FMS Roles

Request for FMS security and role assignment: FMS Security Forms

FMS training is provided for individuals based on the financial work responsibilities assigned to them. FMS is designed to be  used for Construction Project purchases, journals, transfers, and reporting.  Departmental and grant purchases are made through Falcon's Purch (preferred method) or with a Purchasing Card. PCard purchases and expense reimbursements are reconciled and approved in Chrome River.

All employees have basic access to Falcon's Purch and Chrome River. If your work duties require any of the roles below, you will need to request FMS Access and complete the designated FMS training before your role can be entered into the systems.

  • Requester
    This individual enters all requisitions for purchases in Falcon's Purch. A Requester may enter Department-related budget transfers and expense transfers in FMS.  Such transfers must be reviewed by a Budget Administrator or Principal Investigator (PI).
  • Principal Investigator (PI)
    The Principal Investigator on a grant approves all grant-related purchases and all grant-related expense transfers.  The PI approves all requests and requisitions.  The budget security and workflow security which was built in to the system for the role of Grants PI enables faculty to do the following:
    1. View their Award Profile and associated Project under Grants > Awards
    2. View their grants at a detail level through “Budgets Overview” in Commitment Control
    3. Receive and download timely and visually “user friendly” monthly grant summary reports based on an Excel spreadsheet via the Web Report Library
    4. Approve requisitions through Falcon's Purch
    5. Approve pcard transactions and expense reimbursements in Chrome River
  •  Project Manager
     The Project Manager on a construction project approves all project related purchases and expense transfers within the        FMS system. This role follow the same step as the PI.
  • Approvers
    • Budget Administrator
      In academic units, this is most often the Chair; in administrative units, this is someone appointed by the Senior Budget Administrator. The individual in this role approves purchase requisitions (entered by the requester) up to $9,999 and is the individual who manages the financial activities for the appropriation budget or budgets. This individual may also enter Department-related budget transfers and expense transfers. This individual will have on-line access to audit the department's expenditures, track budget balances, and monitor the department's purchasing process.
    • Senior Administrator
      Dean, Director, Assistant Vice President/Provost, Associate Vice President/Provost. This individual can approve purchase requisitions up to $49,999.
    • Vice President
      Departmental Vice President/Provost.  This individual can approve purchase requisitions up to $99,999
    • Chief Financial Officer
      The CFO can approve any requisition with amount equal to or above $100,000