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P-Card Receipt Process

P-Card Receipt Process. Kristin Lee X5312. Auditor’s Office. Preparing documents for scanning. Remove all staples, paper clips etc. Secure loose receipts with a clear plastic cover sheet (see next slide) . Only loose receipts need to go in plastic, 8.5 x 11 receipts do not.

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P-Card Receipt Process

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  1. P-Card Receipt Process Kristin Lee X5312 Auditor’s Office

  2. Preparing documentsfor scanning • Remove all staples, paper clips etc. • Secure loose receipts with a clear plastic cover sheet (see next slide). • Only loose receipts need to go in plastic, 8.5 x 11 receipts do not.

  3. Receipts placed in a clear plastic cover sheet • Less time • No tape

  4. Missing Receipts • If you have lost or thrown away a receipt, first contact the vendor for duplicate receipt • If the vendor cannot furnish a duplicate receipt, you must fill out a Lost Receipt Affidavit and scan it in with the rest of your documentation. • If a Lost Receipt Affidavit is needed contact Dianora Vargas the AP supervisor. • Dianora Vargas X5308 • You may also print a Lost Receipt Affidavit out on the County website. See link below. • http://www.co.galveston.tx.us/auditor/auditorsoffice/P-Card%20Instructions.htm

  5. Lost Receipt Affidavit

  6. SMARTsend Cover Sheets • One cover sheet is good for the year, although you will need to print a new one for each month, and check the appropriate box for the month you are submitting. • Two cover sheets will be issued to those who have two P-Cards (one per card).

  7. Selecting The Month • Start by putting an X in box next to the month that you are sending your receipts for. • This can be done with any pen. • Select only one month. • Note months on cover sheets are listed in ALPHABETICAL order.

  8. Ready To Scan • Gather all prepared receipts and documents to be scanned. • Get your SMARTsend cover sheet. • Mark the appropriate month. • Head to the Xerox machine.

  9. At The Xerox Machine • Select: All Services • Select: Network Scanning • Select: PaperWare • Image Adjustment (if needed) • Image Quality • Sides Scanned • Resolution etc.

  10. Select: All Services

  11. Select: Network Scanning

  12. Select: PaperWare

  13. Sides Imaged Image Quality Reduce/Enlarge Image Adjustment (if needed)

  14. Scanning • Place all documents, and receipts in document feeder and press start. • Your documents will begin to scan. • After a few minutes a SMARTsend Confirmation Report will print out.

  15. SMARTsend Confirmation Report

  16. Unsuccessful Send • If you receive an error report you mustrescan your documents.

  17. Saving Receipts • You will need to save your receipts for at least 90 days after the AP supervisor has confirmed that she received all the necessary paperwork.

  18. Why Use DocuShare& SMARTsend • Paperless • Checking P-Card monthly statements will be faster. • Less paperwork to hold on to. • File sharing made easier.

  19. DocuShare • DocuShare is a web-based management system. • Store, view, edit, and share information. • Every employee can have a DocuShare account. • If you need one call the help desk X2685

  20. SMARTsend • SMARTsend allows you to create cover sheets that transform your paper documents into electronic ones for storage on the internal network. • Use of cover sheets allows the user to separate documents into separate folders in DocuShare

  21. Auditor’s Office Questions? Kristin Lee X5312

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