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SOEST SUPPLEMENT

SOEST SUPPLEMENT. End of Month Deadline for Cardholder to approve PCDO Cardholder to hold original receipts for 1 year (UH retention policy) Scanned documents considered official documents Ok to dispose of originals after 1 year Presentation will be available on Fiscal Services Webpage

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SOEST SUPPLEMENT

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  1. SOEST SUPPLEMENT • End of Month Deadline for Cardholder to approve PCDO • Cardholder to hold original receipts for 1 year (UH retention policy) • Scanned documents considered official documents • Ok to dispose of originals after 1 year • Presentation will be available on Fiscal Services Webpage • New P-Card Help email set up • pcardhelp@soest.hawaii.edu • P-card related question, missing receipts, etc.

  2. Tips for Scanning/Attaching Receipts to PCDO Document • Scan Supporting Documents for Each Transaction Separately • Allows for easier referencing • Track missing receipts • Attach Receipts/Invoice in Same Order as Transactions on PCDO Document • Check for Double Sided Invoices • Scanner Settings • Double sided vs Single sided • Quality settings – Scan documents must be legible • Recommended Formatting • Note Text – Transaction #XX Vendor Name • Naming scanned File – PCDO#XXXXXXX_Transaction#XX • Ex: 1234567_1 • Receipts missing during approval process of PCDO document • Forward to pcardhelp@soest.hawaii.edu to attach to PCDO document

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