The Office of Business Affairs is responsible for the fiscal and budgetary operations of the College. The associate vice president for administration and finance reports to the vice president for administration and finance and interacts with all departments at the College. S/he is the information security officer for the SUNY web portal, the Research Foundation web portal, NIH Commons and NSF Fast-lane and is the campus liaison with the Office of the State Comptroller in daily operational fiscal matters and coordinates the New York Department of Health annual cost report with auditors.

The associate vice president reports campus fiscal operations to SUNY system administration on both a routine and an as-needed basis, confers with system staff regularly on fiscal matters and, as property control officer, is responsible for the accounting and reporting of all state and Research Foundation equipment. S/he supervises the areas of procurement, accounting and the bursar.

Marcel Catafago
Associate Vice President for Administration and Finance
Phone: (212) 938-5670
Email: mcatafago@sunyopt.edu

Maureen Morley
Procurement and Compliance Business Manager
Phone: (212) 938-5945
Email: mmorley@sunyopt.edu

Valerie Alter
College Accountant
Phone: (212) 938-5672
Email: valter@sunyopt.edu

Yodania Paulino
Accounts Payable Assistant
Phone: (212) 938-5669
Email: ypaulino@sunyopt.edu

Erin Angarola
Bursar
Phone: (212) 938-5884
Email: eangarola@sunyopt.edu

Bai (Barbara) Xu
Assistant Purchasing Officer
Phone: (212) 938-5668
Email: bxu@sunyopt.edu

printer
printer

Budget & Equipment

Budget Process
printer

The budget process at the College commences in early March with a call letter from the VP for Administration & Finance that is sent to area VPs asking them to prepare a zero-based budget request for the up-coming fiscal year.
The VPs are requested to fill in a form indicating amounts needed for specific objects of expenditure like supplies, travel and contractual services. Budget requests for capital items such as equipment and furniture must be detailed for the upcoming fiscal year and for the two fiscal years beyond (see Equipment Replacement below).

In addition to the forms, VP’s are asked for narratives that provide information explaining needs and priorities, extraordinary items and linkages to the College’s strategic plan. As appropriate, they describe how their spending priorities support the College’s instructional and student service programs.

VP’s are asked to submit their requests by the end of April. These requests are compiled and preliminary revenue and expense projections are made.

The President meets with the VPs individually to allow them to present and defend their budget requests. A great deal of “fine tuning” takes place at these meetings.

Once finalized, the compiled budget is officially submitted to the SUNY System for subsequent activation on July 1st or as soon thereafter as SUNY System is able to do.

Equipment Replacement
printer

It is the policy of the College to address its equipment needs in a systematic and planned manner in order to meet and fund future programmatic and operational needs. Replacement projections are based on criteria like lifespan, useful life, physical condition, obsolescence, technology advances and must be conditioned by the likely availability of funding.

As an essential part of each year’s budget request, each VP must include an equipment section for the upcoming and succeeding two fiscal years. The request must be accompanied by a narrative that provides detailed justification for the requests. While the equipment section of the budget should include new items, it must focus specifically on items that are expected/scheduled to be replaced during the three fiscal years involved. Having this information helps the College meet its programmatic and operational requirements by insuring the linkage between resource allocation and the goals set forth in its strategic plan.

Property Control
printer

The Business Affairs Department maintains SUNY Optometry’s inventory of equipment records. College equipment items are physically identified annually, and the information pertaining to each item is updated in the State University of New York “Real Asset Management” system, RAM (formerly PCS).

Real Asset Management (RAM) is a computerized inventory system used SUNY-wide for the purpose of tracking State and Research Foundation equipment. In addition, the Real Asset Management (RAM) contains specific information about all SUNY equipment with a threshold greater or equal to $ 5,000 and having a useful life of two or more years. It includes items purchased for State or Research Foundation and items received as gifts or donations to the College.

The State University of New York Real Asset Management “RAM” is made available to campuses by SUNY Central Administration to provide consistency with property accountability and allows Property Control personnel to monitor the whereabouts of equipment that are acquired by campus personnel.

When a Purchase Order number is created for the acquisition of equipment an Asset Label will be generated in the Business Office. At the time Equipment is received the Business Office Staff will affix a label to the item. This label serves as a way of recording the physical and financial information about the item. All information pertaining to the item is recorded into the SUNY Real Asset Management (RAM). In addition, it ensures that the equipment is properly tracked during its service life and disposed of according to State and University guidelines. Business Affairs is responsible for maintenance of “Real Asset Management” in accordance with the requirements established by Federal, State, Research Foundation, and University policies.

The Office of Management and Budget Circular A-110 specifies that an inventory of federal property must be maintained. In accordance with this regulation the Business Affairs Office conducts Annual Inventories for all equipment. In addition to annual inventories, Business Affairs staff and coordinators perform physical inventories on a biennial basis on fixed assets.

At times equipment acquisitions can bypass the Receiving area. In this instance departments are to contact the Business Affairs Office (212) 938-5670 to schedule an appointment for personnel to physically affix the decal to the item.

The Business Affairs Department is also responsible for developing and maintaining policies and procedures for tracking and decaling equipment items under $5,000, spot checking selected equipment items < $5,000 to verify their location and condition, and reporting theft, loss or misuse of State assets in excess of $1,000 (original cost) to the Office of the State Comptroller (OSC) on a quarterly basis.

In addition, the Business Affairs Office is responsible for surplus items throughout SUNY Optometry.