Policies and Procedures for Setting Student-Related Fees, Fines and Deposits

Policy Information

Policy Title	Policies and Procedures for Setting Student-Related Fees, Fines and Deposits
Responsible Office	Business Affairs
Policy Type	Business Affairs
Policy Number	214
Last Revision Date	10/9/2023

Purpose

To establish general principles applicable to campus fees and to define the process by which to create new or modify existing fees.

This policy covers all student-related fees, fines, and deposits as well as all University fees for service. All requirements in this campus policy are based on SUNY System Administration Fees, Rentals, and Other Charges policy.

General Principles for Campus Fees

The following principles govern the establishment of new fees or changes to existing fees on campus. These principles apply to all campus entities.

• Fees should be set based on the full cost of the activity/service for which the fee is levied, including fringe benefit and overhead costs.
• Consultation with those paying the fee is required for all broad-based fee rate changes, and is encouraged in all other cases where appropriate. The consultation process may utilize a committee with representation of the impacted group (e.g., Parking and Transportation Stakeholders Group (PTSG), Student Health Advisory Committee (SHAC), DIFR Operations Committee, Campus Life Budget Committee, etc.). Student feedback on proposed fee rate changes is to be considered, however student approval is not required for request submission.
• If waivers are permitted, a fee waiver policy must exist and be included as part of the fee proposal or request for a fee change. Documentation supporting waivers must be maintained for audit purposes.
• Broad Based Fees follow the campus waiver policy at https://www.binghamton.edu/offices/budget/fees/broad-based-fee-waiver.html
• Course Based Fees are not waived except in extenuating circumstances, such as financial hardships. Students seeking a course fee waiver on the basis of a financial hardship should contact the department responsible for administering the fee in writing, providing details and documentation explaining the reasons for the financial hardship waiver request. The administering department will review the request with the student and then forward it to the Budget Office along with a recommendation to accept or reject the waiver request. The final decision to approve a waiver is based on the merits of each request and will be communicated by the Budget Office to the administering department and to Student Accounts, as appropriate. The administering department will communicate the final decision to the student. The administering department is responsible for managing the financial implications of the waiver within their own budget.
• Approved fees are the responsibility of the unit which established the fee. That campus unit is to manage proper advertisement of the fee, fiscal activity associated with the fee operation, and compliance with campus and SUNY policies.
• Co-mingling of separate fees within a single account will be allowed only if a separate tracking system is established to provide for a clear accounting of revenue generation and use by approved fee.
• The Budget Office maintains all fee and rate documentation for the campus. Fees may not be charged until approved by campus leadership, and if applicable, by SUNY. All fee rate documentation must be forwarded to the Budget Office (rate calculation, student consultation, budget, cash utilization, etc.).
• The Budget Office will carry out a biennial fee reassessment process where fees are reviewed for continued need, appropriateness of level, and that the revenue generated by the fee is used in a manner consistent with the intent of the fee.

Fee Classification

The SUNY Board of Trustees (BoT) has delegated authority related to certain fees that must be paid as a condition of attendance, as defined hereunder.

1. SUNY Board of Trustees Policy Regulated Fees
   
   The BoT’s fee authorization may take the form of imposing a fee, with or without a ceiling level, requiring either a university-wide charge to be established or individual campus rates to be approved by the Chancellor or designee. These fees are normally proposed during the University’s budget development process and are implemented as required by law or the Boards’ policy
   1. Student Activity Fees (Mandatory)
   2. Health Insurance Fees for International Exchange, Research, and Study Programs
   3. Admissions Deposits
      1. Undergraduate
      2. Graduate
2. SUNY Chancellor Regulated Fees
   
   Upon request by the local campus, the Chancellor, or designee, is authorized to establish the following types of fees:
   1. Broad Based Fees which finance discrete activities that benefit the student body and are charged to all enrolled students. Refer to Section A of this policy.
   2. Course Based Fees which are charged for academic offerings that entail extraordinary costs, result in a tangible end product for the student (e.g. sculpture, ceramics, photography), where a special, unique service is provided (e.g. specialized music lesson), or where the fee represents a significant financial savings to the student. Refer to Section B of this policy.
   3. Mandatory Fees which are charged due to a student’s action or inaction. This covers fees and fines for violation of institutional regulations. This fee classification includes, but is not limited to, application fees, late registration and late payment fees, drop/add fees, banking service charges, and housing termination fees. Refer to Section B of this policy.

