GUIDELINE FOR SCANNING AND ATTACHING IN ARIBA

Transcript:GUIDELINE FOR SCANNING AND ATTACHING IN ARIBA:
GUIDELINE FOR SCANNING AND ATTACHING IN ARIBA Barbara Benson bbenson@uw.edu Teresa Crisostomo traveluw@uw.edu AGENDA Attaching scanned documents to Ariba Scanning Procedures document Technical requirements Quality control Image enhancement Retention requirements e-travel WHAT TO ATTACH TO ARIBA Receipts are required for the following regardless of costs: airfare itinerary; change fee lodging (from a commercial lodging facility) car rental (final rental agreement) train/rail itinerary laundry meal reimbursement on behalf of others ALSO ATTACH Attached receipts are required (except for your own meals based on per diem) for any expenses $75 or OVER effective August 22, 2011 (start of trip must be on August 22 or after): Foreign national documents Non-UW signatures on ER Foreign currency conversion Proof of mileage Wire information Other supporting documents Note: Imaged documents do require server space for storage. Be sure to limit your attachments to required documents http://f2.washington.edu/fm/travel/receipts WHAT TO EXPECT FROM ARIBA Documents will be available for viewing by the approvers and the travel office This will expedite processing Ariba will be the “official system of record Documents will be maintained for the legally required UW records retention period HOW TO ATTACH Do not put a “+” sign in the tile of the file when attaching, the system considers it an error when a “+“sign is in the title eProcurement Non-PO Invoices eReimbursement WHAT TO ATTACH TO ARIBA Attach all receipts and other supporting documents for purchases. Note: $75 Receipt Waiver OFM has approved a receipt requirements waiver for purchases up to $75 which has been reviewed and approved by UW Internal Audit. It is not mandatory to use the $75 receipt waiver At the discretion of the department Must be added to department’s internal policies, contingency procedures and communicated to those impacted by the change. http://f2.washington.edu/fm/ps/xr-overview The size limit for an attachment in Ariba is 4MB NON-PO INVOICES Vendor invoice Membership voucher Subscription voucher Registration documents, etc. Any supporting documents for proof of delivery Packing slips Forms: 1798 (for food orders from non-food approved budgets) Forms: 1632 payment to individual DO NOT FILL OUT Social Security information because vendor control already has that on file Note: Do NOT include scans of any information that includes bank account numbers, credit card numbers, or social security numbers Blacken out with Sharpie WHAT TO EXPECT FROM ARIBA Documents will be available for viewing by the approvers and others This will expedite processing Ariba will be the “official system