HSC Academic Archer - Frequently Asked Questions

🔑 Access & System Basics

Which Archer module should I use (Hospital vs. Health Sciences)? Check your Org ID:

• Starts with 01: Use the Health Sciences Academic module https://archer.utah.edu/

• Starts with 02: Use the Hospital module. (Request access from Scott.Merkley@hsc.utah.edu)

How do I request access to the HSC Archer module?

1. Submit a request via the UFIS Help Center

2. Have your Department Administrator email their approval to support@ufis.atlassian.net  Note: Ensure they include your request number (e.g., UFIS-XXXX) in the subject line.

Is there training available?

• Self-Service: Short training videos (< 2 mins) are available on our Archer SharePoint site

• Live Training: Zoom sessions are held the first Wednesday of each month at 11:00 AM. Sign up via the Event Calendar on the University Faculty Information & Support page.

📝 Contract Submission & Management

Who is responsible for obtaining the vendor signature?

The submitting department is responsible. Once a contract is finalized, you can download the Executed Agreement (signed by the VP’s office) from Archer and send it to the vendor.

How do I resubmit a contract that was sent back for clarification?

1. Upload all requested documentation.

2. Scroll to the "Ready to re-submit for approval?" section and select "Yes."

3. Verify the contract status at the top says "Resubmitted."

4. Ensure all approvers are reset to "Awaiting Review" and click Save. (Any changes to documentation require a contract to re-route through all approvers.)

5. Verify the contract status is now “Awaiting Department Review”. If is not, scroll back to the submitting section and select “Yes” again.

6. Confirm the status has changed to “Awaiting Department Review” and Save and Close. The contract is now re-routing, and approvers will receive notification emails.

How do I renew a contract if I didn't select "Auto-Renew"?

"Complete" contracts cannot be edited. You must enter a new contract and use the field to the right of the Submitter info to link it to the original. In the comment section, note that it is a renewal of an existing contract.

Can I change the "Submitter" name on an existing contract?

No. Changing the name locks the contract. To give a new employee access to a predecessor's contracts, add them as a Contract Alternate.

How do I enter a contract into Archer for use as a repository?

1. Enter the contract information (owner, title, etc.)

2. Go to the approver section and mark each level as N/A.

3. Leave the “Ready to Submit” button set to “No” so the contract won’t route.

4. Enter the signed document under the “Executed Agreement” section.

5. Save and Close.

What if I am experiencing trouble approving a contract and I am using a Mac?

This issue should no longer exist with updates to browsers, however, in the past some users have reported trouble approving contracts when accessing Archer on a Mac and using the campus network or remotely through the VPN. We have found that accessing Archer through Citrix in those cases, has enabled users to approve without any problems.

✍️ Signature Authority

What are the rules for Delegation of Signature Authority?

Authority depends on the contract type and dollar amount:

• Purchasing Agreements (< $50,000): The following roles are authorized to sign non-revenue purchasing/procurement contracts under $50k:

  • Deans (Health, Nursing, Pharmacy, Dentistry) and their head Administrative Officers

  • School of Medicine Academic Department Chairs and head Administrative Officers.

• Revenue-Generating Contracts: All revenue contracts—regardless of the dollar amount—must be signed by the Vice President’s (SVP) office. * Agreements ≥ $50,000: Any contract for $50,000 or more must be routed to the Vice President’s office for signature. Please reference Delegation of Signature Authority for more details.

Who can sign a Government Entity Addendum (GEA)?

The same individual who signs the primary contract should sign the GEA.

⚖️ Roles, Rules & Compliance

What are the rights of a "Contract Alternate"?

Alternates can view contract status and documentation. They cannot edit contracts or receive automated status notifications.

Does my contract need to go through Archer?

The SVP’s office encourages all contracts to go through Archer. That said, below are a few guidelines:

• ICAs (Independent Contractor Agreements): Yes. All ICAs must go through Archer and UShop, regardless of the project/activity type.

• Institutional Advancement: Required for Health Sciences; not required for Campus Advancement.

• Internal Agreements: Optional. These do not require Archer routing for accreditation or SVP signatures but can be entered for storage/repository purposes.

What if my contract involves PHI (Protected Health Information)?

Notify Compliance Services immediately by emailing the BAA inbox at baa@utah.edu.

Does Legal Counsel need to review internal agreements?

Generally, no. Because internal MOUs are not legally binding against outside parties, departments should resolve terms internally. If there is a unique high-risk circumstance, contact the Office of General Counsel with your Archer contract number.