3.    Campus President Regulated Fees
      

Binghamton University is authorized by the SUNY BoT to establish certain fees. Campus authorized fees include, but are not limited to, residence hall room rates and damage charges, board plan rates, parking fees   and fines, campus orientation charges, career service fees, non-credit-bearing instructional program fees, event entrance and attendance fees, library fees and fines, and charges for services. Refer to Section C of this policy.

Campus Process for Establishing or Modifying Fees

The campus process for establishing or modifying fees, including required approvals and deadlines, varies depending on the type of fee. The procedures for obtaining approval of the various types of campus fees are included in the following sections of this policy. In assessing a proposed student fee, the following metrics should be evaluated prior to developing a request:

1. Does the proposed charge add value to the student body / campus?
2. Does the proposed charge provide a service or savings to students?
3. Is the proposed charge for a service or item that is already provided for under student tuition?
4. Does the financial situation of the institution lend itself to the need for establishing a new student charge?
5. Does the financial situation of the institution lend itself to the need for increasing an existing student charge?

Answers and justification to these metrics, and others that may arise during this assessment, should be articulated in writing and used as part of the submitted package for approval.

Section A: Procedure for Changes to Broad Based Fees

The following procedures are intended to coincide with SUNY System Administration process requirements to obtain approval on broad based fee changes. The specific fees covered by this procedure include the following:

• College Fee*
• Academic Excellence and Success Fee*
• Intercollegiate Athletics Fee
• Student Health Services Fee
• Technology Fee
• Transportation Fee
• Recreation Fee
• Campus Life Fee
• Academic Support Fee
• ID Card Fee
• Academic Transcript Fee

Procedures

1. The annual broad based call letter is initiated by SUNY to the campuses after the NYS Executive Budget is released, typically in January. This call letter outlines any new process requirements and defines the deadline by which campus must submit a comprehensive broad based fee request with supporting documentation. The campus Budget Office is responsible for coordinating the campus request and working with SUNY to obtain approval.
2. Changes to broad based fee rates are initiated by a Vice President as part of the campus budget process. Proposed changes should be directed to the Associate Vice President for Accounting and Budget by February 15th, for those fees to be effectuated in the following fall and spring terms.
   • The requesting area must complete a Broad Based Fee Request Form and submit supporting documentation that illustrates student consultation, justifies the fee budget, and addresses existing cash balance deficit or surplus in accordance with SUNY operating reserve policy.
   • Summer, winter, or other special-session fee rates must be based upon the shorter academic period, services available during that time, and cost incurred for those services. The academic year fee will typically be the basis for a pro-rated fee associated with that special-session. No separate request must be initiated.
3. The Budget Office reviews proposed changes with the Chief Financial Officer (CFO). The CFO presents campus requests to the President who will make the final decision.
4. Following campus leadership approval, the Budget Office compiles all documentation and forwards the request for changes to SUNY System Administration for final approval. The Chancellor (or designee) determines if SUNY Board of Trustees approval is required for the requested changes. The target date for the submission to SUNY is March 10th, but fluctuates and is officially determined by SUNY in the call letter each year.
5. Upon notification of approval by SUNY System Administration, the Associate Vice President for Accounting and Budget notifies the impacted Vice President(s) and the division financial representative. They, in turn, notify the appropriate offices.

*The College Fee and Academic Excellence and Success Fee rates are set by SUNY and are therefore not negotiable.

