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FARM Setup Reminders

August 31, 2022

The Financial Approvers and Related Metadata (FARM) system is used by planning units to maintain their approvers for finance and human resource transactions.  If these approvers are not set up properly, it results in errors that delay the processing of these transactions.  We would like to share a few FARM setup reminders to help reduce these errors/delays: 

  • Ensure approvers are updated and current– Use the Replace Approver, Copy Approver, and Remove Approver features in FARM to easily maintain the approvers for your unit.  More information about these features can be found in the Fiscal Officers quick reference guide :    If an employee is leaving their role or the university, please remember to update their approval roles in FARM.  Inactive employees listed as approvers in FARM will cause your transactions to fail.
  • Avoid overlapping dates– If you are replacing an approver in FARM, please be sure that you select start and end dates that do not overlap.  For example, if Susie is the new approver starting Sep. 1 st and they will replace Bob, please end Bob’s approver role effective Aug. 31 st , not Sep. 1 st .  
  • Avoid date gaps– If you are replacing an approver in FARM, please be sure that you select start and end dates that do not have gaps.  For example, if Susie is the new approver starting Sep. 1 st and they will replace Bob, please end Bob’s approver role effective Aug. 31 st , not at an earlier date.  If Bob’s role needs to be ended prior to Aug. 31 st , you must enter an interim approver in FARM until Susie’s approval role begins on Sep. 1 st
  • Avoid missing approvers– Every organization must have at least one approver in every approval role in FARM.
  • Avoid duplicate approver issues– Some approval levels allow duplicates, while others will not.  The chart below shows which approval roles permit multiple approvers.

Approval Type

Approval Level

Multiple approvers permitted in each approval level?

Can the approver be in more than one approver level for this approval type?

BobcatBUY

  • Req. Approval 0.01-1500.00
  • Req. Approval 1500.01-5000.00
  • Req. Approval 5000.01-10000.00
  • Req. Approval 10000.01-25000.00
  • Req. Approval 25000.01-50000.00
  • Req. Approval >$50K

Yes (one of the approvers will need to assign the transaction to themselves)

Yes

Concur

  • Approvals for Travel/PCARD expense reports

Yes (one approver will be randomly selected)

Yes

ICD APPROVAL LEVELS

  • Dept Head approval
  • Escalation for DEPT Head (nonresponse)

No, only one person is permitted in each of these roles

No, the same person cannot be in both roles

Planning Unit Roles

  • CFAO
  • Vice President/Pres Council member

No, only one person is permitted in each of these roles

Yes, the same person can be in the VP and CFAO role

Planning Unit Signature Subdelegation

  • COA Segment Values (Signature Subdelegation)
  • Honorarium (Signature Subdelegation)
  • PCard Increases (Signature Subdelegation)
  • Short Form Services Agreement (Signature Subdelegation)

Yes

Yes

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