GUIDELINE FOR SCANNING AND
ATTACHING IN ARIBA
Barbara Benson
[email protected]
Teresa Crisostomo
[email protected]
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:
o airfare itinerary; change fee
o lodging (from a commercial lodging facility)
o car rental (final rental agreement)
o train/rail itinerary
o laundry
o 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
o This will expedite processing
o Ariba will be the “official system of record
o 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
Non-PO Invoices
eReimbursement
ePROCUREMENT
WHAT TO ATTACH TO ARIBA
• Attach all receipts and other supporting documents
for purchases.
o
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
o Packing slips
• Forms: 1798 (for food orders from non-food approved budgets)
• Forms: 1632 payment to individual
o 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
o Blacken out with Sharpie
WHAT TO EXPECT FROM ARIBA
• Documents will be available for viewing by the
approvers and others
o This will expedite processing
o Ariba will be the “official system of record”
o Documents will be maintained for the legally
required UW records retention period
SCANNING DOCUMENTS
SCANNING OVERVIEW
• You must scan and attach receipts and support
documents to Ariba for:
o e-Travel
o e-Procurement
o Non-PO Invoices
o e-Reimbursements
• UW Scanning Requirements
o If you comply—you can destroy the original paper
documents
o If you chose not to comply—your department is
responsible for maintaining the original paper documents
for their full records retention period
FAQ
Once scanned and attached to Ariba, does the
department have to keep the original paper
document?
With one exception, once scanned and attached,
individual departments DO NOT have to keep the
original paper document—if departments comply
with UW Scanning Requirements.
o When it is not possible to create a readable scanned
image, the original paper document must be kept.
FAQ
What are the UW Scanning Requirements?
The UW Scanning Requirements include:
• Standard scanner settings
• Quality check of documents that were scanned
• Ensuring scanned records are readable
• Data Security Standards
• Written procedures for scanning
TECHNICAL REQUIREMENTS FOR
SCANNING
Black and white, gray, and color paper records can
be scanned
o Any kind of record can be scanned including color text
documents, photographs, and maps, plans, and
engineering drawings
Scanner Settings
o Scanners must be set at a minimum of 300 dpi (dots
per inch)
o Save and attach documents as a PDF file
QUALITY CONTROL
Departments must visually inspect their scanned
documents to ensure they are complete (the
entire document has been captured), clear and
easily read:
o It is highly recommended that each scanned
document is inspected.
 If necessary scanned records should be compared to the
original paper document to ensure accuracy
o The number of original paper documents must be
compared to the number of scanned documents to
ensure that every document was scanned
IMAGE ENHANCEMENT
There are times when there is a problem with the final
scanned image that makes it difficult to read and less
than usable.
If the scanned documents are to replace the original
paper, these common problems must be corrected and
addressed in the scanning procedures:
o Speckles or spots on the scanned image
o Skewed images that are not properly aligned
o When only part of the document is captured by the
scanner
o When the scanned record is of poor quality and is not
clearly readable
See http://f2.washington.edu/fm/recmgt/scanning
“Image Enhancement” for more information
DATA SECURITY STANDARDS
• When an employee separates, their immediate manager is
responsible to close all related accounts and remove all
access capabilities related to the separated employee. This
include access Ariba applications through Astra.
• If the documents to be scanned contain UW Confidential
data, additional security controls might be necessary. The
Travel and Procurement Office instruct departments to
remove sensitive information prior to attaching a document
in Ariba. Such information could include credit card
information, home addresses, etc.
o Blacken out with Sharpie
CREATING SCANNING PROCEDURES
• Provides written documentation for the process used
for scanning
• Necessary to create if you do not want to keep the
paper records
• A copy of this documentation must be filed with UW
Records Management Services
o Required by WA State statute
• Documentation should include:
o Instructions for the use of scanning hardware, including scanning
settings
o Instructions for quality control inspections
o How scanned records are enhanced or manipulated to create a more
readable image
o Instructions for meeting UW data security standards
FAQ: SCANNING PROCEDURES
Does each department in a division need to have their own
procedures document, or can the administrative office
create one policy that that is used by all their departments
or an entire branch campus?
No, as long as the department closely follows the scanning
procedures written by the administrative office and they let
Records Management Services know whose scanning
procedures they are using, they do not have to write their
own scanning procedures.
(Assuming the scanning procedures written by the
administrative office is on file with Records Management
Services)
FAQ: SCANNING PROCEDURES
If a department wants to scan records that
are NOT attached to Ariba do they need a
different scanning procedures document?
Yes, if scanned documents are NOT attached
to Ariba a more in-depth scanning
procedures must be written and filed with
Records Management Services. See
http://f2.washington.edu/fm/recmgt/scann
ing for more information.
RETENTION REQUIREMENTS
Whenever possible, Ariba will be responsible for
keeping the scanned documents for their full
retention period
o When it is not possible to create a readable scanned
image, the department must keep the original paper
document for the full retention period
o Departments who have SNAP grants must keep a copy of
the scanned documents for the full retention period
• Departments can keep a scanned copy on file
• Departments can keep the original paper records on file
• Departments can send the original paper records to the URC for
inactive storage
SNAP GRANT RETENTION
REQUIREMENTS
• Documents created under SNAP grant budgets are active for a longer
period of time than documents created through non-SNAP grant budgets.
• While the retention period is the same for all grant budgets, because
SNAP grants remain active for 4 years longer than other grants, it is
necessary for departments with SNAP grants to maintain a copy of the
scanned documents that are attached to Ariba.
• Procedures for maintaining a copy of the scanned documents should be
included in the departmental scanning procedures.
Note: Scanning Procedures which include this additional information can be
used for ALL scanning projects, not just for attachments to Ariba
SNAP GRANT SCANNING PROCEDURES
The following additional information must be
included in the Scanning Procedures:
•
•
•
•
Where scanned documents will be saved
How scanned records will be labeled and filed
How the scanned documents will be backed-up
How scanned documents will be identified for
deletion
• Who will approve the deletion
• How the deletion will happen
FAQ
Do you have an example of scanning
procedures we can use for reference?
Yes, we have several examples of scanning
procedures that we have been given
permission to share.
BARBARA BENSON:
543-7950
[email protected]
SCANNING
TERESA CRISOSTOMO
[email protected]
TRAVEL
JULIE CONDIT
[email protected]
ePROCUREMENT
NON-PO INVOICES
eREIMBURSEMENT
CONTACT
THANK YOU
QUESTIONS?