Section B: Procedure for Changes to Course Based and Mandatory Fees

The following procedures are intended to coincide with SUNY System
Administration process requirements to obtain approval on course based and mandatory fees. The specific fees covered by this section of the policy include, but are not limited to:

• Course Based Fees
• International Student Fees
• Housing Termination Fee

Procedures

1. Changes to course based and mandatory fees are requested by the unit responsible for the fee. The unit must obtain approval by the unit’s Dean and/or Vice President. To ensure sufficient time for review, completed fee request forms and supporting documentation are forwarded to the Budget Office by February 15th for summer and fall term implementations; and by September 1st for spring term implementation. 
   • The requesting unit must complete a Fee Request Form and submit supporting documentation that clearly explains the nature of the fee, justifies the fee budget, and addresses existing cash balance deficit or surplus in accordance with SUNY operating reserve policy.
   • Course Based Fee request submissions may require detailed expense calculations, depreciation considerations, inventory reporting, etc. Submission guidelines based on current SUNY expectations is kept on the campus university fees website.
2. The Budget Office reviews the submitted fee request, justification, cost components, relevant SUNY and campus policies and presents the request to the CFO, who makes final campus approval decision, as the President’s designee.
3. Following campus leadership approval, the Budget Office forwards the campus approved fee request to SUNY System Administration for final approval. The target date for submission of this request to SUNY System Administration is April 1st for summer term fees, May 1st for fall term fees, and October 1st for spring term fees.
4. Upon notification of final approval by SUNY System Administration, the Budget Office notifies the requesting unit, division financial representative, and other administrative offices, as needed. The requesting unit is responsible for notifying others in the unit and for advertising the fee appropriately. 

Section C: Procedure for Changes to Campus Authorized Fees

The following procedures are intended to ensure that appropriate approvals are obtained and accurate records are maintained for all fees assessed on campus as required by SUNY System Administration policy. This procedure covers fees that are set by the campus and which do not require direct SUNY System Administration approval. The specific fees covered by this section of the policy include, but are not limited to:

• Residence Hall Damage Deposits and Common Area Damage Repair Fees
• Orientation Program Charges
• Parking, Registration, and Traffic Fines
• Career Service Fees
• Library Fees and Fines
• Non-Credit Bearing Instructional Program Fees
• Clinical Affiliation Malpractice Insurance Coverage
• Patient/ Client Care Charges
• Voluntary Fees for Selected Student Health Services
• Equipment Deposits
• Identification Card Replacement Charges
• Diploma Cover and Replacement Charges
• Commencement Fee
• Service Charges to Students, Faculty, Staff, and – where appropriate and where it does not impinge upon the services offered to the campus population – members of the public for specific services not related to student instruction or faculty/staff employment. This includes, but is not limited to, access to campus facilities (e.g. locker rentals, printing and copying services, equipment rentals) and event entrance and attendance fees.

Procedures

1. Changes to campus authorized fees are requested by the unit responsible for the fee. The unit must obtain approval by the unit’s Dean and/or Vice President. To ensure sufficient time for review, completed fee request forms and supporting documentation are forwarded to the Budget Office by February 15th for summer and fall term implementations; and by September 1st for spring term implementation.
   • The requesting unit must complete a Fee Request Form and submit supporting documentation that clearly explains the nature of the fee, justifies the fee budget, and addresses existing cash balance deficit or surplus in accordance with SUNY operating reserve policy.
2. The Budget Office reviews the submitted fee request, justification, cost components, relevant SUNY and campus policies and presents the request to the CFO, who makes final campus approval decision, as the President’s designee.
3. Upon final approval by campus leadership, the Budget Office notifies the requesting unit, division financial representative, and other administrative offices, as needed. The requesting unit is responsible for notifying others in the unit and for advertising the fee appropriately.

Section D: Procedure for Changes to Residence Hall and Meal Plan Rates

The following procedures are intended to ensure that appropriate approvals are obtained and accurate records are maintained for residence hall and meal plan fee rates, as required by SUNY System Administration policy. The specific fees covered by this section of the policy are:

• Residence Hall Room Rates
• Residence Hall Advance Room Deposit
• Residence Hall Telecommunication Charges
• Board Plan Rates

Procedures

1. Changes to residence hall and meal plan charges are proposed as part of the annual budget process by the DIFR Operations Committee and Auxiliary Services department, respectively.
   • Room rental rates must include all operating costs, fringe benefits, and debt service costs; and must observe any SUNY system-wide guidelines.
2. These charges are governed and determined locally by the managing units in conjunction with stakeholders.
3. The Budget Office forwards the new meal plan, residence hall room and deposit rates to SUNY System Administration as required by policy.