

Cash Refunds to Students

All credits to students resulting from registration changes, tuition waivers, scholarship or financial aid awards, etc., must be initially recorded in the revenue and student receivable accounts to correctly maintain those accounting records. Refunds shall be made only on the basis of credit balances in the receivable accounts after auditing those balances.

A liability account, “refunds due to students,” is provided for the control of cash disbursements to students, and all such disbursements should be made from that account. A systematic refund sequence should be established, which would consist of the following steps:
- a periodic analysis of student accounts to identify credit balances;
- audit of the balances to determine the amount to be refunded;
- a journal entry (refer to journal entry no. 5) to transfer the total of the audited amounts to the liability account;
- concurrent preparation of checks to be disbursed from local bank accounts, with a corresponding entry to the cash disbursement journal; and
- preparation of a voucher for the amounts to be disbursed from the state treasury and a corresponding journal entry (refer to journal entry no. 13) to reduce the liability account.

UNIFORM CHART OF ACCOUNTS FOR URAS

A standard, four-digit code is used to classify the accounts. The first digit identifies the major groupings of accounts, as follows:

1000-1999	Assets
2000-2999	Liabilities and Fund Balance
3000-3999	Revenues (Accrual basis)
4000-4999	Non-revenue Receipts (Accrual basis)
5000-5999	Collections (Cash basis)
6000-6999	Transfers
7000-9999	Unused for Revenue Accounting

The second digit is used for subsidiary classifications within the major groups. The third and fourth digits identify the individual accounts.

The account coding is flexible so that each campus may add accounts as required to accommodate transactions that are unique to the campus. Each campus may add sub-accounts at its discretion. However, sub-accounts must be "rolled up" into their major account classification prior to submitting URAS reports. The office of the university controller must first approve additional accounts added by campuses, which are not designated in the chart of accounts. Each account will be added to the new URAS on-line module. All requests must be submitted in writing.

ACCOUNT DESCRIPTIONS

1100 Cash

Cash on hand, in the local depositories, or in the collection fund at the state treasury. Subsidiary accounts will be maintained for each bank account and imprest fund. Petty cash advances received from OSC should be recorded in account no. 1150.

1300 - 1700 Accounts Receivable

Accounts receivable accounts for charges billed to students are included by major category. These subsidiary accounts are provided for the analysis of cash collections, which is required for “due to” and "collection” account entries and revenue distributions.

A subsidiary ledger of individual student accounts will also be required. The procedures for maintaining the subsidiary records will vary from campus to campus and are not defined in the uniform system.

The undistributed receipts accounts nos. 1389 - 1399 are used to record various aid payments to be applied to student accounts and other payments that have not yet been specifically identified.

Delinquent accounts that are referred to the office of attorney general (OAG) and private collection agency for collection will be transferred to account nos. 1500 - 1599 and nos. 1700 – 1799 for control purposes. Subsidiary accounts must be maintained by collection classifications for cash receipt analysis. These accounts should be reconciled with the OAG and private collection agency records on a periodic basis. Account nos. 1589 and 1789 are used to post collections received on accounts receivable balances but not yet specifically identified.

Account nos. 1600 – 1699 are contra-receivable accounts used to record the allowance for uncollectible accounts receivable pertaining to tuition, room rent, college fees, hospital and clinic revenues, and other charges. The allowance recorded should be estimated based on past collection experience (including campus efforts and those of the OAG and private collection agency).

2100 Accounts Payable

The 2100 category provides for the recording of two types of refund transactions. Account no. 2110 - Refunds Due to Students should be utilized to accumulate bonafide student refunds (i.e., refunds that have been fully audited and proven, and represent monies to be paid to students). All disbursements to students must be recorded in this account by accounting procedures illustrated in standard journal entry section (c). Account no. 2120 - Refunds to State for Undistributed Student Aid should be utilized to accumulate TAP funds, which previously were applied against student charges but, because of student withdrawal, such monies must be returned to the State.

2300 Unremitted Collections

The liability to the University income fund (SUIF), University dormitory income fund (SUDIF) and other funds for cash collections will be credited to these accounts, with contra-debit entries to the nominal collection accounts (5000 series). Similar debit entries will be made to record the amounts of revenues refunded by cash disbursements. Account nos. 2311 - 2315 and 2331 - 2332 should be used to distinguish the liabilities for each of the University funds.

The net credit balances for each semi-monthly cash cycle will be remitted to the appropriate fund and the amounts will be debited to the respective liability accounts within the subsequent 15-day period.

2400 Deferred Income

Accounts are provided to record revenue when advanced billings are made for an academic term. These accounts should only be used for the summer term and/or the fall term if the campus bills prior to July 1. Account no. 2405 - Deferred Income - Tuition, no. 2425-Deferred Income - Room Rent, no. 2460-Student Charges Billed in Advance and no. 2480 Deferred Revenue - Hospitals will record revenue billed to students in the advanced billing process. The revenue associated with these accounts will be credited to the appropriate revenue accounts as the campus earns it. Summer session revenue is not recognized until July 1 even if summer program starts prior to July 1.

Accounts are provided to record any cash receipts applicable to academic periods subsequent to their receipt. Account no. 2410 - Admission Deposits, no. 2420 - Room Deposits, and no. 2430 - Other Deposits record those prepayments by students. The individual student balances are cleared when the deposits are credited to the charges billed to the students. For each academic term, the balances remaining for unregistered students will be either refunded to the students or credited to the appropriate revenue accounts in accordance with University policy.

The account no. 2450 - Other Student Charges Collected in Advance is provided for payments received for charges to be billed in future academic periods. An example would be the receipt of scholarship monies for a full academic year. The balances are cleared by credits to student accounts in the appropriate academic periods.

The account no 2470 - Scholarships Private is provided to record amounts received for scholarships from private sources. The balances are cleared by credits to student accounts in the appropriate academic periods.

2600 Exchange

This account is provided to accommodate campuses that use a “split-check” procedure to divide student scholarship and aid amounts into campus and student shares. If used, the cash receipt credit and the cash disbursement debit to the account must be equal.

2900 Fund Balance

Each fiscal year, the nominal accounts for revenues and collections are closed to this account. This account should not be adjusted on an interim basis. If an adjustment is needed, it should be recorded in the appropriate revenue account and footnoted in the quarterly report.

3000-3999 Revenues

The revenue accounts, maintained on the accrual basis, are generally organized in classifications recommended by the National Association of College and University Business Officers (NACUBO). Accounts classified as revenues are further defined as those amounts that must be remitted to state funds when collected. Within this range are various contra accounts to record waived/offset and written-off revenues. Waived revenue is defined as that amount of recorded revenue that is not collected due to contractual agreements (e.g., UUP waivers). The 3900 to 3998 accounts should be used to record the provision associated with the allowance for collectible accounts receivable and write-offs of bad debt. Account no. 3999 is used to record fees paid to the OAG for collection efforts.

Account no. 3590-Hospital Contractual Allowance is used to create an allowance to cover any charges in contractual amounts for third-party liability. Account no. 3914-Hospital and Clinics Non-contractual Allowance will be used exclusively as a provision for uncollectible hospital receivables. Contra accounts are also used to record fringe benefit, administrative overhead, and maintenance and operation overhead assessed on income fund reimbursable accounts.

4000-4999 Non-revenue Receipts

The accounts contain two types of receipts:

Charges to students that will be remitted to non-state funds when collected (i.e., food service, student activity fee); or
Collections that are refunds of state appropriation expenditures that, although remitted to state funds, are not revenues of the campuses but are reductions of expenditures for accounting purposes.

The accounts are maintained on the accrual basis for any amounts that are billed in advance of collection.

5000-5999 Collections

The collection accounts are provided for the accumulation of revenue amounts on a cash basis. The accounts are designed to satisfy the requirements of OSC for classification of deposits made to funds held in the state treasury using the revenue transfer (AC-1370) process.

They are posted semi-monthly with the amounts of cash receipts and cash disbursements, the contra entries being to the unremitted collections liability accounts (2300 series). When reconciled for beginning and ending semi-monthly cash transactions, the account totals for any fiscal period should equal the total distribution to state or other funds.

6000-6999 Transfers

The transfer accounts are used when activity has been transferred between funds. NOTE: All transfer transactions must be backed up by appropriate documentation and available for university controller's office review.

LISTING OF STANDARD ACCOUNTS

Assets (1000-1999)

1100 Cash

1110	Cash in Bank	CU44
1111	Undistributed Cash to OSC (Collection Fund)	CU44
1112	Cash in Dorm T&F Account	CU44
1150	Petty Cash	CU44
1160	Change Fund	CU44

1300 Student Receivable

1309	IFR Tuition	CU11, CU17
1311	Tuition	CU11, CU17
1312	Miscellaneous Fees	CU10, CU11, CU17
1315	Food Service	CU10, OTHR
1317	Health Service Fee	CU10
1318	Miscellaneous SU Income Fund	CU10, CU11, CU17
1319	Due from HESC	CU11, CU44
1320	Due from DMNA	CU11
1321	Due from HESC – WTC	All Funds
1322	Health Insurance-Foreign & Scholars	CU10
1323	Intercollegiate Athletic Program	CU10
1324	Technology Fee	CU10
1331	Room Rent	CU30,OTHR
1332	College Fees	CU11
1337	Room Rent – Apts.	CU30, OTHR
1338	Miscellaneous SU Dormitory Income Fund	CU30, CU47
1381	Auxiliary Service Corporation Charges	OTHR
1385	Other Non-State Charges	OTHR
1386	AR Sales Tax	CU44
1387	Undistributed Receipts – Teach Grant	CU44
1388	AR Interest	CU10
1389	Undistributed Receipts	CU44
1390	Undistributed Receipts – TAP	CU44
1391	Undistributed Receipts - Pell Grants	CU44
1392	Undistributed Receipts – SEOG	CU44
1393	Undistributed Receipts – Perkins	CU44
1394	Undistributed Receipts - Other Financial Aid	CU44
1395	Undistributed Receipts - Time Payment Plan	CU44
1396	Undistributed Receipts – Acad. Competitiveness	CU44
1397	Undistributed Receipts – SMART Grant	CU44
1398	Title IV	CU17, CU44
1399	Credit Balances	CU44

1400 Other Accounts Receivable

1413	Sales and Services Educational Departments	CU11
1414	Hospital & Clinic – Inpatient	CU11, CU22, CU82, CU83
1415	Hospital & Clinic – Outpatient	CU22, CU46, CU82, CU83
1416	Hospital & Clinic – Due from 3^rd Parties	CU22, CU82, CU83
1417	Hospital & Clinic – Third Party Advances	CU22, CU82, CU83
1419	AR – University Clinics	CU11
1420	AR Transportation	CU10
1424	Parking Program	CU10
1489	Undistributed Receipts – Hospitals	CU22, CU82, CU83
1490	Other Accounts Receivable – Other	All Funds

1500 Accounts Referred to the Attorney General

1509	Attorney General - IFR Tuition	CU11, CU17
1511	Attorney General – Tuition	CU11, CU17
1512	Attorney General – Misc. Fees	CU10, CU11, CU17
1513	Attorney General – Hosp. & Clinic – Inpatient	CU11, CU22, CU82, CU83
1514	Attorney General – Hosp. & Clinic – Outpatient	CU11, CU22, CU82, CU83
1515	Attorney General - Food Service	CU10, OTHR
1517	Attorney General - Health Service	CU10, CU11
1518	Attorney General – Misc. SU Income Fund	CU10, CU11
1523	Attorney General - Intercollegiate Athletic	CU10
1524	Attorney General - Technology Fee	CU10
1531	Attorney General - Room Rent	CU30, OTHR
1532	Attorney General - College Fees	CU11
1538	Attorney General – Misc. Dormitory	CU30, CU47
1581	Attorney General – ASC Charges	OTHR
1585	Attorney General - Other Non-State Charges	OTHR
1586	Attorney General - Sales Tax	CU44
1588	Attorney General – Interest	CU10
1589	Attorney General - Undistributed Receipts	CU11, CU44
1598	Attorney General – Title IV	CU17, CU44

1600 Allowance for Uncollectible Accounts Receivable

1611	Allowance - Tuition & Fees	CU11, CU17
1612	Allowance – Hospital & Clinics – Inpatient	CU11, CU22, CU82, CU83
1613	Allowance – Hospital & Clinics – Outpatient	CU11, CU22, CU82, CU83
1614	Allowance - Hospital & Clinic – Other	CU11, CU22, CU82, CU83
1615	Hospital & Clinic - Contractual Allow – Inpatient	CU22, CU82, CU83
1616	Hospital & Clinic - Contractual Allow – Outpatient	CU22, CU82, CU83
1617	Hospital & Clinic - Contractual Allow – Third Parties	CU22, CU82, CU83
1631	Allowance - Room Rent	CU30, OTHR
1632	Allowance - College Fee	CU11
1675	Allowance - Other State Charges	All Funds
1676	Allowance - Other Non-State Charges	OTHR

1700 Accounts Referred to Outside Collection Agency

1709	Coll. Agency - IFR Tuition	CU11, CU17
1711	Coll. Agency – Tuition	CU11, CU17
1712	Coll. Agency – Misc. Fees	CU10, CU11, CU17
1713	Coll. Agency – Hospital & Clinic – Inpatient	CU11, CU22, CU82, CU83
1714	Coll. Agency – Hospital & Clinic – Outpatient	CU11, CU22, CU82, CU83
1715	Coll. Agency - Food Service	CU10, OTHR
1717	Coll. Agency - Health Service	CU10, CU11
1718	Coll. Agency – Misc. SUIF	CU10, CU11
1723	Coll. Agency - Intercollegiate Athletic	CU10
1724	Coll. Agency - Technology Fee	CU10
1731	Coll. Agency - Room Rent	CU30, OTHR
1732	Coll. Agency - College Fee	CU11
1738	Coll. Agency – Misc. Dormitory	CU30, CU47
1781	Coll. Agency - ASC Charges	OTHR
1785	Coll. Agency - Other Non-State	OTHR
1786	Coll. Agency - Sales Tax	CU44
1788	Coll. Agency – Interest	CU10
1789	Coll. Agency - Undistributed Receipts	CU11, CU44
1798	Coll. Agency – Title IV	CU17, CU44

