P-Card and Travel Card Document Imaging
Beginning the week of June 11, 2007, departments will be able to upload Expense Reports and supporting documentation to the UHS Finance System for P-Card and Travel Card transactions. Accounts Payable will notify departments by email when they have been given this access.

Instructions for uploading documents and a billing cycle checklist were distributed to business administrators who work with P-Cards and Travel Cards on June 5. These documents, “P-Card/Travel Card Imaging and Billing Cycle Checklist,” are also available on the P-Card and Travel Card web pages.

College/Division Administrators have determined which staff will have initial access to upload these documents. The Request for UHS Finance Access Form should be used by College/Division Administrators to request this access going forward.

Since September 2006, departments have maintained Expense Reports and supporting documentation in their files until P-Card/Travel Card document imaging became available. Now that document imaging is available, departments need to scan and upload these documents for the September 2006 through May 2007 billing cycles as follows:

1. Place receipts and other supporting documents behind the associated Expense Report.

2. Verify that the Expense Report has been signed by the cardholder (or card custodian if a  department card) and a certifying signatory.

3. Scan and upload the Expense Report and supporting documents for each billing cycle separately for each card.

4. September 2006 through May 2007 Expense Reports and supporting documents should be uploaded by August 31, 2007.