Everything you always wanted to know about URAS

1. Everything you always wanted to know about URAS But, didn’t want to ask….. October 25, 2005 Karen Shumar Sara Lehmann

2. What is URAS? • URAS - Uniform Revenue Accounting System • A method of reporting campus and hospital revenues to SUNY associated with the following: • Cash Balances • Student/Patient Receivables • Student/Patient Liabilities • Revenues - Billings • Collections

3. Accounting Concepts and Principles Collection Reporting • OSC sweeps $ nightly from our local cash depository accounts into SUNY’s general collection fund (CU44). • Every 15 days a distribution of those funds is posted crediting the appropriate fund (RA). • AC1370 – State Funds; Tuition, Dormitory, Hospital, LISVH. • FM909 – IFR’s and other Self-Supporting Programs. • A JE is made recording SUNY transmittals from collection fund. • Automatic URAS AJE’s are processed and posted to the GL. • Monthly reconciliation of CU44. • Monthly Collections reconciliation performed for GL validation to SUNY. • Quarterly reporting is based on SUNY balances. • Other Collection Fund Activities • Financial Aid monies are deposited to the Fund via a SUSA posting by Annette’s area. • Bi-weekly garage parking and DSS remittances are deposited to CU44.

4. Accounting Concepts and Principles Collection Reporting

5. Accounting Concepts and Principles Collection Reporting

6. Accounting Concepts and Principles Accounts Receivable / Revenue Reporting • Accrual Basis of Accounting • Fiscal Year = July 1st to June 30th • Quarterly URAS Financials submitted to SUNY Controller’s Office. • Student Revenue is determined and accrued by semester. • Example: July 1, 2005 to June 30, 2006 YE • Summer 2005 / Fall 2005 / Spring 2006 • Student Payments for the next fiscal year must be classified separately. • Subsidiary Accounts Receivable Ledgers are maintained in support of the General Ledger Balances. • Bad Debt Allowances are maintained per URAS guidelines. • Receivable and Revenue Analysis performed monthly to ensure proper GL accounting (examples to follow).

7. Student Revenues & Receivables Standard UG Fees • Tuition • Student Activity Fee • Comprehensive Fee • College Fee • Athletic Fee • Infirmary Fee • Technology Fee • Transportation Fee • Required Student Health Insurance • Assessed to Full Time Students without existing Health Insurance

8. Student Revenues & Receivables Program Codes

9. Policies & Procedures Accounts Receivable - Student • Accounts Receivable • Accounts Receivable balances between 215-300 days past due are sent to Collection Agency or Attorney General. • Collection Agency • Balances < $500 • After 6 months, uncollected balances are written off. • 18% of AR balance plus interest. • Attorney General • Balances > $500 • Can attempt collection for up to 10 years. • Permitted to move to litigation upon exhaustion of all other resources. • 22% of AR balance plus interest and fees.

10. Accounting Concepts and Principles Accounts Receivable Analysis

11. Accounting Concepts and Principles Accounts Receivable Analysis

12. Accounting Concepts and Principles Accounts Receivable Analysis

13. Revenue Transaction Process Billings – Student Accounts Receivable • Student Accounts creates an Item Type Charge for a specific fee and amount. • Accounting codes/interfaces Item Type with GL Accounts. • Student initiates Item Type Charge by registering for classes. • Students Account is updated for the charges. • A “SF” JE is created in Student Financials based on the Item Type GL Coding • The SF JE’s are uploaded nightly to FP Prod and posted to the GL

14. Revenue Transaction Process Non-Billed Revenues (Dept Rec’s - IFR’s, Fin’l Aid -Tap, Pell) • Bursar/IFR Management requests a Speedtype. • Accounting creates and codes the Speedtype with a GL Account. • Accounting updates target table which assigns cash bank account to GL Account. • Bursar posts cash received. • Departmental Receipt is created which is interfaced nightly to the GL. • Revenue Summary is Run every 15 days for SUNY Transmittal.

15. Reporting on Consolidated Entities

16. URAS Trial Balance

17. Questions?