Liabilities and Fund Balance (2000-2999)

2100 Accounts Payable

2100	Miscellaneous Accounts Payable	CU44
2110	Refunds Due to Students	All Funds
2120	Refunds Due to State – Undist. Student Aid	CU44
2121	Refunds Due to Other	CU44, CU22, CU82, CU83
2130	Hospital Accounts Payable	CU22, CU46, CU82, CU83
2150	Sales Tax Payable	CU44

2300 Un-remitted Collections

2311	Due to SUIFO	CU44
2312	Due to Hospital Operating	CU44
2313	Due to Regular IFR	CU44
2314	Due to Hospital IFR	CU44
2315	Due to SUTRA	CU44
2331	Due to Dormitory Operating	CU44
2332	Due to Dormitory IFR	CU44
2333	Due to Dorm T&F Account	CU44
2339	Due to Restricted Current Fund (RCF)	CU44
2341	Due to RCF – Loan Fund	CU44
2345	Due to RCF - Endowment Fund	CU44
2350	Due to Other Campus	CU44
2361	Due to Student Loan & Aid Funds	CU44
2370	Due to General Fund	CU44
2381	Due to Auxiliary Service Corporation	CU44
2385	Due to Other Agency Accounts	CU44
2391	Due to Other	CU44

2400 Deferred Income

2405	Deferred Income – Tuition – Summer	CU11, CU17
2406	Deferred Income – Tuition – Fall	CU11
2407	Deferred Income – Tuition – Spring	CU11
2410	Deferred Income - Admissions Deposit	CU11, CU44
2420	Deferred Income - Room Deposit	CU30, CU44, OTHR
2425	Deferred Income - Room Rent – Summer	CU30
2426	Deferred Income - Room Rent – Fall	CU30
2427	Deferred Income - Room Rent – Spring	CU30
2430	Deferred Income - Other Deposits	CU11, CU30
2431	Deferred Income – Res. Hall Damage Deposits	CU30, CU44
2432	Deferred Income - Equipment Deposits	CU10, CU11
2433	Deferred Income – Res. Hall Com. Area Damage	CU30, CU44
2450	Student Charges Collected in Advance	All Funds
2460	Deferred Income - Billed in Advance – Summer	All Funds
2461	Deferred Income - Billed in Advance – Fall	All Funds
2462	Deferred Income - Billed in Advance – Spring	All Funds
2470	Deferred Income - Scholarships – Private	CU11, CU44
2480	Deferred Income – Hospitals	CU22, CU82, CU83
2490	Deferred Income – Other	CU44

2600 Exchange

2690

Other Exchange Transactions

CU44

2900 Fund Balance

2900

Fund Balance

All Funds

Revenue (3000-3999)

3110 Tuition

3111	Tuition – Summer	CU11, CU17
3112	Tuition - Fall	CU11, CU17
3113	Tuition – Winter	CU11, CU17
3114	Tuition - Spring	CU11, CU17
3115	Tuition - Other Current Terms	CU11, CU17
3117	Tuition - Prior Year – Summer	CU11, CU17
3118	Tuition - Prior Year Adjustments	CU11, CU17

3120 Tuition Offset

3121	Tuition Waiver – Summer	CU11, CU17
3122	Tuition Waiver - Fall	CU11, CU17
3123	Tuition Waiver – Winter	CU11, CU17
3124	Tuition Waiver – Spring	CU11, CU17
3125	Tuition Waiver - Other Current Terms	CU11, CU17
3128	Tuition Waiver - Prior Year Adjustments	CU11, CU17

3130 College Fees

3131	College Fees - Summer	CU11
3132	College Fees – Fall	CU11
3133	College Fees – Winter	CU11
3134	College Fees – Spring	CU11
3135	College Fees - Other Current Terms	CU11
3138	College Fees - Prior Year Adjustments	CU11

3140 College Fee Waivers

3141	College Fee Waivers – Summer	CU11
3142	College Fee Waivers – Fall	CU11
3143	College Fee Waivers – Winter	CU11
3144	College Fee Waivers – Spring	CU11
3145	College Fee Waivers - Other Current Terms	CU11
3148	College Fee Waivers - Prior Year Adjustments	CU11

3170 Miscellaneous Fees and fines

3172	Late Registration	CU11, CU10
3174	Transcript	CU11, CU10
3175	Library	CU11, CU10
3176	Parking	CU11
3177	Admission Program	CU11, CU10
3178	Drop-Add	CU11, CU10
3179	Service Charge Bad Checks	CU11, CU10
3182	Application	CU11, CU10
3183	Late Payment	CU11, CU10
3184	Admission – Graduate	CU11, CU10
3185	Admission – Professional	CU11, CU10
3199	Misc. Fees & Fines Waiver	CU11

3200 Restricted Current Fund (RCF) Gifts, Grants and Endowments

3241	RCF - Gifts and Grants – Unrestricted	OTHR
3243	RCF - Gifts and Grants – Restricted	OTHR
3245	RCF - Endowment Income – Unrestricted	OTHR
3247	RCF - Endowment Income – Restricted	OTHR
3249	RCF - Endowment Income - SUNY Pool	OTHR

3300 Sponsored Research and Other Sponsored Programs (SUIFR, SUTRA &HIFR-IFR Categories)

3301	Technology Fee	CU10
3302	Athletic Fee	CU10
3303	Student Health Fee	CU10
3304	Course Related Fee	CU10, CU17
3307	Student Services-Use Fee	CU10
3308	Other Service-Use Fee	CU10, CU30
3309	Student Service-Use Athletic Fee	CU10
3310	Other Service-Use Athletic Fee	CU10
3311	Sponsored Research – Federal - Dir. -Res. Found.	CU10, CU17
3317	Campus-related Entities Reimbursement	CU10
3318	Research Foundation (RF) Reimbursement	CU10
3320	Sponsored Research – State – Dir. – RF	CU10, CU17
3330	Sponsored Research - Local Gov’t – Dir. – RF	CU10, CU17
3340	Sponsored Research – Other – Dir. – RF	CU10, CU17
3350	Other Sponsored Programs – Federal	CU10, CU17
3360	Other Sponsored Programs – State	CU10, CU17
3370	Other Sponsored Programs - Local Government	CU10, CU17
3375	Other Sponsored Programs - Private Gifts	CU10
3376	Capital Gifts	CU10, CU30
3380	Other Sponsored Programs – Other	CU10, CU17
3381	Other Sponsored Programs – Hospital & Clinic	CU10, CU46
3382	Transportation Fee	CU10
3383	Other Sponsored Programs – Parking	CU10, CU47
3384	OSP - Campus Share Administrative Overhead	CU10, CU47
3385	OSP - Intercollegiate Athletics	CU10
3386	OSP – Health Services	CU10
3387	Health Insurance Foreign & Scholars	CU10
3389	Interest Income	CU10, CU11, CU30, CU46, CU22, CU82, CU83
3391	Assessed Fringe Benefits	CU10, CU17, CU46
3392	Assessed Administrative Overhead	CU10, CU17, CU46
3393	Assessed Maint. and Operation Overhead	CU10, CU17, CU46
3394	Assessed Flat Rate - Fringe Benefits	CU17
3395	Assessed Flat Rate – Admin. OH	CU17
3396	Assessed Flat Rate – M&O	CU17
3397	Debt Service Assessment	CU22, CU82, CU83
3398	Hospital Appeal Assessment	CU22, CU82, CU83
3399	Other Sponsored Programs – Waivers	CU10

3400 Sales and Services - Educational Departments

3400

Sales and Services Ed. Departments

CU11

3500 Hospital and Clinics Income

3510	Hospital Inpatient Services	CU22, CU82, CU83
3511	Hospital Outpatient Services	CU22, CU82, CU83
3512	Hospital State Subsidy Income	CU22, CU82, CU83
3513	Medicaid Disproportionate Share	CU22, CU82, CU83
3514	NYHCRA Pools	CU22, CU82, CU83
3515	Hospital Non-recurring	CU22, CU82, CU83
3516	Hospital Long Island Veterans Home	Stony Brook – CU09
3517	Hospital Patient Care Prior Year	CU22, CU82, CU83
3518	Hospital Patient Care Extended Phase-In	CU22, CU82, CU83
3519	Hospital Income – Other	CU22, CU82, CU83
3530	University Clinics	CU11, CU22, CU82, CU83
3531	Hospital Medicaid IAAF	CU22, CU82, CU83
3532	Hospital Medicaid DSRIP	CU22, CU82, CU83
3585	Hospital Part A and B Payments	CU22, CU82, CU83
3590	Hospital Contractual Allowance – Inpatient	CU11, CU22, CU82, CU83
3591	Hospital Contractual Allowance – Outpatient	CU11, CU22, CU82, CU83
3592	Hospital Contractual Allowance – 3rd Parties	CU11, CU22, CU82, CU83

3600 Other Sources of Income

3612	State Support	CU11
3618	Cash Over and Short	CU11
3619	Other SUIF Income	CU11
3631	Other Telephone	CU11
3639	Other Dormitory Income	CU30
3670	Other General Fund Income	OTHR
3680	Transfers From Other Funds	All Funds
3681	Transfer From Other Funds-Rental Reserve	CU11, CU30
3688	Interest Income-Federal Subsidy	CU30
3690	Miscellaneous Other	All Funds except OTHR

3800 Auxiliary Enterprises Income

3810 Room Rentals

3811	Room Rent – Summer	CU30, OTHR
3812	Room Rent – Fall	CU30, OTHR
3813	Room Rent – Winter	CU30, OTHR
3814	Room Rent – Spring	CU30, OTHR
3815	Room Rent - Other Current Terms	CU30, OTHR
3816	Room Rent – Guests	CU30, OTHR
3818	Room Rent - Prior Year Adjustments	CU30, OTHR

3820 Room Rental Waivers

3821	Room Rent Waivers – Summer	CU30, OTHR
3822	Room Rent Waivers – Fall	CU30, OTHR
3823	Room Rent Waivers – Winter	CU30, OTHR
3824	Room Rent Waivers – Spring	CU30, OTHR
3825	Room Rent Waivers - Other Current Terms	CU30, OTHR
3828	Room Rent Waivers - Prior Year Adjustments	CU30, OTHR

3830 Other Sponsored Programs (DIFR-IFR)

3831	OSP – Federal	CU47
3832	OSP – State	CU47
3833	OSP – Local Government	CU47
3834	OSP – Other	CU47, OTHR
3836	OSP – Parking	CU47

3840 Other Sponsored Programs - Assessments

3841	Assessed Fringe Benefit	CU47
3842	Assessed Administrative Overhead	CU47
3843	Assessed Maintenance Overhead	CU47
3845	Assessed Equipment Reserves	CU47
3849	Waivers	CU47

3900 Provision for Uncollectible Accounts

3909	Uncoll. Prov. - Tuition & Fees Tax Offset	CU11, CU17
3911	Uncoll. Prov. - Tuition & Fees Allowance	CU11, CU17
3912	Uncoll. Prov. - Tuition & Fees Campus Bad Debt	CU11, CU17
3913	Uncoll. Prov. - Tuition & Fees AG Bad Debt	CU11, CU17
3914	Hospital & Clinics Bad Debt Allowance – Inpatient	CU11, CU22, CU82, CU83
3915	Hospital & Clinics Non Contractual Bad Debt	CU11, CU22, CU82, CU83
3916	Hospital & Clinics Bad Debt Allowance–Outpatient	CU11, CU22, CU82, CU83
3917	Hospital & Clinics Non Contractual Tax Offset	CU11, CU22, CU82, CU83
3931	Uncoll. Prov. - Room Rent Allowance	CU30, OTHR
3932	Uncoll. Prov. - Room Rent Campus Bad Debt	CU30
3933	Uncoll. Prov. - Room Rent AG Bad Debt	CU30
3934	Uncoll. Prov.- Room Rent Tax Offset	CU30
3935	Uncoll. Prov. - College Fee Allowance	CU11
3936	Uncoll. Prov. - College Fee Campus Bad Debt	CU11
3937	Uncoll. Prov. - College Fee AG Bad Debt	CU11
3938	Uncoll. Prov. - College Fee Tax Offset	CU11
3972	Uncoll. Prov. - Other State Charges Tax Offset	All Funds
3973	Prov. - Other State Charges Campus Bad Debt	All Funds
3974	Uncoll. Prov. - Other State Charges AG Bad Debt	All Funds
3975	Uncoll. Prov - Other State Charges Allowance	All Funds
3976	Uncoll. Prov-Other Non-State Charges Allowance	OTHR
3977	Other Non-State Charges Campus Bad Debt	OTHR
3978	Other Non-State Charges AG Bad Debt	OTHR
3979	Other Non-State Charges Tax Offset	OTHR
3998	Uncoll. Prov. – Title IV Bad Debt	CU10, CU11, CU17, CU30 OTHR
3999	Collection Fee	All Funds

Non-revenue Receipts (4000-4999)

4100 Student Activity Fees

4111	Student Activity Fees – Summer	OTHR
4112	Student Activity Fees – Fall	OTHR
4113	Student Activity Fees – Winter	OTHR
4114	Student Activity Fees – Spring	OTHR
4115	Student Activity Fees - Other Current Terms	OTHR
4118	Student Activity Fees - Prior Year Adjustments	OTHR
4119	Student Activity Fees - Write-Off of AR	OTHR

4120 Student Activity Fee Waivers

4121	Student Activity Fee Waiver – Summer	OTHR
4122	Student Activity Fee Wavier – Fall	OTHR
4123	Student Activity Fee Waiver – Winter	OTHR
4124	Student Activity Fee Waiver – Spring	OTHR
4125	Student Activity Fee Waiver - Other Curr. Terms	OTHR
4128	Student Activity Fee Waiver - Prior Year Adj.	OTHR

4200 Class Dues

4211	Class Dues – Summer	OTHR
4212	Class Dues – Fall	OTHR
4213	Class Dues – Winter	OTHR
4214	Class Dues – Spring	OTHR
4215	Class Dues - Other Current Terms	OTHR
4218	Class Dues - Prior Year Adjustments	OTHR
4219	Class Dues - Write-Off of Accounts Receivable	OTHR

