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1. Document Imaging Update The Office of Accounting March 2005

2. Discussion Items • Retrieving travel documentation in the Image Retrieval System (IRS) by RTA number • Scanning VP7 and VP9 documents • Changes to voucher transmittal forms (VTFs)

3. Retrieving by RTA Number • Travel document support can now be retrieved in the Image Retrieval System (IRS) by RTA number • You can still retrieve travel documents using the document ID number. Searching by RTA number is just another option that is available.

4. Show Me How • Go to the IRS: https://utdirect.utexas.edu/acct/image/image_pdf.WBX

5. Enter the RTA Number • Select “Travel RTA Number” as the Image Type and enter the RTA number as the Search Value. Click the Get Image Info button.

6. Select the Image to View • Click on the Image # in the Image Link box to view the document.

7. View the Image • The documentation will be displayed as a PDF document in Adobe Acrobat. John Doe

8. What Travel Documents are Scanned? • Travel reimbursement documents (VP5s) are always scanned due to the payment voucher requirements. • Travel authorization requests (VE5s and VE6s) are NOT normally scanned.

9. Why Aren’t VE5s and VE6s Scanned? • Unlike payment vouchers, most VE5s and VE6s do not require additional supporting documentation. Because the information on these documents can be reviewed anytime within *DEFINE there is no need to image them. • The only exceptions are requests that require the foreign travel certification. These requests require additional supporting documentation that cannot be viewed in *DEFINE and therefore must be imaged.

10. IRS doesn’t show my document… • IRS only shows images for documents that have been submitted to OA Document Processing to be imaged. • Remember that VE5s and VE6s are normally not imaged. If you’re entering an RTA number that only has a VE document associated with it then it’s likely no document will be found. • Therefore, in most instances entering an RTA number will display only VP5 documents associated with that RTA…

11. Scanning VP7s/VP9s • As many of you have noticed, we have changed the Voucher Transmittal Form (VTF) for VP7 and VP9 documents • This change was made in anticipation of scanning the supporting backup for these documents

12. Scanning VP7s/VP9s • Current process • Future process • Issues with departmental storage • Advantages of central imaging • Departmental responsibilities • When scanning will start

13. Current Process • Due to the volume of documents and the labor involved with preparing the documents for imaging, the Office of Accounting has been unable to provide imaging services for VP7s and VP9s • Therefore departments have been required to keep the supporting documentation for these payments within their files for FE+8 years

14. Future Process • Departments have the option to submit VP7 and VP9 supporting documentation to OA Document Processing for scanning • After the documentation is scanned, the image becomes the master record for audit and retention purposes. The departmental copy is then considered to be a convenience copy and can be discarded at the department’s discretion.

15. Is This a New Requirement? • At this time the Office of Accounting is offering this as an optional service to the university community. Departments who do not submit documentation for imaging will need to continue retaining the documentation for the appropriate retention period • Although this is not a university requirement, some colleges have indicated they may require their departments to send VP7s and VP9s to be imaged.

16. Issues with Departmental Record Storage • The retention requirement is very lengthy • Keeping documentation requires physical storage space • Ink on credit card slips tends to fade over time, becoming illegible • Risk of documentation being discarded prematurely by new, untrained personnel • Risk of credit card numbers being available to unauthorized personnel • Documentation must be filed and retrieved manually in order to be reviewed • Requests to destroy documentation that has met its retention must be submitted to Records Management prior to document destruction

17. Advantages of Central Imaging • Less physical storage space is needed • Receipts are legible for the life of the record • Documentation is secure from unauthorized personnel • Risk of premature record destruction is eliminated • Documentation can be readily accessed via the Web • Existing processes already exist for submitting documentation to the Office of Accounting • Documents will be destroyed by the Office of Accounting in accordance with the university records retention schedule

18. Departmental Responsibilities • Documentation that is not properly prepared can damage the scanner and negatively affect the overall quality of the images that are scanned. • Because the volume of VP7/VP9 documents is high and preparing the documents for scanning is labor intensive, departments are required to prepare the documentation for scanning prior to submitting it to OA Document Processing.

19. Doc Prep • In order to be scanned all documentation must be doc prepped. • All documentation must be submitted with the appropriate VTF attached. • No staples, other than one in the upper left corner, should be used • All receipts should be taped down to standard 8 ½ x 11 sheets of paper • VP7s/VP9s which are not properly prepped will be returned to the department unprocessed

20. Before Sending Your Documentation • Documentation is sometimes lost in the mail and never received by OA Document Processing • Therefore we highly recommend that you make copies of all documentation before sending it to be scanned

21. After the Document is Scanned • Once the document is imaged, review it in the IRS to ensure all pages were scanned correctly • If pages are missing, or information is illegible, contact Imaging and Documentation Services (IDS) for assistance in correcting the problem • If the image is correct, you may discard your copy at your convenience without having to request approval from Records Management • The documents will be stored electronically for the appropriate retention period and destroyed by OA in accordance with the University records retention schedule. No additional action on your part is necessary.

22. When Will this Start? • IDS will start accepting VP7s/VP9s for imaging starting April 1, 2005 • At this time we are only accepting 2004-05 documents. Therefore please do not send documents with dates prior to September 2004. • We will notify the campus if and when you can submit documentation for previous year documents

23. In Summary • Departments can start submitting 2004-05 VP7s and VP9s to IDS for imaging on April 1, 2005 • Documents that are not imaged still need to be retained within the departments for FE+8 years and destroyed in accordance with university records management procedures • Departments must prep all documentation in accordance with the doc prep guidelines listed on the web: http://www.utexas.edu/business/accounting/image/docprep.html • Documents that are not doc prepped properly will be returned to the department unprocessed

24. Changes to Voucher Transmittal Forms • Vendor IDs have been removed from voucher transmittal forms (VTFs) • The VE5, VE6, VP7 and VP9 transmittal forms were recently modified to improve the imaging process • We are working to change all document VTFs to the same format so that the imaging process will be as efficient as possible

25. Questions? • For additional information regarding doc prep, please see our web page: http://www.utexas.edu/business/accounting/image/docprep.html or contact Imaging & Documentation Services: oa.rec@austin.utexas.edu • For questions or suggestions regarding VTF changes, please contact the Office of Accounting Help Line: oa.askme@austin.utexas.edu