Required documentation to support an expenditure for a Disbursement Voucher (DV) within UAccess Financials must be attached electronically to the Notes and Attachment tab in accordance with the considerations below. Attaching the supporting documentation will increase compliance during the approval process and decrease the turnaround time of reimbursement/payment.
Quality of scanned images are acceptable for record retention purposes in alignment with the University of Arizona Certificate of Scanned Images established with the State of Arizona as the digitized original record for state requirements.
Additional Benefits of Initiative
- Users within the route log can view documentation prior to approval.
- Accounts Payable can process invoice and/or reimbursement timely when business purpose and supporting documentation meet policy requirements.
- Reduction in printing paper DV Cover Sheets, postage, courier services and overall paper flow across the institution.
- Scanned documents must be of good quality (Example: 200 dpi) without blurring of the images and amounts must be readable by the approvers of the expenditure.
- Multiple media formats are supported, including PDF, jpeg, Excel and Word.
- Pictures of receipts via a mobile app such as Evernote, Genius scan or a mobile device camera may be attached and must be of good quality.
Handling of Security Sensitive Data
- Users should ensure they are familiar with University Information Security requirements. Information that is considered sensitive in nature, such as Social Security Numbers, banking information and full credit card numbers should not be imaged and attached to the Disbursement Voucher and should be handled securely.
- HIPAA classified information or any regulated data must never be attached in UAccess Financials.
- Documentation attached in error should follow the Removal of Security Sensitive Data guidelines.
- Security sensitive documents should continue to be delivered via Accounts Payable Secure Upload or may be mailed directly to Accounts Payable at 888 N. Euclid Ave. Rm. 402, Tucson AZ 85721.
- Do not redact security sensitive data from information provided to Accounts Payable as this data is required for 1099 reporting and/or payment details. Examples: W9, Award, ACH electronic deposit forms, Subject payment or ICON or substitute ICON forms. Exception: Full credit card numbers should be redacted to only display the last four-digits, prior to imaging the document.
Record Retention Requirements
- Business units are responsible for maintaining all original receipts or supporting documentation until the Disbursement Voucher is in FINAL status and record retention requirements have been met as defined by Financial Services in collaboration with Records & Archives.
- Retain original itemized receipts for 90-days from the date the Disbursement Voucher is finalized. After 90-days, the original paper record copy may be properly destroyed at the discretion of the business office from which the record originated.
- The digital record attached in the UAccess Financials Disbursement Voucher Notes and Attachment tab is the official University record.
- FEDERAL EXCEPTION: Per federal regulation 48 CFR, § 4.703(c3), if a record involves a federal grant expenditure and a paper original was converted to an official digital record scan, retain the paper original for 1 year after the official digital record scan was created. Upon completion of the 1-year period, the paper record copy may be properly destroyed at the discretion of the business office from which the record originated.
Best Practice for Maintaining Financial Documents
- Once documentation is attached to the Disbursement Voucher, staple all supporting documentation together and write the DV number and the UAccess Financials creation date on the first page of the packet.
- Store supporting documentation by the ‘create date’ of the Disbursement Voucher in UAccess Financials for ease of retrieval as needed.
- NOTE: DV Coversheets are not required to be attached or printed. Please consider the reduction of printing paper by setting up an internal process that eliminates printing/storing of DV coversheets and electronically received receipts/invoices.
- Electronically received receipts should be stored in a consistent location within the department business office such as a shared folder, Office 365 or Box. Please keep in mind if the document is security sensitive in nature and contains banking, SSN or credit card numbers it must be handled appropriately based on Information Security requirements.
- After record retention requirements are met, the department business office may destroy the non-official record.
Converting Hard Copy Documentation to Digital
- Scan or take a picture of the receipt/supporting documentation. A mobile app such as Evernote, Genius Scan, or a mobile device camera can be used when a scanner is not available.