4300 Food Service

4351	Food Service – Summer	CU10, OTHR
4352	Food Service – Fall	CU10, OTHR
4353	Food Service – Winter	CU10, OTHR
4354	Food Service – Spring	CU10, OTHR
4355	Food Service - Other Current	CU10, OTHR
4358	Food Service – Prior Year Adjustments	CU10, OTHR
4359	Food Service – Write Off	CU10, OTHR
4361	Food Service Waiver – Summer	CU10, OTHR
4362	Food Service Waiver – Fall	CU10, OTHR
4363	Food Service Waiver – Winter	CU10, OTHR
4364	Food Service Waiver – Spring	CU10, OTHR
4365	Food Service Waiver – Other	CU10, OTHR
4368	Food Service Waiver – Prior	CU10, OTHR

4500 Insurance Premiums

4511	Insurance Premiums – Summer	OTHR
4512	Insurance Premiums – Fall	OTHR
4513	Insurance Premiums – Winter	OTHR
4514	Insurance Premiums – Spring	OTHR
4515	Insurance Premiums - Other Current Terms	OTHR
4518	Insurance Premiums - Prior Year Adjustments	OTHR
4519	Insurance Premiums - Write-Off of AR	OTHR

4600 Miscellaneous Agency Receipts

4610	Misc. Auxiliary Service Corporation Income	OTHR
4619	Write-off Miscellaneous Agency Receivables	OTHR
4640	Miscellaneous Agency Receipts – Other	OTHR
4641	Alumni Dues	OTHR
4689	SU Special Programs	OTHR

4750 Student Loan Transfers

4751	Student Loan Transfers To-From RCF	OTHR
4755	Student Loan Transfers To-From Endowment	OTHR
4760	Readers Aid	OTHR

4880 Student Loan and Aid Funds (Loans)

4881	Perkins – Federal	OTHR
4882	Perkins – State	OTHR
4883	HPSL – Federal	OTHR
4884	HPSL – State	OTHR
4885	NSL - Federal	OTHR
4886	NSL - State	OTHR
4887	TEACH GRANT	OTHR

4890 Student Loan and Aid Funds (Grants & Scholarships)

4891	Nursing Scholarship	OTHR
4892	Pell Grant	OTHR
4893	SEOG	OTHR
4894	Other Grants & Scholarships	OTHR
4895	Acad. Competitiveness	OTHR
4896	SMART Grants	OTHR

4900 Refunds Appropriation Expenditures

4900

Refunds Appropriation Expenditures

OTHR

Collections (5000-5999)

5100 Collections – Income Offset Fund Tuition and Fees and Food Service Activity

5107	Tuition Advance Summer	CU11, CU17
5108	Tuition Advance Deposits	CU11, CU17
5109	Tuition – Special	CU11
5111	Tuition – Summer	CU11, CU17
5112	Tuition – Fall	CU11, CU17
5113	Tuition – Winter	CU11, CU17
5114	Tuition – Spring	CU11, CU17
5115	Tuition - Other Current Terms	CU11, CU17
5116	Tuition - Prior Year	CU11, CU17
5117	Tuition - Prior Year – Summer	CU11, CU17
5118	Transfer From-To Other Funds	CU11
5119	Transfer From-To Other Funds - Tuition Summer	CU11
5123	Miscellaneous Fees and Fines - Non IFR	CU11
5124	Miscellaneous Fees and Fines – IFR	CU11, CU10
5125	Graduate-Professional Fees	CU11, CU10
5128	Transfer From-To Other Funds – Fees	CU11
5129	Transfer To Graduate-Professional Fees-IFR	CU11
5130	Sales and Services - Educational Departments	CU11
5132	State Support	CU11
5140	Organized Activities	CU11
5151	Food Service – Summer	CU10
5152	Food Service – Fall	CU10
5153	Food Service – Winter	CU10
5154	Food Service – Spring	CU10
5155	Food Service - Other Current Terms	CU10
5158	Food Service - Prior Year Adjustments	CU10
5160	Student Health Services	CU10
5161	Health Insurance Foreign & Scholars	CU10
5180	Other - Unrestricted Sources	CU11

5200 Income Fund Reimbursable Fees

5201	Technology Fees	CU10
5202	Athletic Fee	CU10
5203	Student Health Fee	CU10
5204	Course Related Fee	CU10
5207	Student Service-Use Fee	CU10
5208	Other Service-Use Fee	CU10, CU30
5209	Student Service-Use Athletic Fee	CU10
5210	Other Service-Use Athletic Fee	CU10

5230 Sponsored Research and Affiliated Entity Reimbursement

5231	Sponsored Research Federal – Dir.- RF	CU10
5235	Sponsored Research State – Dir. - RF	CU10
5236	Sponsored Research Local Gov’t – Dir. - RF	CU10
5237	Campus-related Entities Reimbursement	CU10
5238	RF Reimbursement	CU10
5239	Sponsored Research – Other – Dir – RF	CU10

5240 Other Sponsored Programs

5241	Other Sponsored Program – Federal	CU11, CU10, CU17
5243	Indirect Costs- IFR	CU10, CU46
5244	Indirect Costs – SUTRA	CU17
5245	Other Sponsored Program – State	CU10, CU17
5246	Other Sponsored Program - Local Gov’t	CU10, CU17
5247	Hospital & Clinic	CU10, CU46
5248	Intercollegiate Athletics	CU10
5249	Other Sponsored Program – Other	CU10, CU17
5250	Parking	CU10, CU47
5251	Transportation Fee	CU10
5255	Private Gifts	CU10
5256	Capital Gifts	CU10
5269	Interest	ALL Funds except OTHR
5274	Transfer From - To Grad-Prof. Fees	CU10
5275	Transfer – Interdepartmental	ALL Funds except OTHR
5276	Transfer From - To Other Funds - HIFR-IFR	CU46
5277	Transfer From - To Other Funds - Tuition-Summer	CU10, CU17
5278	Transfer From -To Other Funds – Tuition	CU10, CU17
5279	Transfer From -To Other Funds – IFR	CU10

5300 Collections Room Rent

5307	Room Rent Advanced Summer	CU30, OTHR
5308	Room Rent Advanced Deposits	CU30, OTHR
5311	Room Rent – Summer	CU30, OTHR
5312	Room Rent – Fall	CU30, OTHR
5313	Room Rent – Winter	CU30, OTHR
5314	Room Rent – Spring	CU30, OTHR
5315	Room Rent - Other Current Terms	CU30, OTHR
5316	Room Rent – Other	CU30
5317	Room Rent – Guests	CU30, OTHR
5318	Room Rent - Prior Year Adjustments	CU30, OTHR

5320 Collections College Fees

5321	College Fees – Summer	CU11
5322	College Fees – Fall	CU11
5323	College Fees – Winter	CU11
5324	College Fees – Spring	CU11
5325	College Fees - Other Current Terms	CU11
5328	College Fees - Prior Year Adjustments	CU11

5340 Other Sponsored Programs (DIFR-IFR categories)

5340	OSP DIFR-IFR	CU47
5341	OSP DIFR-IFR – Federal	CU47
5342	OSP DIFR-IFR – State	CU47
5343	OSP DIFR-IFR - Indirect Costs	CU47
5344	OSP DIFR-IFR – Local Gov’t	CU47
5349	OSP – Other	CU47

5380 Other Sources

5380	Other SUDIF Sources	CU30
5381	Other – Transfers	CU11, CU10, CU30, CU47
5383	Other Sources – Federal Interest Subsidy	CU30

5400 Collections - State University Restricted Current Fund

5410	RCF Gifts & Grants	OTHR
5420	RCF Endowments	OTHR
5480	RCF Miscellaneous Sources	OTHR

5500 Collections – Hospital and Clinics

5510	Hospital Inpatient Services	CU22, CU82, CU83
5511	Hospital Outpatient Services	CU22, CU82, CU83
5512	Hospital State Subsidy Transfer	CU22, CU82, CU83
5513	Medicaid Disproportionate Share	CU22, CU82, CU83
5514	NYHCRA Pools	CU22, CU82, CU83
5515	Hospital Non-recurring	CU22, CU82, CU83
5516	Hospital Income Long Island Veterans Home	Stony Brook - CU09
5517	Hospital Patient Care Prior Year	CU22, CU82, CU83
5518	Hospital Patient Care Extend Phase-in	CU22, CU82, CU83
5519	Hospital Income Other	CU22, CU82, CU83
5530	University Clinics	CU11, CU22, CU82, CU83
5531	Hospital Medicaid IAAF	CU22, CU82, CU83
5532	Hospital Medicaid DSRIP	CU22, CU82, CU83
5578	Transfers From-To Other Funds – Subsidy	CU22, CU82, CU83
5579	Transfers From-To Other Funds – Hospital	CU22, CU82, CU83

5600 Collections - Other State University Funds

5610	Other SU Student Loan Center	OTHR
5690	Refunds of Appropriation Expenditures	All Funds

5700 Collections - General Fund

5780

General Fund Miscellaneous Sources

OTHR

5800 Collections - Agency Funds

5810	Auxiliary Service Corporation	OTHR
5812	Agency Fund Student Insurance	OTHR
5815	Auxiliary Service Corporation Food Service	OTHR
5820	Student Association	OTHR
5821	Class Dues	OTHR
5822	Student Activity Fees	OTHR
5823	Emergency Service	OTHR
5829	Other	OTHR
5831	Alumni Dues	OTHR
5850	Other Accounts	OTHR
5851	Student Revolving Loan	OTHR
5853	Readers Aid Assistance	OTHR
5859	Other Accounts – Other	OTHR

Transfers (6000-6999)

6000

Intra Fund Transfers

ALL FUNDS

STANDARD JOURNAL ENTRIES

The standard journal entries, which are illustrated in this section, are designed to accommodate the normal flow of accounting data from the data sources to the general ledger accounts. The illustrative entries are numbered for reference purposes but in actual practice, several entries of a single type may occur in a single fiscal period. For example, two cash receipt entries (JE #7), one for each semi-monthly period, will be made in each month.

Although the content of each entry is standardized and records specific transactions of the accounting system, the record formats of the entries may vary at the option of each campus. A manually posted general journal book may be used, cash entries might be posted directly from summaries in cash receipt or disbursement journals, and computer - printed journals might contain printed summaries by account. The general ledger might also be automated at some campuses.

GENERAL ACCOUNTING CYCLES

The logic of the detailed journal entries is more readily explained by isolating several of the accounting cycles in simplified journal entry examples.

Student Billing, Collection and Cash Remittance

Students are billed for semester charges:

Debit: The appropriate student receivable accounts
Credit: The appropriate revenue accounts

Note: for the summer semester if students are billed before June 30th the majority of the campuses will credit the deferred income accounts and recognize the summer revenue in the following fiscal year.

Cash is received from students and other sources for billed and unbilled charges:

Debit: Cash
Credit: The appropriate student receivable accounts (billed charges)
Credit: The appropriate revenue accounts (unbilled receipts)

The liability to state funds for the cash collections is recorded for each semi - monthly remittance cycle:

Debit: The appropriate collections accounts
Credit: The appropriate un-remitted collections liability accounts

Note: in order to distribute the cash collections to the appropriate state funds the campus must process a revenue transfer transaction (AC1370) on the University Accounting System (see AC1370 procedures).

The cash is periodically transferred from the local depository to the campus collection fund (344-xx). This is done via wire transfers processed at the bank:

Debit: Undistributed Cash to OSC
Credit: Cash

Within the subsequent 15 days the semi-monthly collections are transferred from the collection fund to other funds (via AC1370):

Debit: The appropriate un-remitted collections accounts
Credit: Undistributed Cash to OSC

Cash Receipts Distribution to Sub-accounts

Subsidiary accounts in student receivables are provided to maintain the revenue classifications which are required for the collections accounts. A sub-account, undistributed receipts, is provided in the student receivable accounts to which cash receipts may be posted, either by computer or manually, pending the subsequent analysis of the receipts,.

The semi-monthly cash receipts journal is closed and the receipts are posted to the accounts:

Debit: Cash
Credit: The appropriate student receivable-undistributed receipts (i.e., TAP, PELL, SEOG)
Credit: Student Receivable-Tuition
Credit: Student Receivable-Room Rent
Credit: Student Receivable-Food Service
Credit: Revenue-Sponsored Research - Federal

Within the subsequent semi-monthly period, the undistributed receipts for the semi - monthly period must be analyzed and distributed to the respective sub accounts:

Debit: The appropriate student receivable-undistributed receipts
Credit: Student Receivable-Tuition
Credit: Student Receivable-Room Rent
Credit: Student Receivable-Food Service

The liability for the total cash receipts is recorded, using the initial cash receipts journal distribution plus the subsequent analysis of the undistributed receipts:

Debit: Collections - Tuition
Debit: Collections - Room Rent
Debit: Collections - SUIFR -Sponsored Research - Federal
Debit: Collections - ASC - Food Service
Credit: Un-remitted Collections – Due to SUIFO
Credit: Un-remitted Collections – Due to Regular IFR
Credit: Un-remitted Collections – Due to Dorm T&F Account
Credit: Un-remitted Collections – Due to ASC

Refunds to Students

All disbursements to students which result from overpayment of charges for tuition, fees, etc., will be debited to the liability account, refunds to students. All credits to students for registration changes, tuition waivers, tuition payments from state financial aid appropriations, etc., will initially be credited to the accounts receivable - credit balance account rather than by direct cash disbursements to the students. Then any credit balances in the accounts can be systematically audited and transferred to the liability account for disbursement.

Audited credit balances in student tuition and fees receivable credit balance account will be transferred to the liability account:

Debit: Student Tuition Receivable-(Which has a Credit Balance)
Credit: Accounts Payable-Refunds Due to Students

Cash payments will be made to students via the cash disbursement journal. Disbursements should be concurrent with the determination of valid credit balances for entry #1 above, and checks can be prepared from the same audited student list:

Debit: Accounts Payable-Refunds Due to Students
Credit: Cash

A collection entry is necessary for all such disbursements to record the refund of revenues which were previously remitted to the state. The account detail should be readily available from the same source as entry #1 above:

Debit: Due to SUIFO

Credit: Collections - Tuition

SPECIFIC TRANSACTIONS

There are several specific transactions that affect the general accounting cycle and are more readily explained in simplified journal entry examples.

