Everything you always wanted to
know about URAS
But, didn’t want to ask…..
October 25, 2005
Karen Shumar
Sara Lehmann
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
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).





Monthly reconciliation of CU44.



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 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.
Accounting Concepts and Principles
Collection Reporting
ANALYSIS OF SUIF COLLECTIONS
September 30, 2005
CU11
Collection Accounts
TUITION
PS BALANCES AT 09/30/05
50,263,489.51
TRANSCRIPT
MISC/
OTHER
COLLEGE
FEE
FEES/OTHER
LATE REG
APPLIC
42,344.60
100,349.08
27,840.76
3,755,357.58
7,621.00
17,161.61
3,268.40
ADJUSTED CBS BAL @ 09/30/05
1,250.00
1,250.00
54,020,097.09
49,965.60
117,510.69
31,109.16
SUNY Revenue Class
12801-12812
SUNY BALANCE AT 09/30/05
49,531,542.18
43,983.60
104,389.19
25,677.75
340,693.80
70,559.80
163,080.86
4,487,304.91
5,982.00
13,121.50
5,431.41
311.75
50,409.80
21,142.55
4,488,554.91
5,982.00
13,121.50
5,431.41
311.75
50,409.80
21,142.55
54,020,097.09
49,965.60
117,510.69
31,109.16
341,005.55
120,969.60
184,223.41
341,709.32
108,541.20
177,804.26
12,428.40
6,419.15
120,969.60
184,223.41
Prior Year Reconciling Items:
PS Unremitted 6/30/05 and prior
(703.77)
Current Year Reconciling Items:
RA00078 posted 10/11/05 Tuition Wvrs
Total Current year reconciling items
341,005.55
12859/12850/
09/16-30 pst 10/5 RA00072
RA00078 posted 10/11/05 Tuition Wvrs
Total Unremited
ADJUSTED SUNY BAL @ 09/30/05
12824
12829/823
12822
12853/12864
12827/12830
12866-12868
1,250.00
-
-
-
-
-
-
-
Accounting Concepts and Principles
Collection Reporting
SUNY @ STONY BROOK
CU44-CASH ANALYSIS
September 30, 2005
100800
15,337,938.07
BALANCE AT 09/30/05
*UAR615*
Fund 344-05
15,339,293.07
Garage /Pkg dep. not recorded:
TOTAL
0.00
Tap, State Vouchers:
TOTAL
0.00
SUNY adj:
SUNY entries not on CBS:
RA 00078 10/05 W050082/48/42/38/20 TUIT WVRS 9/30 1,250.00
TOTAL
1,250.00
09/30/05 BALANCES:
TOTAL
CBS Adjustments:
RA00068 posted 10/05 traffic fines sanctions
TOTAL
ADJUSTED BALANCE AT 9/30/05
0.00
105.00
105.00
15,339,293.07
15,339,293.07
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).
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
Student Revenues & Receivables
Program Codes
Transaction Types
Effect on Revenue
Effect on AR
↑
↓
↓
↓
↑
↓
↓
↓
Cash/ck/credit card receipts - non-IFR
NE
Financial payments
NE
Student refunds
NE
↓
↓
↑
↑
NE
Charges
Student billings (see example)
Student billing adjustments
Waivers
Student write-offs
Collections / Payments
Departmental (IFR) receipts (see example)
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.
Accounting Concepts and Principles
Accounts Receivable Analysis
TUITION ACCTS RECEIVABLE
7/01 Account Receivable
7/01-09/30
7/01-09/30
Var
2005/06
2004/05
%
3,287,564
3,889,222
(15.5)%
52,801,289
(56,356)
(166,172)
52,578,761
51,534,849
(53,152)
(39,223)
51,442,474
2.5 %
6.0 %
323.7 %
2.2 %
(426,327)
(307,751)
38.5 %
Total Collections
(44,974,592)
(700)
(200)
(769,244)
(45,744,736)
(41,397,517)
(500)
(400)
(486,553)
(41,884,970)
8.6 %
40.0 %
(50.0)%
58.1 %
9.2 %
A/R TUIT 09/30
9,695,262
13,138,975
Billings & Transfers Fall
Prior
Transfers to AttGen
Total Billings and Transfers
Waivers
Collections
Fall
Spring
Advanced
Prior
% of Collections to Billings
81.9 %
75.7 %
6.2%
Accounting Concepts and Principles
Accounts Receivable Analysis
Millions
TUITION ACCTS RECEIVABLE
BILLINGS VS COLLECTIONS AS OF 09/30/05
98.8%
99.1%
99.1%
99.5%
100.0%
98.5%
$55
95.0%
$50
90.0%
$45
$40
Billings
85.0%
83.5%
80.0%
$35
Fall 2005
Fall 2005
Fall 2004
Fall 2003
Spring 2005
Spring 2004
Spring 2003
Fall 2004
Billings
56,006,739
53,991,040
54,436,037
51,255,250
50,982,115
40,560,810
Fall 2003
Spring 2005 Spring 2004 Spring 2003
Collections
46,789,883
53,358,674
53,957,357
50,505,435
