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Allocation Report - Department Account Management

All account activity is available via the internet using the SUNY Management Resource Tool (SMRT). The report contains the following information:

  • Allocation
  • Expenditures
  • Outstanding Encumbrances
  • Balance
  • Pending Allocation

Department heads are expected to maintain all groups in the allocated subdivisions of bullets one through four in a solvent manner. Service will be withheld and purchase requests rejected when groups reflect negative balances.

In the final quarter of each fiscal year, accounts will be swept to consolidate allocation balances for the purpose of spending down all funds in the best interest of the college. After that point in time, emergency purchase requests will be honored on a first-come, first-serve basis; controls will not be maintained on individual accounts. This is to insure effective utilization of college funds.

In order to insure integrity of information, individuals responsible for maintaining allocations should be reconciling accounts, checking them for accuracy, and notify the Accounting Office of apparent discrepancies. Failure to do so could result in an erroneous rejection of a purchase request.