Exchange for financial aid transactions (e.g., Student Loans)

Cash is received from student and exchange is established:

Debit: Cash

Credit: The appropriate student receivable account

Credit: Exchange

The liability to state funds for the cash collection to the extent applied to accounts receivable is recorded:

Debit: The appropriate collections account
Credit: The appropriate un-remitted collections liability accounts

The cash is periodically transferred from the local depository to the campus collection fund:

Debit: Undistributed cash to OSC
Credit: Cash

An exchange check is issued to the student for amount of the overpayment:

Debit: Exchange
Credit: Cash

The collection is transferred from the collection fund to other funds:

Debit: The appropriate un-remitted collections accounts
Credit: Undistributed Cash to OSC

TAP Variable Percentage Lump Sum Prepayment

To record variable percentage TAP lump sum pre-payment when campus receives payment of funds from HESC (Higher Education Services Corporation):

Debit: 1110 Cash (CU44)
Credit: 1390 Undistributed Receipts – TAP (CU44)

To record distribution of the TAP funds to individual student accounts receivable:

Debit: 1390 Undistributed Receipts – TAP (CU44)
Credit: 1311 Accounts Receivable – Tuition (CU11)

To record the liability to other state funds for the cash collection:

Debit: 5112 Collections – Tuition – Fall (CU11)
Credit: 2311 Due to SUIFO (CU44)

To record the revenue transfer (via AC1370) from the collection fund to SUIFO:

Debit: 2311 Due to SUIFO (CU11)
Credit: 1111 Undistributed Cash to OSC (CU44)

Below is an alternative entry (# 2 above) for campuses applying 100% to student accounts receivable, rather than the variable percentage, upon receipt of the lump-sum payment. This procedure is optional and designed for those campuses that have a need to specifically identify the difference between the amount received and the amount credited to student accounts receivable, i.e., the amount potentially due from HESC at the time:

# 2. (Alternate)

Debit: 1390 Undistributed Receipts – TAP (CU44)
Debit: 1319 Balance Due from HESC (CU44)
Credit: 1311 Accounts Receivable Tuition (CU11)

# 3. Same as # 3 above (which is only for the amount of TAP cash received from HESC)

# 4. Same as # 4 above

Use of this alternative method will also require the following entries (# 5 & # 6) as awards are adjusted and additional monies are received throughout the year:

As remittance invoices are received, some students (previously credited above) are now deemed ineligible or over-awarded. The entry to record this is:

Debit: 1311 Accounts Receivable Tuition (CU11)
Credit: 1319 Balance Due from HESC (CU44)

Debit: 2311 Due to SUIFO (CU44)

Credit: 5112 Collections – Tuition – Fall (CU11)

To record additional TAP monies received:

Debit: 1110 Cash (CU44)
Credit: 1319 Balance Due from HESC (CU44)

In addition, each campus has the option of reversing entries involving the 1319 account.

Tuition Waiver for UUP (United University Professions) Employees

Recognition of revenue for eligible enrollment:

Debit: 1311 Tuition Receivable (CU11)
Credit: 31xx Tuition Revenue (CU11)

Recognition of waived charges:

Debit: 312x Tuition - Waiver (contra revenue account) (CU11)
Credit: 1311 Tuition Receivable (CU11)

Tuition Waiver Reimbursement

Student billed for tuition charges at gross:

Debit: 1311 Tuition Receivable (CU11)
Credit: 31xx Tuition Revenue (CU11)

Campus accepts and honors tuition waiver in lieu of payment:

NO URAS ACCOUNTING EFFECT

Campus prepares special charge voucher charging the appropriate campus:

NO URAS ACCOUNTING EFFECT

Campus receives check for waiver:

Debit: 1110 Cash (CU44)
Credit: 1311 Tuition Receivable (CU11)

The liability to state funds for the cash collection is recorded:

Debit: 51xx Collections – Tuition (CU11)
Credit: 2311 Due to SUIFO (CU11)

The cash is periodically transferred from the local depository to the campus collection fund:

Debit: 1111 Undistributed Cash to OSC (CU44)
Credit: 1110 Cash (CU44)

To record the revenue transfer (via AC1370) from the collection fund to SUIFO:

Debit: 2311 Due to SUIFO (CU44)
Credit: 1111 Undistributed Cash to OSC (CU44)

Room Rent Waiver Reimbursement

Student billed for room rental charges at gross:

Debit: 1331 Room Rental Receivable (CU30 / Other)
Credit: 38xx Room Rental Revenue (CU30 / Other)

Campus accepts and honors Room Rental Waiver in lieu of payment:

Debit: 38xx Room Rental Waivers (contra-revenue account) (CU30 / Other)
Credit: 1331 Room Rental Receivable (CU30 / Other)

Allowance for Uncollectible Accounts Receivable

Campuses are required to calculate an allowance for uncollectible accounts receivable each quarter. The objective in calculating an allowance is to present the net realizable value (collectible value) of the accounts receivable balance. It is not to present the balance of accounts actually written off during the year. An allowance should be calculated for each major category of receivables (tuition, room rent, hospital, IFR fees, college fees, etc.).

ALLOWANCE - Campus records allowance for current fiscal period:

Debit: 39xx The appropriate provision for uncollectible accounts - allowance (contra-revenue accounts)
Credit: 16xx The appropriate allowance for uncollectible accounts receivable (contra-asset accounts)

Note that the primary source for this entry will be the calculation of the required allowance each quarter (described below).

WRITE-OFFS - Campus writes off a student account:

Debit: 39xx The appropriate provision for uncollectible accounts - bad debt
Credit: 13xx, 14xx, 15xx, 17xx The appropriate accounts receivable account

This entry would be applicable to both OAG authorized write-offs and local write-offs (refer to write-off of student delinquent accounts receivable procedures).

RECOVERIES - Campus receives a payment on an account that was previously written off:

Debit: 1110 Cash
Credit: 39xx The appropriate provision for uncollectible accounts - bad debt

When collections related to the recovery are recorded, they should be classified in the category in which the revenue was originally recorded (i.e., tuition, room, miscellaneous income, etc.).

Allowance Calculation for Tuition, Room, and Other State Accounts Receivable

The following percentages should be applied to the balances in the aged accounts receivable report to compute the allowance for uncollectible accounts for tuition, room, and other state accounts receivable. These percentages were calculated based on a University - wide aging analysis of past accounts receivable collections.

Aging Past Due Allowance

Current semester 1%

Previous semester to 1 year old 10%

+ 1 year to 2 years old 35%

+ 2 years to 3 years old 50%

+ 3 years to 4 years old 75%

Over 4 years old 100%

Aging past due by semester, using the 2003/04 fiscal year as an example, is included below.

	As of September 30, 2003
	(note: current semester is fall 2003)

1 year old	fall 2002
+1 years old – 2 years old	summer 2002 – fall 2001
+ 2 years old – 3 years old	summer 2001 – fall 2000
+ 3 years old – 4 years old	summer 2000 – fall 1999
Over 4 years old	summer 1999 and older

	As of December 31, 2003
	(note: current semester is fall 2003)

1 year old	fall 2002
+1 years old – 2 years old	summer 2002 – fall 2001
+ 2 years old – 3 years old	summer 2001 – fall 2000
+ 3 years old – 4 years old	summer 2000 – fall 1999
Over 4 years old	summer 1999 and older

	As of March 31, 2004
	(note: current semester is spring 2004)

1 year old	spring 2003
+1 years old – 2 years old	fall 2002 – spring 2002
+ 2 years old – 3 years old	fall 2001 – spring 2001
+ 3 years old – 4 years old	fall 2000 – spring 2000
Over 4 years old	fall 1999 and older

	As of June 30, 2004
	(note: current semester is summer 2004)

1 year old	summer 2003
+1 years old – 2 years old	spring 2003 – summer 2002
+ 2 years old – 3 years old	spring 2002 – summer 2001
+ 3 years old – 4 years old	spring 2001 – summer 2000
Over 4 years old	spring 2000 and older

For example, an allowance calculation for tuition and room accounts receivable would be as follows:

Aging*	Tuition	Allowance	Room	Allowance
Current semester	200,000 x 1%	2,000	25,000 x 1%	250
+ 1 day to 1 year old	120,000 x 10%	12,000	20,000 x 10%	2,000
+ 1 year to 2 years old	40,000 x 35%	14,000	15,000 x 35%	5,250
+ 2 years to 3 years old	25,000 x 50%	12,500	10,000 x 50%	5,000
3 years to 4 years old	20,000 x 75%	15,000	8,000 x 75%	6,000
Over 4 years old	94,500 x 100%	94,500	31,500 x 100%	31,500
Total		150,000		50,000

^* Source: aging accounts receivable general ledger balance (1300's, 1500’s, and 1700's).

The allowance account should be adjusted to reflect the calculated allowance. For example, if the current balance in the tuition allowance account is $130,000 then the following entry is needed to increase the allowance balance (150,000-130,000):

Debit: 3911 Provision-Tuition Allowance (CU11) 20,000
Credit: 1611 Allowance-Tuition A/R (CU11) 20,000

Allowance Calculation for Hospital Accounts Receivable:

Hospitals need to recognize the difference between an allowance for uncollectible accounts and contractual allowances.

The allowance for uncollectible accounts receivables would generally pertain to those patient receivables classified as self pay. This allowance could conceivably be calculated using the same methodology used for tuition and room receivables. However, hospitals may consider alternative procedures such as comparing cash receipts to billed revenue or a reasonable aging based on days in receivable status in calculating an allowance.

Contractual allowances are based upon third party reimbursement rates and are usually established when services are billed. The methodology used to calculate an allowance for tuition and room receivables cannot be applied to contractual allowances. Instead, hospitals should base this allowance calculation on their experience with third party reimbursement.

Write-offs and Recoveries

Write-offs and recoveries are recorded by entries directly to the bad debt provision, as with tuition, hospital, room rent, college fee, etc.

For example, the OAG informs the campus that they should write off $1,200 in accounts receivable and record the collection of $100 on previously written off accounts. The following entries should be made to record this activity:

Debit: 1110 Cash                                                       100
Debit: 3974 Allowance-Other State Charges
A/G Bad Debt                                                             1,200
Credit: 3974 Allowance-Other State Charges
A/G Bad Debt                                                                100
Credit: 1500 Attorney General Accounts Receivable    1,200

For example, the OAG informs the campus that $1,000 was collected from a student's state income tax return. $600 towards tuition charges and $400 towards room rent charges. The following entries should be made to record this activity:

Debit: 3909 Tuition & Fees Tax Offset (CU11)             600
Debit: 3934 Room Rent Tax Offset (CU30)                  400
Credit: 1511 AG Tuition A/R (CU11)                             600
Credit: 1531 AG Room Rent A/R (CU30)                      400

Collection on Accounts Receivable by Attorney General

Campus receives cash from OAG on past due accounts receivable. Note the accounts receivable balance can be for a number of categories (i.e., tuition, room, fees) but using tuition as our example:

Debit: 1110 Cash (78%) (CU44)
Debit: 3999 Attorney General Collection Fee (22%) (CU11)
Credit: 1511 Attorney General Accounts Receivable – Tuition (100%) (CU11)
Debit: 5110 Collections-Tuition (78%) (CU11)
Credit: 2311 Due to SUIFO (CU44)

Campus receives cash from OAG on an account that was previously written off:

Debit: 1110 Cash (78%) (CU44)
Debit: 3999 Attorney General Collection Fee (22%) (CU11)
Credit: 3913 Tuition & Fees A/G Bad Debt (100%) (CU11)
Debit: 5110 Collections-Tuition (78%) (CU11)
Credit: 2311 Due to SUIFO (CU44)

Campus receives cash from the student related to an OAG receivable:

Debit: 1110 Cash (100%) (CU44)
Credit: 1511 Attorney General Accounts Receivable-Tuition (100%) (CU11)
Debit: 3999 Attorney General Collection Fee (22%) (CU11)
Credit: 2391 Due to Other (22%) (CU44)
Debit: 5110 Collections-Tuition (78%) (CU11)
Credit: 2311 Due to SUIFO (78%) (CU44)
Debit: 2391 Due to Other (22%) (CU44)
Credit: 1110 Cash (22%)

Assessment of fringe benefits, administrative overhead, and maintenance and operation (M&O) overhead on Income Fund Reimbursable (IFR) accounts

Campus receives documentation (AC 1370's) of monthly assessments on IFR accounts as summarized in the University IFR Audit Trail Report (SUIF7450):

Debit: Appropriate assessed fringe benefits account
Debit: Appropriate assessed administrative overhead account
Debit: Appropriate assessed maintenance and operation account
Credit: Appropriate collections-indirect costs account

Campus distributed retained administrative overhead and M&O:

Debit: 5243 Indirect Costs Account
Credit: 3384 Campus Share Administrative Overhead Account
Credit: 3393 Assessed Maintenance and Operation Account

Residence Hall Program

The 2013-14 Enacted Budget included language to create a new self-supporting program to finance SUNY Dormitory Facilities. All residence hall receipts collected are now required to be transferred to campus bank accounts held by Tax and Finance first and held in these accounts until debt service and DASNY fee requirements are met. Once requirements are fulfilled by all campuses, any additional funds transferred will be moved from the campus Tax and Finance bank accounts to the campus collection fund.

1. Campus bills students for room rental charges:

Debit: 1331 A/R - Room Rent (CU30)

Credit: 3812 Room Rent Fall Revenue (CU30)

2. Campus collects $100,000 of room rents from students for period July 1 - July 15th

Debit: 1110 Cash in Bank (CU44)

Credit: 1331 A/R - Room Rent (CU30)

Debit: 5312 Room Rent Fall Collections (CU30)

Credit: 2333 Due to Dorm Tax and Finance Account (CU44)

3. Campus wires money from local bank account to new Tax and Finance bank account

Debit: 2333 Due to Dorm Tax and Finance Account (CU44)

Credit: 1110 Cash in Bank (CU44)

Note: room rental receipts will stay in Tax and Finance bank account until campus exceeds debt service and DASNY fee requirement amounts.