50,543,416
40,369,012
% of
Coll to Billings
83.5%
98.8%
99.1%
98.5%
99.1%
99.5%
Billing
Increment %
3.7 %
(0.8)%
NA
0.5 %
25.7 %
NA
Collections
"%"
Accounting Concepts and Principles
Accounts Receivable Analysis
TUITION - A/R
CU11
MONTH ENDING: Sept 30, 2005
DESCRIPTIONS
OPENING A/R's:
06/30 Deferred Revenue
06/30 Deferred Revenue-Summer Tuit
06/30 GL Student A/R
06/30 GL Waivers A/R
06/30 GL Attorney General A/R
06/30 A/R - CA Tuition
Total Opening A/R's
YTD A/R CUMULATIVE ACTIVITY:
Rev - Tuition
Write-Offs
Rev-Tuit Write-Offs
Rev- AG Tuit. Collect Fees
Collections Account
Waivers
Total Opening AR with YTD Activity
ENDING A/R's:
09/30 Student Rcvbl Tuition
09/30 Accounts Rcvble - Tuition Wvrs
09/30 Stud Rec Tuition Summer
09/30 Stud Rec Tuit Summer 2004
09/30 Stud Rec Tuit Summer 2005
09/30 GL Attorney General A/R
09/30 A/R - CA Tuition
Total Ending A/R's
Account #
Object Code
450000
450002
115500-40
115550
111099-100
111299-300
515000-250
515328
515605
515607/20-1
575110
515300/400/600
115500-40
115550
115600
115601
115602
111099-100
111299-300
Diff: A/R with YTD activity vs Ending A/R Bals
GL Balances
JEMS
(3,205,499.00)
(10,659,070.30)
8,324,138.64
22,114.07
1,582,017.96
59,639.71
(3,876,658.92)
(66,960,984.06)
2,715.64
(4,650.11)
31,745.36
50,263,489.51
734,776.70
12,056,248.04
9,695,261.49
46,785.07
49,845.66
42,860.35
497,620.55
1,659,848.35
64,026.57
12,056,248.04
0.00
0.00
0.00
0.00
Other
ADJ Balances
0.00
(3,205,499.00)
(10,659,070.30)
8,324,138.64
22,114.07
1,582,017.96
59,639.71
1,663,771.74
0.00
(66,960,984.06)
2,715.64
(4,650.11)
31,745.36
50,263,489.51
734,776.70
12,056,248.04
0.00
9,695,261.49
46,785.07
49,845.66
42,860.35
497,620.55
1,659,848.35
64,026.57
12,056,248.04
0.00
Aging
9,695,261.49
0.00
49,845.66
42,860.35
497,620.55
1,659,848.35
64,026.57
12,009,462.97
Differences
GL/Aging
0.00
46,785.07
0.00
0.00
0.00
0.00
0.00
46,785.07
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
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.
Reporting on Consolidated Entities
FUND
Description
Examples
SUIFO
Campus Fees
Tuition and Related Fees for College, Transcript, Application, etc.
SUIFR
Self-Supporting Programs
Technology, Athletics, Transportation, etc.
SUTRA
Self-Supporting Programs
Summer Session, Contracted Courses, Enrollment Overflow
DIFR-OP Campus Residences
Dormitories, Apartments, and Special Event Rentals
DIFR-IFR Self-Supporting Programs
Private Parking
HIFR-OP Hospital
Patient Care and Other Services
HIFR-IFR Self-Supporting Programs
Charged Fees for Services
LISVH
Patient Care and Other Services
Veterans Home
Collection Cash
Cash, Undistributed Receipts, and Unremitted Collections
Other
Food Service and other Auxiliary Services
All Other
URAS Trial Balance
Millions
ACCT
1100
1300
1400
1500
1600
1700
***
2100
2300
2400
***
***
3100
3300
3500
3600
3800
3900
***
4100
4300
4500
4600
***
5100
5200
5300
5500
5800
***
DESCRIPTION
Cash
Student Tuition And Fees Revenue
Other Accounts Receivable
Accts Referred To Attorney
Allowance For Uncollect Accts
Accts Referred To Outside
Assets
Accounts Payable
Unremitted Collections
Deferred Income
Liabilities
Fund Balance
Student Tuition And Fees
Sponsored Research/Other
Organized Activity Income
Other Sources Of Income
Auxilliary Enterprises
Provision For Uncollectable Accts
Revenues (Accrual Basis)
Student Activity Fees
Asc Food Service
Insurance Premiums
Miscellaneous Agency Receipts
Non-Revenue Rcpts (Accrual Basis)
Collections-State Univ Inc
Collections-Suif
Collect-State Univ Dorm In
State University Hospital
Collections-Agency Funds
Collections (Cash Basis)
ENDING
BALANCE
18.1
11.7
279.1
149.1
(318.1)
0.1
SUBTOTAL
140.0
6.2
(17.5)
(20.1)
(31.4)
(107.2)
(117.7)
(62.4)
(1,190.6)
(11.9)
(45.5)
626.3
(801.8)
(2.5)
(17.6)
(1.2)
(0.8)
(22.1)
560.3
92.1
56.3
109.2
4.6
822.5
0.00
Questions?