P-Card Receipt P-Card Receipt ProcessProcess

Kristin Lee X5312Kristin Lee X5312

Auditor’s OfficeAuditor’s Office

Preparing documentsPreparing documentsfor scanningfor scanning

Remove Remove allall staples, paper clips etc. staples, paper clips etc. Secure loose receipts with a clear Secure loose receipts with a clear

plastic cover sheet plastic cover sheet (see next (see next slide)slide)..

Only loose receipts need to go in Only loose receipts need to go in plastic, 8.5 x 11 receipts do not.plastic, 8.5 x 11 receipts do not.

Receipts placed in a clear plastic cover Receipts placed in a clear plastic cover sheetsheet

•Less time

•No tape

Missing ReceiptsMissing Receipts If you have lost or thrown away a receipt, first contact the If you have lost or thrown away a receipt, first contact the

vendor for duplicate receiptvendor for duplicate receipt

If the vendor cannot furnish a duplicate receipt, you must fill 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 out a Lost Receipt Affidavit and scan it in with the rest of your documentation.documentation.– If a Lost Receipt Affidavit is needed contact Dianora Vargas If a Lost Receipt Affidavit is needed contact Dianora Vargas

the AP supervisor. the AP supervisor.

Dianora Vargas X5308Dianora Vargas X5308

You may also print a Lost Receipt Affidavit out on the County You may also print a Lost Receipt Affidavit out on the County website. See link below.website. See link below.

– http://www.co.galveston.tx.us/auditor/auditorsoffice/P-Card%20Instructions.http://www.co.galveston.tx.us/auditor/auditorsoffice/P-Card%20Instructions.htmhtm

Lost Receipt AffidavitLost Receipt Affidavit

SMARTsend Cover SMARTsend Cover SheetsSheets One cover sheet is good for the year, One cover sheet is good for the year,

although you will need to print a new one although you will need to print a new one for each month, and check the appropriate for each month, and check the appropriate box for the month you are submitting. box for the month you are submitting.

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

Selecting The MonthSelecting The Month Start by putting an X in Start by putting an X in

box next to the month box next to the month that you are sending that you are sending your receipts for.your receipts for.

This can be done with This can be done with any any penpen..

Select only Select only oneone month. month.

Note months on cover sheets Note months on cover sheets are listed in are listed in ALPHABETICALALPHABETICAL order.order.

Ready To ScanReady To Scan

Gather all prepared receipts and Gather all prepared receipts and documents to be scanned.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 MachineAt The Xerox Machine

Select: All ServicesSelect: All Services Select: Network ScanningSelect: Network Scanning Select: PaperWareSelect: PaperWare

– Image Adjustment Image Adjustment ((if neededif needed))

– Image Quality Image Quality – Sides Scanned Sides Scanned – Resolution etc. Resolution etc.

Select: All ServicesSelect: All Services

Select: Network ScanningSelect: Network Scanning

Select: PaperWareSelect: PaperWare

Image Adjustment Image Adjustment ((if if neededneeded))

Image QualitySides Imaged

Reduce/Enlarge

ScanningScanning

Place all documents, and receipts in Place all documents, and receipts in document feeder and press start.document feeder and press start.– Your documents will begin to scan.Your documents will begin to scan.

After a few minutes a SMARTsend After a few minutes a SMARTsend Confirmation Report will print out.Confirmation Report will print out.

SMARTsend Confirmation SMARTsend Confirmation ReportReport

UnUnsuccessfulsuccessful Send Send

If you receive an error report you If you receive an error report you mustmust rescanrescan your documents. your documents.

Saving ReceiptsSaving Receipts

You will need to save your receipts for You will need to save your receipts for at least 90 days after the AP at least 90 days after the AP supervisor has confirmed that she supervisor has confirmed that she received all the necessary paperwork.received all the necessary paperwork.

Why Use DocuShareWhy Use DocuShare& SMARTsend& SMARTsend

PaperlessPaperless– Checking P-Card monthly statements will Checking P-Card monthly statements will

be faster.be faster.– Less paperwork to hold on to.Less paperwork to hold on to.

File sharing made easier.File sharing made easier.

DocuShareDocuShare

DocuShare is a web-based management DocuShare is a web-based management system.system.– Store, view, edit, and share information.Store, view, edit, and share information.

Every employee can have a DocuShare Every employee can have a DocuShare account.account.– If you need one call the help desk X2685If you need one call the help desk X2685

SMARTsendSMARTsend

SMARTsend allows you to create cover SMARTsend allows you to create cover sheets that transform your paper sheets that transform your paper documents into electronic ones for documents into electronic ones for storage on the internal network.storage on the internal network.

Use of cover sheets allows the user to Use of cover sheets allows the user to separate documents into separate separate documents into separate folders in DocuSharefolders in DocuShare

Auditor’s OfficeAuditor’s Office

Kristin Lee X5312Kristin Lee X5312

Questions?Questions?