4. Campus collects another $350,000 and follows the process in steps 2 and 3 above.

Debit: 1110 Cash in Bank (CU44)

Credit: 1331 A/R - Room Rent (CU30)

Debit: 5312 Room Rent Fall Collections (CU30)

Credit: 2333 Due to Dorm Tax and Finance Account (CU44)

Debit: 2333 Due to Dorm Tax and Finance Account (CU44)

Credit: 1110 Cash in Bank (CU44)

Note: the total room rents collected sum of $450,000 now exceeds the $250,000 in debt service and reserve requirements, therefore, a total of $200,000 will be transferred out of the Dorm Tax and Finance bank account and into the campus collection fund.

4a. Entries to record when funds are received in campus collection fund from Dorm Tax and Finance Bank Account

Debit: 1111 Undistributed Cash to OSC (CU44)

Credit: 2331 Due to Dorm Operating Fund (CU44)

5. Campus processes an AC1370 to move funds from the collection fund to Dorm Fund

Debit: 2331 Due to Dorm Operating Fund (CU44)

Credit: 1111 Undistributed Cash to OSC (CU44)

Debt service payments will be made transferring cash out of the Dorm Tax and Finance account to DASNY by Tax and Finance. In order to reflect these debt service payments in SUNY Accounting System, System Administration will process an AC1370 which will decrease the new Debt Service revenue class 12985 (negative amount on UAR610) and increase campus room rental revenue class 12902. Campus will not have to record anything in URAS.

7. For semi-annual URAS reporting campus will need to record the cash amount in the Dorm Tax and Finance Account in URAS as follows:

Debit: 1112 Cash in Dorm Tax and Finance Account (CU44)

Credit: 2331 Due to Dorm Operating Fund (CU44)

Residence Hall and Common Area Damage Deposits

Cash is received for deposit:

Debit: 1110 Cash in Bank (CU44)
Credit: 2431 Deferred Income - Residence Hall Damage Deposits (CU30)

The collection entry summarizing entry # 1 is made:

Debit: 5380 Collections-SUDIF Other Sources (CU30)
Credit: 2333 Due to Dorm T&F Account (CU44)

The cash is wire transferred from local bank account to new Tax and Finance bank account:

Debit: 2333 Due to Dorm T&F Account (CU44)
Credit: 1110 Cash in Bank (CU44)

Funds are received in the campus collection fund from the Tax and Finance bank account:

Debit: 1111 Undistributed Cash to OSC (CU44)
Credit: 2331 Due to Dormitory Operating Fund (CU44)

Monies are transferred from the collection fund to the dormitory operating fund via an AC1370 using revenue class 12944 and/or 12945:

Debit: 2331 Due to Dormitory Operating (CU44)
Credit: 1111 Undistributed Cash to OSC (CU44)

Deposits are held for 50 students to cover damages and the campus is going to keep the revenue in the dormitory operating fund.

Debit: 2431 Deferred Income - Residence Hall Damage Deposits (CU30)
Credit: 3639 Miscellaneous SUDIF Revenue (CU30)

Remaining deposits are returned to students:

Debit: 2431 Deferred Income - Residence Hall Damage Deposits (CU30)
Credit: 1110 Cash in Bank (CU44)

The collection entry to reflect the refund via cash disbursements is made:

Debit: 2331 Due to Dormitory Operating (CU30)
Credit: 5380 Collections-SUDIF Other Sources (CU30)

Below is an alternative entry (# 5 above) for campuses that transfer damage revenue into their dormitory income fund reimbursable account.

# 5. (Alternate)

Debit: 2431 Deferred Income - Residence Hall Damage Deposits (CU30)
Credit: 5380 Collections – SUDIF Other Sources (CU30)

A negative AC1370 must be processed to move collections previously transmitted to the dormitory operating fund via revenue class 12944 and /or 12945 back to the collection fund for the portion to be transferred to the dormitory income fund reimbursable account. The campus must then process another AC1370 moving collections into the dormitory IFR account via revenue class 18232:

Debit: 5349 Collections - DIFR-IFR – OSP Private (CU47)
Credit: 3834 Revenue – DIFR-IFR – OSP – Private (CU47)

Summer Session

Because June 30 is the University’s year-end the summer session term may encompass more than one fiscal year. The University policy is that both revenues and expenditures of these split sessions should be reported in the fiscal year in which the term is predominately conducted.

Student billing for summer session prior to June 30^th:

Debit: 1309 Accounts Receivable - IFR Tuition (CU11 / CU17)
Debit: 1324 Accounts Receivable – Technology Fee (CU10)
Debit: 1315 Accounts Receivable – Food Service (Other)
Credit: 2405 Deferred Income – Tuition Summer (CU11 / CU17)
Credit: 2460 Deferred Income Billed in Advance – Summer (CU10 / Other)

Summer session charges are collected from students prior to June 30th:

Debit: 1110 Cash in Bank (CU44)
Credit: 1309 Accounts Receivable – IFR Tuition (CU11 / CU17)
Credit: 1324 Accounts Receivable – Technology Fee (CU10)
Credit: 1315 Accounts Receivable – Food Service (Other)

The cash is periodically transferred from the local depository to the campus collection fund:

Debit: 1111 Undistributed cash to OSC (CU44)
Credit: 1110 Cash in Bank (CU44)

The collection entry summarizing entry #2 is made to record the liability to other funds for the cash collection:

Debit: 5107 Collections – Tuition Advance Summer (CU11 / CU17)
Debit: 5201 Collections – Technology Fee (CU10)
Debit: 5151 Collections – Food Service (Other)
Credit: 2311 Due to SUIFO or 2315 Due to SUTRA (for campuses who use the SUTRA fund for summer session programs) (CU44)
Credit: 2313 Due to Regular IFR (CU44)
Credit: 2381 Due to ASC (CU44)

To record the transfer (via AC1370 / FM909) from the collection fund to the other state funds:

Debit: 2311 Due to SUIFO or 2315 Due to SUTRA (CU44)
Debit: 2313 Due to Regular IFR (CU44)
Debit: 2381 Due to ASC (CU44)
Credit: 1111 Undistributed Cash to OSC (CU44)

On July 1^st, summer session deferred income must be recognized as revenue:

Debit: 2405 Deferred Income – Tuition Summer (CU11 / CU17)
Debit: 2460 Deferred Income Billed in Advance – Summer (CU10 / Other)
Credit: 3111 Tuition Summer (CU11 / CU17)
Credit: 3301 Technology Fee Revenue (CU10)
Credit: 4351 Food Service Summer (Other)

A journal entry must also be recorded in URAS to reclass all summer session monies recorded in the tuition advanced collection account above to the current year summer collection account:

Debit: 5111 Collections – Tuition Summer (CU11 / CU17)
Credit: 5107 Collections – Tuition Advance Summer (CU11 / CU17)

Miscellaneous Fee and Fine Revenue

Campuses should distribute miscellaneous fees (examples below) to an income fund reimbursable account:

Drop/Add Fee
Late Registration
Late Payment Fee
Academic Transcript Fee
Library Fee
Returned Check
Admission Application Fee - Graduate

Admission Application Fee - Professional

Students are billed for semester fee charges:

Debit: 1312 Accounts Receivable – Miscellaneous Fees (CU10)
Credit: 3172 Late Registration Fee Revenue (CU10)
Credit: 3174 Transcript Fee Revenue (CU10)
Credit: 3175 Library Fee Revenue (CU10)
Credit: 3178 Drop/Add Revenue (CU10)
Credit: 3179 Returned Check Revenue (CU10)
Credit: 3183 Late Payment Fee Revenue (CU10)
Credit: 3184 Admission Application Fee - Graduate Revenue (CU10)
Credit: 3185 Admission Application Fee - Professional Revenue (CU10)

Fee charges are collected from students:

Debit: 1110 Cash in Bank (CU44)
Credit: 1312 Accounts Receivable – Miscellaneous Fees (CU10)

The cash is periodically transferred from the local depository to the campus collection fund:

Debit: 1111 Undistributed Cash to OSC (CU44)
Credit: 1110 Cash in Bank (CU44)

The collection entry is made to record the liability to the income fund reimbursable account (SUIFR) for the cash collection summarized in entry # 2

Debit: 5124 Collections – Fees and Fines IFR Transferable (CU10)
Debit: 5125 Collections – Graduate / Professional Fees (CU10)
Credit: 2313 Due to SUIFR (CU44)

To record the transfer (via FM909) from the collection fund to SUIFR:

Debit: 2313 Due to SUIFR (CU44)
Credit: 1111 Undistributed Cash to OSC (CU44)

State University Tuition Reimbursable Account (SUTRA) Revenue

SUTRA comprises four separate credit-bearing income fund reimbursable types of activities:

Summer Session (refer to previous section)
Overseas Academic Programs
Contract Courses

Academic Year (Fall / Spring) Overflow Enrollment

Overseas Academic Programs (OAP)

Beginning with the 2012-13 fiscal year campuses can record and distribute overseas academic program revenue directly into the State University Tuition Reimbursable Account.

Students are billed for the OAP for fall semester:

Debit: 1311 Accounts Receivable – Tuition (CU17)

Credit: 3112 Tuition – Fall (CU17)

Fall OAP charges are collected from students

Debit: 1110 Cash in Bank (CU44)

Credit: 1311 Accounts Receivable – Tuition (CU17)

The cash is periodically transferred from the local depository to the campus collection fund:

Debit: 1111 Undistributed Cash to OSC (CU44)
Credit: 1110 Cash in Bank (CU44)

The collection entry is made to record the liability to SUTRA for the cash collection summarized in entry 2:

Debit: 5112 Tuition – Fall (CU17)

Credit: 2315 Due to SUTRA (CU44)

To record the distribution via (FM909) from the collection fund to SUTRA using revenue class 19306 – Tuition – Other

Debit: 2315 Due to SUTRA (CU44)

Credit: 1111 Undistributed Cash to OSC (CU44)

Academic Year (Fall / Spring) Overflow Enrollment

For the Academic Year (Fall/Spring) overflow enrollment, the tuition will be recorded in the appropriate tuition revenue and collection accounts by semester in the income offset fund and distributed via an AC1370 to the applicable “tuition” revenue classes in the income offset fund. When the campus exceeds the approved income offset revenue target, a special transfer revenue adjustment (FM909) must be processed to transfer the overflow tuition revenue into the applicable SUTRA account. The transfer is done utilizing revenue classification 19385 – Transfer From/To Other Funds – Tuition Overflow. The amount to be transferred to the SUTRA account will be input using revenue class 19385 and this will automatically generate a reduction to income offset fund revenue class 12815 – Transfer From/To Other Funds Tuition Overflow. Note: by using these special revenue classes the FM909 transactions will not go through the collection fund. The following entry should be recorded in URAS:

Debit: 5278 Transfer From / To Other Funds (CU17)
Credit: 5118 Transfer From / To Other Funds (CU11)
Note: because all journal entries must be in balance by entity the following journal entry must also be recorded:

Debit: 6000 Intra-Fund Transfer (CU11)
Credit: 6000 Intra-Fund Transfer (CU17)

Contract Courses

Individuals / Corporations are billed for contract course charges:

Debit: 1312 – Accounts Receivable - Miscellaneous Fees (CU17)
Credit: 3380 – OSP – Other Revenue (CU17)

Fee charges are collected:

Debit: 1110 Cash in Bank (CU44)
Credit: 1312 Accounts Receivable – Miscellaneous Fees (CU17)

The cash is periodically transferred from the local depository to the campus collection fund:

Debit: 1111 Undistributed cash to OSC (CU44)
Credit: 1110 Cash in Bank (CU44)

The collection entry is made to record the liability to State University tuition reimbursable fund (SUTRA) for the cash collection summarized in entry 2:

Debit: 5249 Collections – OSP – Other (CU17)
Credit: 2315 Due to SUTRA (CU44)

To record the transfer (via FM909) from the collection fund to the applicable SUTRA account:

Debit: 2315 Due to SUTRA (CU44)
Credit: 1111 Undistributed Cash to OSC (CU44)

Interest Income

To record the Attorney General’s interest collected on past due accounts receivable:

Debit: 1110 Cash in Bank (CU44)
Credit: 3389 Interest Income (CU10)

To record the liability to other state funds for the cash collection:

Debit: 5269 Collections – Other Sources – Interest (CU10)
Credit: 2313 Due to Regular IFR (CU44)

To record the short-term investment pool (STIP) interest income (expense) automatically distributed to the campuses’ state funds. The monthly interest activity is summarized in the University Revenue Transaction Journal Report (UAR600):

Debit: 5269 Collections – Other Sources – Interest
Credit: 3389 Interest Income

Dormitory Operations Fringe Benefit Charges

To record the dormitory fringe benefit charges automatically posted to the campuses’ dormitory fund (330-00) by System Administration. The monthly fringe benefit activity (revenue class 12861) is summarized in the University Revenue Transaction Journal Report (UAR600):

Debit: 3680 Other Transfers (CU30)
Credit: 5381 Other Transfers (CU30)

State Support Revenue

To record the State support revenue automatically posted to the campuses’ income offset fund (345-12) by System Administration. The State appropriation activity (revenue class 12841) is summarized in the University Revenue Transaction Journal Report (UAR600):

Debit: 5132 State Support Collections (CU11)
Credit: 3612 State Support Revenue (CU11)

State University Income Offset Fund Pooled Revenue

To record the pooled revenue automatically posted to the campuses’ income offset fund (345-12) by system administration. The pooled revenue activity (revenue class 12864) is summarized in the University Revenue Transaction Journal Report (UAR600):

Debit: 5381 Other Transfers (CU11)
Credit: 3680 Other Transfers (CU11)

Title IV Accounts Receivable

Campus must calculate the amount of Title IV aid earned by the student based on the date of withdrawal and percentage of payment period attended by the student.

Campus should compare the above calculation to the amount of aid disbursed to the student. If the amount earned by the student is less than the amount originally disbursed, the institution must return the unearned portion of Title IV funds to the grantor agency

For Title IV funds disbursed to students and subsequently returned to the grantor agency, the campus should record the amount due from the student in the appropriate receivable account (1398 – A/R Title IV, 1598 – A/R Attorney General Title IV, 1798 – A/R Collection Agency Title IV).

The campus should follow the normal collection procedures established in the collection procedures for tuition, fees, and other charges and section K of the Division of Budget’s Budget Policy and Reporting Manual.

