P-Card Receipt Process Kristin Lee X5312 Auditors Office

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

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

Missing Receipts If you have lost or thrown away a receipt, first contact the vendor for duplicate receipt 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 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 Dianora Vargas X5308 You may also print a Lost Receipt Affidavit out on the County website. See link below. You may also print a Lost Receipt Affidavit out on the County website. See link below. –

Lost Receipt Affidavit

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. 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). Two cover sheets will be issued to those who have two P-Cards (one per card).

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

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

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

Select: All Services

Select: Network Scanning

Select: PaperWare

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

Scanning Place all documents, and receipts in document feeder and press start. 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. After a few minutes a SMARTsend Confirmation Report will print out.

SMARTsend Confirmation Report

Unsuccessful Send If you receive an error report you must rescan your documents. If you receive an error report you must rescan your documents.

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. 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.

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

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

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

Auditors Office Kristin Lee X5312 Questions?