Travel & AP Imaging What does that mean to me?
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Transcript 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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What is document imaging?
Electronically capturing, storing and accessing Images
of documents
Benefits
Storage
Security
Access
Efficiency
Cost savings
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ImageNow by Perceptive
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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…….
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ImageNow
Allows for :
Electronically routing (workflow)
Tracking of documentation
Annotations
Redacting
Robust purging and retaining capabilities
Controlled privileges
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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
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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
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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)
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ImageNow
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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
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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)
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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!
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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
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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!
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Questions?
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