Once all collection efforts have been exhausted and the account is deemed uncollectible, the campus should write-off the account. In order to return the cash repaid to the grantor agency to the collection fund (344-xx), the campus will pull back cash from SUTRA, SUIFO, or IFR funds. The write - off should be recorded in the entity that transferred the cash back to the collection fund.

To record the amount returned to the grantor agency:

Debit: 1398 – A/R Title IV (CU44)
Credit: 1110 – Cash in Bank (CU44)

To record subsequent payments received from students:

Debit: 1110 – Cash in Bank (CU44)
Credit: 1398 – A/R Title IV (CU44)

Note: no “due to” and “collection” entries are necessary; this is a repayment of cash only.

To write-off an amount due from the students, the campus should process an FM909 or AC1370 charging the desired entity (SUTRA, SUIFO, or IFR) and make the following entries:

Debit: 1111 – Undistributed Cash to OSC (CU44)
Debit: 3998 – Uncollectible Provision Title IV Bad Debt
Credit: 23XX – Appropriate Due To Account (CU44)
Credit: 5XXX – Appropriate Collection Account

To remove accounts receivable balance:

Debit: 23XX – Appropriate Due To Account
Credit: 1398 – A/R Title IV

Use of State-appropriated and Operating Funds for Campus Scholarships

Student billed for charges at gross (use tuition charges as an example):

Debit: 1311 Tuition Receivable (CU11)
Credit: 31xx Tuition Revenue (CU11)

Campus accepts tuition scholarship in lieu of payment:

NO URAS ACCOUNTING EFFECT

Campus prepares special charge voucher, with the payee being the campus, into the University accounting system voucher payment module utilizing University object no. 5803 charging the appropriate expenditure account. The expenditure account that is charged for the cost of the scholarship program should contain “15” as the third and fourth digit (e.g., XX15XX - 00). This signifies student aid. The campus should transmit the voucher to OSC for processing. Note: as an alternative, a campus may process the transaction utilizing a revenue/expense journal (similar to the process established for the SUSTA program):

NO URAS ACCOUNTING EFFECT

Campus receives check for scholarship:

Debit: 1110 Cash in Bank (CU44)
Credit: 1311 Tuition Receivable (CU11)

The liability to state funds for the cash collection is recorded:

Debit: 51xx Collections – Tuition (CU11)
Credit: 2311 Due to SUIFO (CU44)

The cash is periodically transferred from the local depository to the campus collection fund:

Debit: 1111 Undistributed Cash to OSC (CU44)
Credit: 1110 Cash in Bank (CU44)

To record the transfer (via AC1370) from the collection fund to the University income offset fund:

Debit: 2311 Due to SUIFO (CU44)
Credit: 1111 Undistributed Cash to OSC (CU44)

GENERAL ACCOUNTING CYCLES

The illustrated standard journal entries of the system contain amounts used for the trial balances and reports and presented in the final section of the manual. An opening trial balance of the general ledger precedes the journal entries to provide a complete accounting cycle.

OPENING TRIAL BALANCE

No.	Name	Debit	Credit
1110	Cash	9,600
1311	Accounts Receivable – Tuition	30,000
1315	Accounts Receivable – Food Service	10,000
1324	Accounts Receivable – Technology Fee	2,000
1331	Accounts Receivable – Room Rent	20,000
1332	Accounts Receivable – College Fees	2,000
1381	Accounts Receivable – ASC Charges	500
1518	Accounts Referred to Attorney General – Miscellaneous SU Income Fund	105
1675	Allowance for Uncollectible Accounts – Other State Charges		200
2311	Due to SUIFO		5,000
2313	Due to Regular IFR		500
2331	Due to Dormitory Operating		3,000
2370	Due to General Fund		100
2381	Due to ASC		1,000
2405	Deferred Income – Tuition Summer		1,000
2425	Deferred Income – Room Summer		1,000
2410	Deferred Income – Admissions Deposits		1,625
2420	Deferred Income – Room Deposits		2,600
2900	Fund Balance		58,180
		74,205	74,205

JOURNAL ENTRY 1

To record the billing of students for the semester charges. Note this does not apply to the summer semester, for the summer semester entries see specific transactions section, (j). Each student will be charged for the gross amounts of tuition, fees, etc.; tuition waivers and financial aid will be credited, if applicable, in subsequent entries. Any prepayments, such as tuition and room rent (as indicated on the opening trial balance), will be credited to the student accounts in this entry.

No.	Name	Debit	Credit
1311	Accounts Receivable – Tuition	30,145
1315	Accounts Receivable – Food Service	28,000
1324	Accounts Receivable – Technology Fee	8,000
1331	Accounts Receivable – Room Rent	24,000
1332	Accounts Receivable – College Fees	5,000
1381	Accounts Receivable- ASC	3,200
1385	Accounts Receivable – Other Non State	2,200
2405	Deferred Income – Tuition Summer	1,000
2410	Deferred Income – Admissions Deposits	1,250
2420	Deferred Income – Room Deposits	2,000
2425	Deferred Income – Room Summer	1,000
3111	Revenue – Tuition Summer		1,000
3112	Revenue – Tuition Fall		31,395
3301	Revenue – Technology Fee		8,000
3811	Revenue – Room Rent Summer		1,000
3812	Revenue – Room Rent Fall		26,000
3132	Revenue College Fee Fall		5,000
4352	Revenue Food Service Fall		28,000
4610	Revenue Miscellaneous ASC		3,200
4512	Revenue Insurance Premium Fall		2,200
		105,795	105,795

JOURNAL ENTRY 2

To record the withdrawal of students at any time after the billing journal entry # 1 has recorded charges to the students for tuition, fees, etc. and recognition of revenue. The accounts are adjusted for the partial or full amounts credited to the students. The credits must be made to the students' receivable accounts, even if the students have previously paid the original charges. A credit accounts receivable balance usually indicates that a refund is due to the student. Cash refunds will be made for credit balances in the receivable accounts and recorded in subsequent journal entry (# 5). For a partial refund, only a portion of the revenue and related accounts receivable would be reversed since part of the revenue is earned.

No.	Name	Debit	Credit
3112	Revenue – Tuition, Fall	3,150
3132	Revenue – College Fees, Fall	125
3812	Revenue – Room Rental, Fall	3,417
4352	Revenue – Food Service, Fall	3,800
4610	Revenue – Miscellaneous ASC	320
4512	Revenue – Insurance, Fall	242
1311	Accounts Receivable – Tuition		3,150
1332	Accounts Receivable – College Fees		125
1331	Accounts Receivable – Room Rent		3,417
1315	Accounts Receivable – Food Service		3,800
1381	Accounts Receivable – ASC		320
1385	Accounts Receivable – Other		242
		11,054	11,054

JOURNAL ENTRY 3

To record adjustments in amounts billed to students resulting from changes in registration, living accommodations, billing errors, etc. This entry is required prior to the refunding to students of any overpayments.

No.	Name	Debit	Credit
3112	Revenue – Tuition, Fall	2,500
3118	Revenue – Tuition, Prior Years	20
1331	Accounts Receivable – Room Rent	1,000
3812	Revenue – Room Rental, Fall		1,000
1311	Accounts Receivable – Tuition		2,520
		3,520	3,520

If an accounts receivable credit balance results from this entry and a refund is due to the student, then a subsequent reclassification and payment are required and recorded through journal entries # 5 and # 11.

JOURNAL ENTRY 4

To record waivers of charges based on the agreement between the State of New York and United University Professions, Inc. (UUP).

No.	Name	Debit	Credit
3122	Revenue – Tuition Offset, Fall	4,435
3128	Revenue – Tuition Offset, Prior Years	29
1311	Accounts Receivable – Tuition		4,464

If an accounts receivable credit balance results from this entry and a refund is due to the student, then a reclassification and subsequent payment are required and recorded through journal entries # 5 and # 11.

JOURNAL ENTRY 5

To record cash refunds due to students as evidenced by audited credit balances in the student accounts receivable. Credit balances might occur in an individual student account after the student has paid the billed charges, as a result of withdrawal (JE # 2), billing adjustments (JE # 3), waiver of charges (JE # 4), or overpayments either in error or as a result of financial aid payments from state or federal programs.

No.	Name	Debit	Credit
1311	Accounts Receivable – Tuition	450
1315	Accounts Receivable – Food Service	650
1331	Accounts Receivable – Room Rent	492
1381	Accounts Receivable – ASC	30
1385	Accounts Receivable – Other	22
2110	Refunds Due to Students		1,644

The amounts in this entry consist of the following:

	Full Refund	Partial Refund	Total
Tuition	300	150	450
Food Service	350	300	650
Room Rent	325	167	492
Activity Fee	30	0	30
Insurance	22	0	22
	1,027	617	1,644

JOURNAL ENTRY 6

To reclassify old, uncollected accounts receivable from the active accounts. Amounts of uncollected revenues of the state are transferred to the OAG or outside private collection agency for collection. The entry below reflects accounts receivable transferred to OAG. For amounts transferred to private collection agency substitute collection agency accounts (Accounts 1700 – 1798).

No.	Name	Debit	Credit
1511	AR Attorney General – Tuition	3,000
1515	AR Attorney General – Food Service	3,500
1531	AR Attorney General – Room Rent	3,250
1532	AR Attorney General – College Fees	125
1311	Accounts Receivable – Tuition		3,000
1315	Accounts Receivable – Food Service		3,500
1331	Accounts Receivable – Room Rent		3,250
1332	Accounts Receivable – College Fees		125
		9,875	9,875

JOURNAL ENTRY 7

To record cash receipts for each semi-monthly period. The entry may be posted directly from a cash receipts journal if the journal contains the necessary analysis of the cash transactions. The journal may be manually posted, in either detailed or summary form, or printed by computer from an automated system.

Two entries are shown below to illustrate the origin of collection entries # 9 and # 10.

Entry for the period September 1-15:

No.	Name	Debit	Credit
1110	Cash	64,875

1389	Accounts Receivable – Undistributed		49,000
1589	AR Attorney General – Undistributed		1,500
2410	Deferred Income – Admissions Deposits		100
2420	Deferred Income – Room Deposits		50
2690	Exchange		500
3174	Revenues – Transcript Fee		50
3178	Revenues – Bad Check		25
3311	Revenues – Sponsored Research Federal		5,000
3340	Revenues – Sponsored Research - Other		1,000
3380	Revenues – OSP - Other		7,275
3631	Revenues – Telephone - Dorm		375
		64,875	64,875

Entry for the period September 16-30:

No.	Name	Debit	Credit
1110	Cash	40,200

1389	Accounts Receivable – Undistributed		35,000
3311	Revenues – Sponsored Research – Federal		4,000
3360	Revenues – Other Sponsored Programs – State		1,000
3639	Revenues – Damage Charges, Dorms		200
		40,200	40,200

JOURNAL ENTRY 7A

To record the periodic transfer of monies from the local depository to the campus collection fund on deposit at the state treasury.

Cumulative effect of entries for the month of September:

No.	Name	Debit	Credit
1111	Undistributed cash to OSC	100,000
1110	Cash		100,000

JOURNAL ENTRY 8

To record the distribution to subsidiary accounts of the undistributed cash receipts which were credited to accounts receivable in JE #7. The distribution will be obtained from the process of crediting the receipts to the individual student accounts. Since most student accounts records are automated, the analysis will usually be computer - generated.

Entry for the period September 1-15

No.	Name	Debit	Credit
1389	Accounts Receivable - Undistributed	49,000
1589	AR Attorney General – Undistributed	1,500
1311	Accounts Receivable – Tuition		23,500
1315	Accounts Receivable – Food Service		12,000
1331	Accounts Receivable – Room Rent		9,000
1332	Accounts Receivable – College Fees		2,500
1381	Accounts Receivable – ASC		1,500
1385	Accounts Receivable – Other		500
1511	AR Attorney General – Tuition		800
1515	AR Attorney General – Food Service		600
1531	AR Attorney General – Room Rent		100
		50,500	50,500

Entry for the period September 16-30:

No.	Name	Debit	Credit
1389	Accounts Receivable – Undistributed	35,000

1311	Accounts Receivable – Tuition		13,000
1315	Accounts Receivable – Food Service		10,000
1331	Accounts Receivable – Room		11,000
1332	Accounts Receivable – College Fees		1,000
		35,000	35,000

JOURNAL ENTRY 9

To record the collections and corresponding liabilities to other funds for the cash recorded in the cash receipts journal and distributed in JE #7 for each semi-monthly period. The total amounts distributed by this entry and JE #10 must agree with the total debit to cash in the corresponding JE #7 less any account whose balance remains in the collection fund - CU44 (i.e., exchange). Entries are shown for each semi-monthly period of the example.

Entry for the period September 1-15:

No.	Name	Debit	Credit
5112	Collections – Tuition – Fall	100
5124	Collections – Fees & Fines – IFR Transfer	75
5231	Collections – Sponsored Research, Federal	5,000
5239	Collections – Sponsored Research, Other	1,000
5249	Collections – Other Sponsored Programs, Other	7,275
5312	Collections – Room Rent, Fall	50
5380	Collections – SUDIF, Other	375
2311	Due to SUIFO		175
2313	Due to Regular IFR		13,275
2331	Due to Dormitory Operating		425
		13,875	13,875

Entry for the period September 16-30:

No.	Name	Debit	Credit
5231	Collections – Sponsored Research, Federal	4,000
5245	Collections – Sponsored Program, State	1,000
5380	Collections – SUDIF – Other Sources	200
2313	Due to Regular IFR		5,000
2331	Due to Dormitory Operating		200
		5,200	5,200

JOURNAL ENTRY 10

To record the collections and corresponding liabilities to other funds for the cash receipts which were distributed to student accounts receivable in JE # 8.