- Save the file or the picture of the receipt/supporting documentation in a department secure location, such as a shared folder, Office 365 or Box.
- Save the file with a naming convention that makes sense, such as the following:
- Date MMDDYYYY (Example: 04092020)
- Vendor name (Example: 04092020JasonsDeli)
- Initiate a Disbursement Voucher
- Notes and Attachment TAB
- Add a note indicating a summary of what is being attached. (Example: Jason's Deli receipt and attendees)
- Search for receipt/supporting documentation in the shared location (step 2)
- Verify correct documentation is attached.
- If selection was incorrect click “Remove Attachment”
- Click “Add”
- Review the DV and route log and make any appropriate changes and the click “submit”
Process for Combining PDF Documents
- Place all documents/receipts in one folder and
- Adobe Acrobat Pro/Pro DC: File > Create > Combine files into a single PDF
Emergency Disbursement Requests
- When creating a Disbursement Voucher and payment must be made immediately, please email Accounts Payable with the business purpose for the urgent request and any specific instructions.
Please contact Accounts Payable at 520-621-9097 or firstname.lastname@example.org with any questions regarding attaching documents to the Notes and Attachment section of a Disbursement Voucher.
Frequently Asked Questions
Can travelers/employees continue to take pictures of their receipts for reimbursements and do they need to keep them after taking the picture/scan?
- Yes/Yes. Individuals may take a picture with a cell phone or a scanning application and deliver the electronic version to the business office to expedite the reimbursement of travel/business expenses. Upon returning from a trip or to their office they should deliver all University business receipts to their business office to maintain for the 90-day Record Retention requirement.
Does my business office retain the ability to destroy the paper copies after the 90-day period or do I need to send boxes to Records & Archives?
- Yes. After the record retention period of 90-days are met the business office may destroy the "convenience copy" record by proper methods of shredding or using a shredding service.
My business office does not have the capability to scan and attach receipts/supporting documentation to the Disbursement Voucher. Can we continue to send paper documents?
- Yes. During a transition period of 6 months departments may continue to send paper receipts/documentation. However, timeliness for these services will be impacted due to furloughs and staffing levels.
Is the traveler/employee still required to sign the Travel Expense Report or the Employee Reimbursement Request form?
- Yes. At this time an employee signature attesting to valid University business expenses is required and this signature can be in digital format. The forms can be filled out by the business office or employee and digitally signed and delivered via email to the business office to avoid paper signatures.
Are we required to print receipts I received electronically and store in a box/file cabinet for 90-days?
- No. If the receipt was in electronic format originally it can be attached to the Disbursement Voucher Notes and Attachment tab and retained in an electronic file location until the 90-day threshold.
Can a fiscal officer view the ICON form that was delivered in the Accounts Payable Document Upload?
- No, unfortunately due to the secure nature of this form, they are maintained in a specialized encrypted DocuWare cabinet for tax reporting purposes. If the form is delivered via the AP Document Upload there is no requirement to attach it with the Disbursement Voucher. Simply place a note on the DV indicating "ICON form delivered electronically XX/XX/XXXX."
ICON forms are very complex in nature whereas the independent contractor is required to complete prior to services being performed and send to department for signature. The final signed form is required in Accounts Payable for tax purposes. Is there a way to make this form electronic signature routing?
- Financial Services continues to evaluate moving all paper forms to electronic format and this form will be considered for future development. Please keep in mind the ICON form should be completed by the Independent Contractor at the time services are established and not at payment status.
Will training be offered on Record Retention of receipts/documentation as this is new to my department?
- Please contact Accounts Payable at 520-621-9097 or email@example.com for additional information, or Records & Archives as these documents will not follow the typical paper archiving requirements. Once the receipt/document is attached to the Disbursement Voucher the paper copy is considered a convenience copy and may be destroyed at the department discretion after 90-days or one year if federally funded. There is no requirement to complete a Destruction of Record form since this is not the official record. The digital record linked to the expenditure is the official record.