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UF/IFAS Office of the Dean for Research

UF/IFAS Office of the Dean for Research

UFarm Frequently Asked Questions

Last updated January 6, 2023.

 

  • What is UFarm?

    UFarm is a field and grove research tool developed on an online platform that is designed to properly charge crop management services while meeting the following objectives:

    • Minimize risk and audit disallowance for IFAS faculty and Recs/Sites.  All RECs/Sites charging crops on unapproved rates are vulnerable to auditor scrutiny for costs charged on federal grants (per 2 CFR 200 §200.468).   
    • Provides administrative assistance by creating a uniform study request form using local workflow approval which gives RECs, Sites, faculty/staff, and students a consistent and unambiguous process to initiating, servicing, and completing field and grove research studies.
    • Generate research impact information. UFarm provides online “dashboards” designed to provide REC, Site, and other administrative leadership a more accurate picture of field and grove research occurring across the Institute.  Data derived from UFarm can bring more awareness and show overall impact for the Institute's collective field and grove research. 
  • Where does the UFarm income go?

    All funding paid via work billed at a REC or Site returns in full to that location where the research study was conducted.

  • How are UFarm rates determined?

    Rates are developed via a Fee-for-Service Educational Activity (FSEA) process as provided by UF’s Controller’s Office.  Rate information for specific comodities are then submitted to a Controller-appointed committee for review and approval.  Approved UFarm rates will be valid until refreshed – such rate updates are expected to be on an annual basis.

  • What is the FSEA process?

    A Fee-for-Service Educational Activity (FSEA), which was formerly known as an Educational Business Activity (EBA), is a revenue-generating activity from the provision of goods and/or services. Such activity enhances, promotes or supports the University’s instruction, research, public service, and campus support functions and other educational and support functions in order to meet the needs of students, faculty, staff and members of the public participating in University events and programs.

    Each FSEA requires business plan submission to be approved by the UF Auxiliary Advisory Committee made up members from UF Finance & Accounting and ultimately approved by the University Controller and Chief Financial Officer.

  • Why is it more or less expensive than what I paid in the past (pre-UFarm)?

    Historically there were few RECs or Sites with an approved rate nor cost accounting structure to determine rate validity, so as more data is in the myUFL system, UFarm rate determination will become better defined.

  • When do new or emerging commodity rates become available?

    The Office of the Dean for Research in UF/IFAS continually work with researchers and other to identify commodities that may need a separate rate at one or more RECs or Sites. A provisional rate process has been established to thelp with the time it takes for new commodity rates to be created and approved by UF Finance and Accounting. An outline of the decision process for new and emerging commodities is provided in the UFarm Standard Operating Procedures and User Guide.  

  • Does it matter if my REC/Site conducts field research differently than another REC/Site on the same commodity?

    No, UFarm rates will be refreshed and harmonized over time so that all costs at all RECs/Sites are considered – yielding one well-defined and approved rate. Even though a particular REC/Site may manage their farm differently than another location, all costs are used and accounted for IFAS-wide. 

    Note that if an REC or Site is the dominant location (i.e., most acreage) for a specific commodity under research, then its farming practices and costs will be the primary rate driver for all of UF/IFAS.  For example, this is expected to be true for strawberries at GCREC-Balm, peanuts at NFREC, citrus at CREC-Lake Alfred, and potatoes at Hastings AEC.

  • What about site specific issues that each REC or Site will face? How are those factored into the rate?

    No (breakout) adjustments are being made for efforts like freeze protection in northern UF/IFAS locations or pest deterrence in southern UF/IFAS locations.  All costs associated with field or grove mafangement will be used and blended together. If a REC or Site is more costly or cost-effective on a per acre basis, this will be taken into consideration and push costing in that REC or Site’s direction (i.e. up/down).

  • How do I identify the UFarm costs in a grant proposal in UFirst?

    Your UFarm charges (i.e. approved rate x acres/study) should be listed in your UFIRST proposals under the category “OTHER” along with the phrase “UFarm/Approved Crop Management Charges” in the description field.  If your proposal involves multiple studies with the same commodity over seasons and/or years, then that UFarm charge will need to be multiplied by the number of proposed studies.

  • What if my grant has special requirements?

    The UF/IFAS Office of the Dean for Research can work with you to determine when it might be advantageous for you to add costs (beyond the UFarm rate) within your proposal.  One clear example is the need for additional study-specific labor. Such labor costs need to be accounted for as a seperate budget line in one's proposal budget. As additional details come from the Division of Sponsored Programs (DSP) and Contracts and Grants (CnG), additional costing guidance will be communicated.

  • How do I gain access to UFarm?

    Your Unit’s Department Security Administrator (DSA) will need to request a role for you in myUFL.  The role you’ll need depends on your Unit’s determination.

  • How do I price my field work for a proposal?

    As a part of the delivered software tool known as UFarm, there is a calculator for you to estimate the costs for your proposal.  This information is delivered to you and can be used as supporting documentation in UFirst.  

  • Who is doing the billing for UFarm?

    At present, the UFarm Team within the UF/IFAS Office of the Dean for Research handles all billing for UFarm on a monthly basis.  This approach has been approved by UF’s Finance & Accounting, but work continues to determine and implement a UF-wide billing solution for all FSEAs.

  • What if I want to use a lower rate for a particular sponsor?

    This is a unified and approved process across all RECs and Sites within IFAS.  No one will not be permitted to increase or reduce the approved UF rate for a particular commodity.

  • Who can I talk to if I have additional questions?

    Please contact the UFarm Team in UF/IFAS Office of the Dean for Research at UFarmHelp@ifas.ufl.edu with any questions.