Entry for the period September 1-15:

No.	Name	Debit	Credit
5112	Collections – Tuition – Fall	24,300
5152	Collections – Food Service – Fall	12,600
5312	Collections – Room Rent – Fall	9,100
5322	Collections – College Fees – Fall	2,500
5810	Collections – ASC	1,500
5812	Collections – Student Insurance	500
2311	Due to SUIFO		26,800
2331	Due to Dormitory Operating		9,100
2381	Due to Auxiliary Service Corp.		14,100
2385	Due to Other Agency Accounts		500
		50,500	50,500

Entry for the period September 16-30:

No.	Name	Debit	Credit
5112	Collections – Tuition – Fall	13,000
5152	Collections – Food Service – Fall	10,000
5312	Collections – Room Rent – Fall	11,000
5322	Collections – College Fees – Fall	1,000
2311	Due to SUIFO		14,000
2313	Due to Regular IFR		10,000
2331	Due to Dormitory Operating Fund		11,000
		35,000	35,000

JOURNAL ENTRY 11

To record cash disbursements and transfers from the collection fund for each semi-monthly period. The entry may be posted directly from a cash disbursements journal if the journal contains the necessary analysis of the cash transactions. Two entries are shown below to illustrate the origin of collection entry #12 and the transmittal of collections to the state and other funds.

Entry for the period September 1-15:

No.	Name	Debit	Credit
2110	Refunds Due to Student	1,027
2690	Exchange	500
2311	Due to SUIFO	5,500
2331	Due to Dormitory Operating	3,000
2370	Due to General Fund	100
2381	Due to Auxiliary Service Corp.	1,000
1110	Cash in Banks		2,627
1111	Undistributed Cash to OSC		8,500
		11,127	11,127

Entry for the period September 16-30:

No.	Name	Debit	Credit
2410	Deferred Income – Admission Deposits	250
2420	Deferred Income – Room Deposits	400
2311	Due to SUIFO	50,025
2331	Due to Dormitory Operating	11,375
2381	Due to Auxiliary Service Corp.	1,470
2385	Due to Other Agency Accounts	478
1110	Cash in Banks		2,598
1111	Undistributed Cash to OSC		61,400
		63,998	63,998

JOURNAL ENTRY 12

To record the reduction in liabilities to other funds resulting from the disbursement of collected cash, as recorded in the cash disbursements journal and JE # 11 for each semi-monthly period. The total amounts of this entry must agree with the total credit to cash, less remittances to other funds, recorded in the corresponding JE # 11. The distribution of the disbursements of refunds to students is obtained from JE # 5, which set up the liability for the refunds. Only full refunds are disbursed at the campus. Entries for each semi-monthly period are illustrated below.

Entry for the period September 1-15:

No.	Name	Debit	Credit
2311	Due to SUIFO	300
2313	Due to Regular IFR	350
2331	Due to Dormitory Operating	325
2381	Due to Auxiliary Service Corp.	30
2385	Due to Other Agency Accounts	22
5112	Collections – Tuition – Fall		300
5152	Collections – Food Service – Fall		350
5312	Collections – Room Rent – Fall		325
5810	Collections – ASC		30
5812	Collections – Student Insurance		22
		1,027	1,027

Entry for the period September 16-30:

No.	Name	Debit	Credit
2311	Due to SUIFO	250
2331	Due to Dormitory Operating	400
5112	Collections – Tuition – Fall		250
5312	Collections – Room Rent – Fall		400
		650	650

JOURNAL ENTRY 13

To record the allowance for uncollectible accounts receivable.

No.	Name	Debit	Credit
3911	Provision for Uncoll. Accts. – Tuition	1,100
3931	Provision for Uncoll. Accts. – Room Rent	1,000
3935	Provision for Uncoll. Accts. – College Fee	500
1611	Allow. For Uncoll. Accts. – Tuition		1,100
1631	Allow. For Uncoll. Accts. – Room Rent		1,000
1632	Allow. For Uncoll. Accts. – College Fee		500
		2,600	2,600

JOURNAL ENTRY 14

To write off accounts receivable reported by the Attorney General as uncollectible.

Provision Method:

No.	Name	Debit	Credit
3913	Provision for Uncollectible Accounts – Tuition & Fees A/G Bad Debt	500
3933	Provision for Uncollectible Accounts – Room Rent A/G Debt	400
3937	Provision for Uncollectible Accounts – College Fee A/G Bad Debt	100
3974	Provision for Uncollectible Accounts – Other State Charges A/G Bad Debt	105
1511	A/R Attorney General – Tuition		500
1518	A/R Attorney General – Miscellaneous		105
1531	A/R Attorney General – Room Rent		400
1532	A/R Attorney General – College Fees		100
		1,105	1,105

JOURNAL ENTRY 15

To write off accounts receivable reported by the OAG through the tax offset program (Note: the University does not receive any cash from the tax offset program; recoveries are deposited in the general fund of the state).

Provision Method:

No.	Name	Debit	Credit
3909	Provision for Uncollectible Accounts – Tuition & Fees Tax Offset	600
3934	Provision for Uncollectible Accounts – Room Rent Tax Offset	400
1511	A/R Attorney General – Tuition		600
1531	A/R Attorney General – Room Rent		400
		1,000	1,000

JOURNAL ENTRY 16

To record a payment received on an account that was previously written off.

No.	Name	Debit	Credit
1100	Cash	100
3911	Provision for Uncollectible Accounts – Tuition & Fees Campus Bad Debt		50
3932	Provision for Uncollectible Accounts – Room Rent Campus Bad Debt		50
5112	Collections – Tuition – Fall	50
5312	Collections – Room Rent – Fall	50
2311	Due to SUIFO		50
2331	Due to Dormitory Operating		50
		200	200

JOURNAL ENTRY 17

Overseas Academic Program (OAP):

To record the billing of OAP:

No.	Name	Debit	Credit
1311	Accounts Receivable – Tuition	20,000
3112	Revenue – Tuition – Fall		20,000

Cash is received from students for billed charges.

No.	Name	Debit	Credit
1110	Cash in Bank	20,000
1311	Accounts Receivable – Tuition		20,000

To record the collection of OAP money:

No.	Name	Debit	Credit
5112	Collections – Tuition – Fall	20,000
2315	Due to SUTRA		20,000

JOURNAL ENTRY 18

The following entry should be used to record petty cash advances received from OSC as specified in the OSC Cash Advance Sub-ledger, LED060. The initial entry will only be adjusted when additional advances are received or a refund of advanced funds is made to OSC.

No.	Name	Debit	Credit
1150	Petty Cash	15,000
2370	Due to General Fund		15,000

JOURNAL ENTRY 19

To record the billing of miscellaneous fees (i.e., academic transcript fee).

No.	Name	Debit	Credit
1312	Accounts Receivable – Misc. SUIF	1,000
3174	Revenue – Transcript		1,000

Cash is received from students for billed charges:

No.	Name	Debit	Credit
1110	Cash in Bank	1,000
1312	Accounts Receivable – Misc. SUIF		1,000

To record the collection of academic transcript money:

No.	Name	Debit	Credit
5124	Collections – Misc. Fees and Fees – IFR	1,000
2313	Due to SUIFR		1,000

Reports and Reconciliations

The URAS is designed for the orderly recording of financial transactions affecting revenues. As such, it lends itself to the preparation of reports which can be used by the campus, system administration, and DOB for better, more informed management. This section describes and illustrates some of these reports. The data used in the illustrations has been drawn from the opening trial balance and journal entries presented in the previous section. Provided below is a listing of reports which are required to be submitted to the office of university controller:

REPORTS AND RECONCILIATIONS FREQUENCY

Pre-closing Trial Balance (via the On-line URAS Module)	Quarterly
Reconciliation of Collections	Semi-annually *
Reconciliation of Fund Balance	Semi-annually *
Reconciliation of Revenue Related to Student Registrations	Year-end
Aged Accounts Receivable Category and Summary Reports	Semi-annually *
Analysis of Cash in Banks	Year-end
Reconciliation of Collection Fund	Semi-annually *

* Campuses experiencing difficulties in reporting will be required to submit quarterly. The office of the university controller will notify applicable campuses.

TRIAL BALANCE

The trial balance is simply a listing of each account in the general ledger, together with its debit or credit balance at a given date. The total debits must always equal the total credits. Any imbalance indicates an error and must be investigated and corrected so that the books will be in balance.

The trial balance should be prepared as of the last day of each month to ensure that the accounts are balanced. The trial balance will be submitted to the office of university controller via the on-line URAS module on a quarterly basis. It must be released to system administration within thirty days of the end of the quarter. At the end of the fiscal year, the trial balance will provide the source for closing entry data.

(Example of a consolidated trial balance is found below - refer to the procedures for general ledger uniform revenue accounting system (URAS) collection module for an example of a trial balance by entity).

STATE UNIVERSITY OF NEW YORK AT XXXXXX

Pre-closing Consolidated Trial Balance

Assets

No.	Name	Debit	Credit
1110	Cash	30,550
1111	Undistributed Cash to OSC	30,100
1150	Petty Cash	15,000
1311	Accounts Receivable – Tuition	10,961
1315	Accounts Receivable – Food Service	9,350
1324	Accounts Receivable – Technology Fee	10,000
1331	Accounts Receivable – Room Rent	18,825
1332	Accounts Receivable – College Fees	3,250
1381	Accounts Receivable – ASC	1,910
1385	Accounts Receivable – Other Non-State	1,480
1511	A/R Attorney General – Tuition	1,100
1515	A/R Attorney General – Food Service	2,900
1531	A/R Attorney General – Room Rent	2,350
1532	A/R Attorney General – College Fees	25
1611	Allowance for Uncoll. Accts – Tuition		1,100
1631	Allowance for Uncoll. Accts – Room Rent		1,000
1632	Allowance for Uncoll. Accts – College Fee		500
1675	Allowance for Uncoll. Accts – Other State		200

Liabilities and Fund Balance

No.	Name	Debit	Credit
2110	Refunds Due to Students		617
2311	Due to SUIFO		10,950
2313	Due to Regular IFR		28,425
2331	Due to Dormitory Operating		8,675
2370	Due to General Fund		15,000
2381	Due to Auxiliary Service Corporation		12,600
2410	Deferred Income – Admissions Deposit		225
2420	Deferred Income – Room Deposit		250
2900	Fund Balance		58,180

Revenues

No.	Name	Debit	Credit
3111	Tuition – Summer		1,000
3112	Tuition – Fall		45,745
3118	Tuition – Prior Year	20
3122	Tuition Offset – Fall	4,435
3128	Tuition Offset – Prior Year	29
3132	College Fees – Fall		4,875
3174	Misc. Fees & Fines – Transcript		1,050
3178	Misc. Fees & Fines – Returned Check		25
3301	Technology Fee		8,000
3311	Sponsored Research – Federal, Direct		9,000
3340	Sponsored Research – Other		1,000
3360	Other Sponsored Programs – State		1,000
3380	Other Sponsored Programs – Other		7,275
3631	Telephone – Dormitory		375
3639	Damage Charges – Dormitory		200
3811	Room Rent – Summer		1,000
3812	Room Rent – Fall		23,583
3909	Provision for Uncollectible Accounts	600
	Tuition and Fees Tax Offset
3911	Provision for Uncollectible Accounts	1,100
	Tuition and Fees Allowance
3912	Provision for Uncollectible Accounts		50
	Tuition and Fee Campus Bad Debt
3913	Provision for Uncollectible Accounts	500
	Tuition and Fees A/G Bad Debt
3931	Provision for Uncollectible Accounts	1,000
	Room Rent Allowance
3932	Provision for Uncollectible Accounts Room Rent Campus Bad Debt		50
3933	Provision for Uncollectible Accounts Room Rent A/G Bad Debt	400
3934	Provision for Uncollectible Accounts Rent Tax Offset	400
3935	Provision for Uncollectible Accounts College Fee Allowance	500
3937	Provision for Uncollectible Accounts College Fee A/G Bad Debt	100
3974	Provision for Uncollectible Accounts Other State Charges A/G Bad Debt	105
4352	Food Service – Fall		24,200
4512	Insurance Premiums – Fall		1,958
4610	Miscellaneous ASC		2,880

Collections

No.	Name	Debit	Credit
5112	Tuition – Fall	56,900
5124	Misc. Fees and Fines – IFER Transfer	1,075
5152	Food Service – Fall	22,250
5231	Sponsored Research – Federal, Direct	9,000
5239	Sponsored Research – Other	1,000
5245	Other Sponsored Programs – State	1,000
5249	Other Sponsored Programs – Other	7,275
5312	Room Rent – Fall	19,475
5322	College Fees	3,500
5380	SUDIF – Other Sources	575
5810	Auxiliary Service Corporation	1,470
5812	Student Insurance	478
	Total	270,998	270,998

CLOSING ENTRIES

Annually, at the end of the fiscal year, all the nominal accounts (revenues, non - revenue receipts, collections, and transfers) are closed into the fund balance. This is done by the closing entries, which are prepared from the pre - closing trial balance and are posted to the general ledger.

STATE UNIVERSITY OF NEW YORK AT XXXXXX

Closing Entries

No.	Name	Debit	Credit
3111	Tuition – Summer	1,000
3112	Tuition – Fall	45,745
3118	Tuition – Prior Year		20
3122	Tuition Offset – Fall		4,435
3128	Tuition offset – Prior Year		29
3132	College Fees – Fall	4,875
3174	Misc. Fees & Fines – Transcript	1,050
3178	Misc. Fees & Fines – Returned Check	25
3301	Technology Fee	8,000
3311	Sponsored Research – Federal, Direct	9,000
3340	Sponsored Research – Other	1,000
3360	Other Sponsored Programs – State	1,000
3380	Other Sponsored Programs – Other	7,275
3631	Telephone – Dormitory	375
3639	Damage Charges – Dormitory	200
3811	Room Rent – Summer	1,000
3812	Room Rent – Fall	23,583
3909	Provision for Uncollectible Accounts – Tuition & Fees Tax Offset		600
3911	Prov. For Uncoll. Accts – Tuition		1,100
3912	Provision for Uncollectible Accounts – Tuition & Fee Campus Bad Debt	50
3913	Provision for Uncollectible Accounts – Tuition & Fees A/G Bad Debt		500
3931	Prov. For Uncoll. Accts – Room		1,000
3932	Provision for Uncollectible Accounts – Room Rent Campus Bad Debt	50
3933	Provision for Uncollectible Accounts – Room Rent A./G Bad Debt		400
3934	Provision for Uncollectible Accounts – Room Rent Tax Offset		400
3935	Prov. For Uncoll. Accts. – College Fee		500
3937	Provision for Uncollectible Accounts – College Fee A/G Bad Debt		100
3974	Provision for Uncollectible Accounts Other State Charges A/G Bad Debt		105
4352	Food Service – Fall	24,200
4512	Insurance Premiums – Fall	1,958
4610	Miscellaneous ASC	2,880
2900	Fund Balance		124,077
		133,266	133,266

To close revenue and non-revenue receipts into fund balance.

