GUIDELINE FOR SCANNING AND ATTACHING IN ARIBA

1. GUIDELINE FOR SCANNING AND ATTACHING IN ARIBA Barbara Benson bbenson@uw.edu Teresa Crisostomo traveluw@uw.edu

2. AGENDA • Attaching scanned documents to Ariba • Scanning Procedures document • Technical requirements • Quality control • Image enhancement • Retention requirements

3. e-travel

4. 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

5. 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

6. 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

7. 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

8. Non-PO Invoices eReimbursement eProcurement

9. 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

10. 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

11. 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 of record” • Documents will be maintained for the legally required UW records retention period

12. SCANNING DOCUMENTS

13. SCANNING OVERVIEW • You must scan and attach receipts and support documents to Ariba for: • e-Travel • e-Procurement • Non-PO Invoices • e-Reimbursements • UW Scanning Requirements • If you comply—you can destroy the original paper documents • If you chose not to comply—your department is responsible for maintaining the original paper documents for their full records retention period

14. 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. • When it is not possible to create a readable scanned image, the original paper document must be kept.

15. 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

16. TECHNICAL REQUIREMENTS FOR SCANNING Black and white, gray, and color paper records can be scanned • Any kind of record can be scanned including color text documents, photographs, and maps, plans, and engineering drawings Scanner Settings • Scanners must be set at a minimum of 300 dpi (dots per inch) • Save and attach documents as a PDF file

17. QUALITY CONTROL Departments must visually inspect their scanned documents to ensure they are complete (the entire document has been captured), clear and easily read: • 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  • The number of original paper documents must be compared to the number of scanned documents to ensure that every document was scanned

18. 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:   • Speckles or spots on the scanned image • Skewed images that are not properly aligned • When only part of the document is captured by the scanner • 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

19. 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. • Blacken out with Sharpie

20. 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 • Required by WA State statute • Documentation should include: • Instructions for the use of scanning hardware, including scanning settings • Instructions for quality control inspections • How scanned records are enhanced or manipulated to create a more readable image • Instructions for meeting UW data security standards

21. 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)

22. 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/scanning for more information.

23. RETENTION REQUIREMENTS Whenever possible, Ariba will be responsible for keeping the scanned documents for their full retention period • When it is not possible to create a readable scanned image, the department must keep the original paper document for the full retention period • 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

24. 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

25. 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

26. 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.

27. BARBARA BENSON: SCANNING 543-7950 bbenson@uw.edu TERESA CRISOSTOMO TRAVEL traveluw@uw.edu JULIE CONDIT ePROCUREMENT eprocure@uw.edu NON-PO INVOICES eREIMBURSEMENT CONTACT

28. THANK YOU QUESTIONS?