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Travel & AP Imaging What does that mean to me?. Julie Hughes – Travel & Complex Payment Supervisor & Jerri Painter – Accounts Payable Supervisor. Agenda. What is Document Imaging ? What will be imaged ? How will this impact me ? When will I see a change and how will I know about them?.
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Travel & AP ImagingWhat does that mean to me? Julie Hughes – Travel & Complex Payment Supervisor & Jerri Painter – Accounts Payable Supervisor
Agenda • What is Document Imaging? • What will be imaged? • How will this impact me? • When will I see a change and how will I know about them?
What is document imaging? • Electronically capturing, storing and accessing Images of documents • Benefits • Storage • Security • Access • Efficiency • Cost savings
ImageNow • University selecting Imaging vendor of choice • Integrates with: • Banner • 49er Mart • PeopleSoft • Can integrate with most any system • Other departments on campus using this system • Registrar • Graduate School • (upcoming) Financial Aid, Graduate School Admissions, Human Resources, Purchasing…….
ImageNow • Allows for : • Electronically routing (workflow) • Tracking of documentation • Annotations • Redacting • Robust purging and retaining capabilities • Controlled privileges
What will be imaged? • Currently live with: • Vendor Processing • Direct Deposit • Processes currently working on: • 49er Mart invoices • AP Payments & Utility invoices • Direct Pay Requests (DPRs) • Travel Authorization/Reimbursement • Mileage and Parking • All other AP/Travel payment types
When will this happen? • Had hoped to be fully live by now • Expect to complete the AP processing steps first • Travel and Complex Payments second (more complex) • Cannot set a date • Hopefully by the end of the calendar year • At least in active testing within a month
Imaging Workflow • Documents/invoices come in to AP/Travel • Either Manually scanned or electronically exported to ImageNow • Imaged document can be: • Routed for fund approval • Annotated • Notes/Comments added • Once payment is entered into Banner • Linked to image • Sent to Archive (basically file room)
How will this impact me? • Differences you may notice • Processing time • How you see information • Quicker access to information • We can track where a payment is at anytime throughout the workflow process • Ability to retrieve documentation immediately for reference
Probable Process Changes • Expected process changes • Routing to Travel/AP first • After Department Approvals are done • Fund approvals will be done electronically • (RCM/Treasury, Budget. Purchasing, Tax) • No more multiple copies of Travel Authorizations required! • We will have the ability to “copy” as many of the TAs as needed (if needed/still working on this process)
Possible Form Changes • In order to efficiently use ImageNow Forms will most likely change • To allow for effective scanning • To allow for proper electronic annotations • Some changes will be minor • Colors/text field • Some changes will be complete revisions • Travel forms • DPR • This means we need your help to use the most current forms!
What does the future bring? • Long-Term Goals • Across Campus Access • Limited access to key department contacts first • Distributed access to some main department contacts to reduce the need to call or email for status of payment • Imaging some historical data • For documents we retain perpetually • In our Dreams! • Once imaging becomes more common across UNCC • May look at the ability for select departments to scan into our processing queue • May look at extending electronic approval process to include department levels
How will I know? • Email announcement sent through Admin-Chat • Information will be sent through list-serve as changes occur which might affect • As new forms are posted will announce through Admin-chat • Post new forms on web • Use web for most current forms!
