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Business Affairs

The Office of Business Affairs reports directly to the President and is responsible for the administrative functions of the College including financial management and reporting, Internal Controls, and campus system security.  Please click the Budget Office link on the left for our forms and detailed information on policies and procedures.

Business Affairs Procedure Updates

The Business Affairs Office would like to share the steps required for all purchases and travel requests moving forward.  A spending review team has been formed in which ALL travel requisitions and purchase requests will be reviewed.

Spending Review Team

  • Phyllis Charelson
  • Kelly Deshaies
  • William Gibbons
  • Irene Haverstock
  • Nora Long
  • Ellen Mathews
  • Jennifer Murray
  • Josh Sager
  • Roy Smith
  • Rebecca Snyder
  1.  Not completing the travel requisition
    1. Each TR should include ALL information about the trip such as account number(s), lodging, entry fees, incidentals, etc., even if funded by means other than State or Foundation
    2. Incorrect math
    3. Missing signature(s) such as Foundation approval
    4. Did not include vehicle cost comparison form
  2. Multiple travelers
    1. Each faculty/staff must complete a separate travel requisition and at least one should include the trip information such as transportation, lodging, list of students going, etc.
  3. Not justified as one of SUNY Potsdam’s strategic priorities:
    1. Financial Stability & Analysis
    2. Enrollment & Retention
    3. Academic Programs & Planning
    4. Connecting with the Community
    5. Diversity, Equity, Inclusion & Belonging
  4. Generic/blanket or inadequate justifications and descriptions
    1. This is the traveler’s opportunity to express the need for the trip to occur and how it will benefit SUNY Potsdam. Each justification should be tailored to the specific trip the travel requisitions is for. Data and statistics should be included whenever possible.
  5. Purchasing in Jaggaer did not include enough information on what an item is or what it is used for.
    1. Purchasing in Jaggaer did not include proper attachments.

Business Affairs Team

Phyllis Sampier Charleson

Administrative Assistant II
(315) 267-4875

Contact Phyllis for assistance with:

  • Initial point of contact
  • Budget Office Website and forms
  • COVID-19 Expenditure Reporting
  • Campus Financial Security Request Authorization and Processing

Kelly Deshaies

Assistant for University Financial Analysis

Contact Kelly for assistance with:

  • Campus Chart of Accounts
  • Third-Party salary and OTPS Reimbursements
  • Invoicing and campus deposits
  • Campus recharges and Central Printing shared services processing

Ellen Mathews

Assistant for University Financial Analysis

Contact Ellen for assistance with:

  • Campus account management
  • Budget planning, management, and submission
  • Internal controls
  • Reconciliation of accounts, (Bank, Collection Fund, Undistributed & Tax and Finance)

Rebecca Snyder

Assistant for University Financial Analysis

Contact Rebecca for assistance with:

  • Course Fee submissions
  • BI Allocation, Expenditure, Revenue, and Intra/Inter-Agency Journal submissions
  • Cross Registration Journals, and Overseas Academic Program (OAP) Journal submissions
  • Banner Journals issues

If the topic you are searching for isn’t listed, please reach out to Phyllis who will direct you to the correct person.