AP and Travel Have a New Image! August 29, 2013

1. AP and Travel Have a New Image!August 29, 2013 Julie Hughes & Jerri Painter TCP Supervisor & AP Supervisor

2. Our New Image is: The University Imaging system of choice

3. What is Document Imaging? • What is being imaged? • How does this impact me? • Process changes • Secure Information Agenda

4. Electronically capturing, storing and accessing Images of documents • Benefits • Storage • Security • Access • Efficiency • Cost savings What is document imaging?

5. ImageNow by Perceptive

6. University selected Imaging vendor of choice • Integrates with: • Banner • 49er Mart • PeopleSoft • Can integrate with most any system • Other departments on campus using this system • Registrar • Graduate School • Veteran Administration Office • (upcoming) financial Aid, Graduate School Admissions, Human Resources, Purchasing…. ImageNow

7. Allows for : • Electronically routing (workflow) • Tracking of documentation • Annotations • Robust purging and retaining capabilities • Controlled access privileges ImageNow https://imagenow.uncc.edu/

8. Vendor Forms • Direct Deposit • 49er Mart invoices • AP & Utility invoices • Direct Pay Requests (DPRs) • Travel Authorization/Reimbursement • Mileage and Parking • All other AP/Travel payment types What is being imaged?

9. Documents/invoices come in to AP/Travel • Manually scanned (if received after 3pm scanned next day) • Or electronically imported - internal process only on specific types of documents (i.e. specific AP/TCP invoices from vendors) • Imaged document can be: • Routed for fund approval • Annotated • Notes/Comments added • Once payment is entered into Banner/49er Mart • Linked to image • Sent to Archive (basically file room) Imaging Workflow

10. Differences you may notice • How you see information • Quicker access to information • We can track where a payment is at anytime throughout the workflow process • Ability to retrieve documentation immediately for reference • Requirements for submitting paperwork How does this impact me?

11. Routing to Travel/AP first! • After Supervisor/Internal Approvals are done • Fund approvals will be done electronically • (GCA, Budget, Purchasing, Tax) • No more multiple copies of Travel Authorizations required! • Have the ability to duplicate image of the TAs for prepayments • Agendas need to be copied on 8 ½ by 11 paper • Limit of secure information into system • Ensure documents sent do not have full credit card numbers, only SSN # when required, bank account numbers only as needed • Date scanned is considered date received • After 3 pm is next day Process Changes

12. Receipts need to be tapes by edges to 8 ½by 11 paper • See receipt page • Use tape instead of staples (cannot go through feeder) • Only tape edges not over any content Taped to edges, correct! Cannot read Process Changes

13. Documents are shredded within 10 business days after scanned • If there is a need to retain a receipt for warranty or possible return please submit a copy of the receipt. (can accept a copy of a receipt if the original is needed or unavailable, however original receipts have better scan quality) • Still require submission of paperwork to AP and TCP by hard copy • Improved scan quality • Meets retention requirements • Scanned using ImageNow software • We still audit off of hard copies for some reimbursement types • Exceptions are granted on a case by case basis (i.e. AP invoices) Process Changes

14. Security of the information being imaged and added to our system is critical • Cannot accept anything with a full credit card number on the document. • See the missing receipt affidavit for receipt guidance • Any document with a full credit card number will be shredded unless it has been electronically redacted(including bar code) before we scan into our system (cannot accept manually redacted documents) • Stillbe required to provide the proof of payment in another format (receipt copy), missing receipt affidavit or with an electronically redacted statement Secure Information

15. Invoices in which TCP/AP pay that do have full credit card numbers (special cards we pay) will be processed manually and access to that information will be restricted • Be sensitive to the information you scan, should not be scanning and emailing anything that has a full credit card number or sensitive information • See policy 311.1 Credit/Debit Card Processing Regulation Secure Information

16. First steps is to contact the vendor/agency and attempt to get a copy of the receipt • If completely unable to get a copy of the receipt can attach support and redacted proof of payment. • Most payment types can retrieve to receipt from vendor (airline tickets, hotel bills, rental car) Missing Receipt Affidavit

17. To efficiently use ImageNow some Forms will change • For effective scanning • For proper electronic annotations • Some changes will be minor • Colors/text field/font size • Some changes will be complete revisions • Travel forms • DPR • We need your help to use the most current forms! • Use most current form on web • Look for Admin-Chat email updates Form Changes

18. Long-Term Goals • Across Campus Access • Limited view access to key department contacts first • Distributed view access to some main department contacts to reduce the need to call or email for status of payment • Imaging some historical data • For documents we retain perpetually • In our Dreams! • Once imaging becomes more common across UNCC • Dream that someday - select departments could scan into our processing queue • Dream that someday - could extend electronic approval process to include department levels What does the future bring?

19. Questions?