STATE UNIVERSITY OF NEW YORK AT XXXXXX

Closing Entries (Continued)

No.	Name	Debit	Credit
2900	Fund Balance	123,998
5112	Tuition – Fall		56,900
5124	Misc. Fees and Fines – IFR Transfer		1,075
5152	Food Service – Fall		22,250
5231	Sponsored Research – Federal, Direct		9,000
5239	Sponsored Research – Other		1,000
5245	Other Sponsored Programs – State		1,000
5249	Other Sponsored Programs – Other		7,275
5312	Room Rent – Fall		19,475
5322	College Fees		3,500
5380	SUDIF – Other Sources		575
5810	Auxiliary Service Corporation		1,470
5812	Student Insurance		478
		123,998	123,998

To close collection and transfer accounts into fund balance

RECONCILIATION OF COLLECTIONS

The reconciliation of collections report reconciles the collection accounts with the amounts remitted to the various funds for which they were collected.

This report should be prepared monthly and submitted semi-annually to the office of university controller within thirty days of the end of the quarter. A reconciliation of collections of auxiliary service corporation accounts should be submitted by each campus to its auxiliary service corporation each fiscal year.

STATE UNIVERSITY OF NEW YORK

RECONCILIATION OF COLLECTIONS

For the Year Ended June 30, 20xx

State University Income Fund
Collections during the period:

Tuition	56,900
Misc. Fees and Fines – IFR Transfer	1,075
College Fees	3,500
Sponsored Research - Federal	9,000
Sponsored Research – Other	1,000
Other Sponsored Programs – State	1,000
Other Sponsored Programs – Other	7,275
Total Collections	79,750
Unremitted Collections:
Add: Beginning Due To Balances (7/01/xx)	5,500
Deduct: Ending Due To Balances	(39,375)
Total Remittances to Fund	45,875

State University Dormitory Income Fund
Collections during the period:

Room Rent – Fall	19,475
Other Sources	575
Total Collections	20,050
Unremitted Collections:
Add: Beginning Due To Balances (7/01/xx)	3,000
Deduct: Ending Due To Balances	(8,675)
Total Remittances to Fund	14,375

Note: Total remittances to state funds (i.e., SUIF, DIF, and Restricted Current Fund) should agree with the respective totals per the University analysis of cash receipts report (UAR610/UFUNDS). If the totals do not agree, a reconciliation must be submitted in conjunction with the reconciliation of collections report.

General Fund

Collections during the period:	None
Unremitted Collections:
Add: Beginning Due To Balance	100
Deduct: Ending Due To Balance	None
Total Remittances to Fund	100

Auxiliary Service Corporation

Collections during the period:	23,720
Unremitted Collections:
Add: Beginning Due To Balance	1,000
Deduct: Ending Due To Balance	(12,600)
Total Remittances to Fund	12,120

Other Agency Funds

Collections during the period:	478
Unremitted Collections:
Add: Beginning Due To Balance	None
Deduct: Ending Due To Balance	None
Total Remittances to Fund	478

RECONCILIATION OF FUND BALANCE

After closing the nominal accounts for revenues, collections, and transfers the fund balance should reconcile to the net total of all assets and liability accounts, excluding the collection fund (CU44) asset and liability accounts. The collection fund account balances (i.e., cash, undistributed receipts, exchanges, and due to’s) should all net to zero. If these balances do not net to zero the campus has over (under) distributed the cash. A reconciliation of fund balance should be prepared monthly and submitted semi-annually to the office of university controller, within thirty days of the end of the quarter.

RECONCILIATION OF FUND BALANCE

Cash (1100 accts.)	75,650

Collection Fund:
Undistributed Receipts	0
Misc. A/P	0
Due To’s	(75,650)
Variance		0

Assets (other than above)	59,351
Less: Liabilities (other than above)	(1,092)
Net Assets		58,259

Beginning Fund Balance	58,180
Add: Revenues and non-revenue receipts	124,077
Less: Collections	(123,998)
Ending Fund Balance		58,259
Variance		0

RECONCILIATION OF REVENUE RELATED TO STUDENT REGISTRATIONS

For each academic term the revenues related to student registrations should be directly reconcilable with the amount of earned revenue determined by multiplying enrollment statistics by the standard rates charged by the campus. The variance should be less than or equal to 2%. If the variance exceeds this criterion, then an explanation must be provided. This report, for tuition and room rent revenue, will be prepared annually for the campus fiscal year and submitted to the office of university controller within thirty days of the close of the fiscal year.

(Format of analysis found below)

RECONCILIATION OF REVENUES RELATED TO STUDENT REGISTRATIONS

1. Tuition

Part-time Headcount(+) Tuition** Calculated Tuition
Headcount or Credit Hour Rate/Hr. Revenue

SUMMER (20xx)
Resident:
Undergraduate - Full-time			3,085
Graduate - Full-time			5,185

Undergraduate - Part-time			257
Graduate - Part-time			432
Total Resident

Non-resident:
Undergraduate - Full-time			7,910
Graduate - Full-time			10,095

Undergraduate - Part-time			659
Graduate - Part-time			841
Total Non-Resident

Professional Resident
Professional - Full-time
Medical			17,545
Dentistry			15,120
Pharmacy			11,870
Law			11,975
Optometry			12,040
Physical Therapy			10,655
Total Resident

Professional Non-resident:
Professional - Full-time
Medical			30,125
Dentistry			31,475
Pharmacy			23,015
Law			20,920
Optometry			21,870
Physical Therapy			19,490
Total Non-resident

TOTAL SUMMER CALCULATED

TOTAL SUMMER REVENUE - URAS ACCOUNT 3111

VARIANCE

(+) Full-time Student - use headcount. Part-time Student - use credit hour.
** In accordance with tuition schedule.

Part-time Headcount(+) Tuition** Calculated Tuition
Headcount or Credit Hour Rate/Hr. Revenue

FALL (20xx)
Resident:
Undergraduate - Full-time			3,085
Graduate - Full-time			5,185

Undergraduate - Part-time			257
Graduate - Part-time			432
Total Resident

Non-resident:
Undergraduate - Full-time			7,910
Graduate - Full-time			10,095

Undergraduate - Part-time			659
Graduate - Part-time			841
Total Non-Resident

Professional Resident
Professional - Full-time
Medical			17,545
Dentistry			15,120
Pharmacy			11,870
Law			11,975
Optometry			12,040
Physical Therapy			10,655
Total Resident

Professional Non-resident:
Professional - Full-time
Medical			30,125
Dentistry			31,475
Pharmacy			23,015
Law			20,920
Optometry			21,870
Physical Therapy			19,490
Total Non-resident

TOTAL FALL CALCULATED

TOTAL FALL REVENUE - URAS ACCOUNT 3112

VARIANCE

(+) Full-time Student - use headcount. Part-time Student - use credit hour.
** In accordance with tuition schedule.

RECONCILIATION OF REVENUES RELATED TO STUDENT REGISTRATIONS

1. Tuition (continued):

Part-time Headcount(+) Tuition** Calculated Tuition
Headcount or Credit Hour Rate/Hr. Revenue

SPRING (20xx)
Resident:
Undergraduate - Full-time			3,085
Graduate – Full-time			5,185

Undergraduate - Part-time			257
Graduate – Part-time			432
TOTAL RESIDENT

Non-resident:
Undergraduate - Full-time			7,910
Graduate – Full-time			10,095

Undergraduate - Part-time			659
Graduate – Part-time			841
TOTAL NONRESIDENT

Professional:
Resident:
Professional - Full-time
Medical			17,545
Dentistry			15,120
Pharmacy			11,870
Law			11,975
Optometry			12,040
Physical therapy			10,655
TOTAL RESIDENT

Non-resident:
Professional - Full-time
Medical			30,125
Dentistry			31,475
Pharmacy			23,015
Law			20,920
Optometry			21,870
Physical therapy			19,490
TOTAL NON-RESIDENT


TOTAL SPRING CALCULATED

TOTAL SPRING REVENUE - URAS ACCOUNT 3114

VARIANCE

(+) Full-time Student - use headcount. Part-time Student - use credit hour.
** In accordance with tuition schedule.

RECONCILIATION OF REVENUES RELATED TO STUDENT REGISTRATIONS

2. Room Rent:

Room Rental Room Rent Calculated
No. of Beds Rate(+) Revenues

SUMMER (20xx)

TOTAL SUMMER REVENUE - URAS ACCOUNT 3811

VARIANCE

Room Rental Room Rent Calculated
No. of Beds Rate(+) Revenues

FALL (20xx)
Single
Double
Triple
Married
Staff
Apartment
Other (Specify)
Resident Assistant

TOTAL FALL CALCULATED

TOTAL FALL REVENUE - URAS ACCOUNT 3812

VARIANCE

(+) As there are different approved rates throughout the University, "various" or actual rates may be used provided sufficient documentation exists for the calculation.

RECONCILIATION OF REVENUES RELATED TO STUDENT REGISTRATIONS

2. Room Rent:

Room Rental Room Rent Calculated
No. of Beds Rate(+) Revenues

SPRING (20xx)
Single
Double
Triple
Married
Staff
Apartment
Other (Specify)
Resident Assistant

TOTAL SPRING CALCULATED

TOTAL SPRING REVENUE – URAS ACCOUNT 3814

VARIANCE

(+) As there are different approved rates throughout the University, various or actual rates may be used provided sufficient documentation exists for the calculation.

AGED STUDENTS ACCOUNTS RECEIVABLE CATEGORY REPORT AND SUMMARY REPORT

An aged student’s accounts receivable report will be prepared by semester and category to verify the proper transfer of receivables to the Attorney General. The total aged accounts receivable must equal the balance in the general ledger, which is reflected on the balance sheet. These reports should be submitted semi-annually to the office of university controller, within thirty days of the end of the quarter.

(Sample format of report found below)

STATE UNIVERSITY OF NEW YORK

AGED STUDENTS ACCOUNTS RECEIVABLE CATEGORY REPORT

Status as of 6/30/xx

Academic No. of College Health Activities Food
Term Accts Tuition Fee Serv. Fee Fee Room Service Total

Spring xx
Fall xx
Summer xx

Spring xx
Fall xx
Summer xx

Spring xx
Fall xx
Summer xx

Spring xx
Fall xx
Summer xx

Spring xx
Fall xx
Summer xx

Spring xx
Fall xx
Summer xx

Prior

Sub-Total

Attorney General
Collection Agency
Total Receivable

AGED HOSPITAL AND CLINIC ACCOUNTS RECEIVABLE CATEGORY REPORT

An aged hospital and clinic accounts receivable report will be prepared by payor class. The total aged accounts receivable must equal the balance in the general ledger, which is reflected on the balance sheet. These reports should be submitted semi-annually to the office of university controller, within thirty days of the end of the quarter.

(Sample format of report found below)

HOSPITAL AND CLINIC

SCHEDULE OF ACCOUNTS RECEIVABLE

June 30, 20xx

Medicare Blue Cross Medicaid Commercial No-Fault Total

Inpatient:
In-house
Discharged, Not Billed
0-30 Days
31-60 Days
61-90 Days
91-120 Days
121-150 Days
151-180 Days
Over 180 Days
PIP Receivable
Other
Total Inpatient

Outpatient:
0-30 Days
31-60 Days
61-90 Days
91-120 Days
121-150 Days
151-180 Days
Over 180 Days
Total Outpatient and Clinic

Total Current Patient Receivables per Aging
Difference (provide explanation)
Total Current Receivables Reported on URAS Trial Balance
Allowance for Current Inpatient Receivables
Allowance for Current Outpatient Receivables
Total Allowance for Current Account Receivables

Total Inpatient Attorney General / Collection Agency Receivables
Total Outpatient (Clinic) Attorney General / Collection Agency Receivables
Total Attorney General / Collection Agency Accounts Receivable Reported on URAS Trial Balance
Allowance for Attorney General / Collection Agency Inpatient Receivables
Allowance for Attorney General / Collection Agency Outpatient Receivables
Total Allowance for Attorney General / Collection Agency Receivables

Total Allowance for all Receivables

Net Hospital and Clinic Accounts Receivables

ANALYSIS OF CASH IN BANKS

The analysis of cash in banks provides a summary of transactions recorded in account 1110 - Cash. The cash receipts and cash disbursements should be supported by the appropriate journals. The "other" category should be used to identify disbursements to non-state entities. Specify the entity and purpose (e.g., auxiliary service corporation - insurance premiums). Also report the bank accounts included in account 1110 in the section entitled composition of cash in banks. This report will be prepared annually and submitted to the office of university controller, within thirty days of the end of the quarter.

ANALYSIS OF CASH IN BANKS

Activity:
Balance Beginning of Year		$
Add: Cash Receipts	$
Less: Cash Disbursements to:
Collection Fund	$
Student Loan & Aid Funds
(i.e., Refund of Appropriation
Expenditure transactions)	$
Students Exchanges	$
Student Refunds	$
Other (specify):	$

Balance End of Year		$

Composition of Cash in Banks:

Bank	Account Number	Purpose

RECONCILIATION OF COLLECTION FUND (344 Fund)

The balance reported in account 1111 - Undistributed Cash to OSC should equal the balance reported on the collection fund activity report (UAR615). If the balances are not equal, a reconciliation must be submitted in the format below. This report should be submitted semi-annually to the office of university controller, within thirty days of the end of the quarter.

UAR615 Report Balance			$

Adjustments:
Date	Description	Amount
		$
		$
		$
		$

General Ledger Balance			$

There are no forms relevant to this procedure.

URAS General Ledger Collection Module

AC1370 – Revenue Transfer Request

Finance Bulletin # 6 – Revenue General Overview

Division of Budget – Budget Policy and Reporting Manual

The Office of the University Controller - Accounting Requirements

There is no history relevant to this procedure.

URAS Crosswalk (updated June 2021) - URAS Crosswalk

IFR Revenue Class Definitions