Required documentation to support an expenditure for a Procurement Card Document (PCDO) 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 document accessibility and compliance during the reconciliation, review, and approval process as well as decrease the turnaround time.
Quality scanned images are acceptable for record retention purposes as the digitized original record for state requirements in alignment with the University of Arizona Certificate of Scanned Images established with the State of Arizona.
Additional Benefits of Initiative
- Users within the route log can view documentation for reconciliation and approval.
- Financial Compliance can review invoices and backup documentation timelier when business purpose and supporting documentation meet policy requirements.
- Reduction in printing paper documentation, 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 PCDO 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 mailed directly to Accounts Payable at 888 N. Euclid Ave. Rm. 402, Tucson, AZ 85721. Note: Do not mail or upload non-security sensitive supporting documentation as these should be attached by the department following the Process Steps below.
Record Retention Requirements
- Business units are responsible for maintaining all original receipts and supporting documentation until record retention requirements have been met.
- After 180 days from the date the Purchasing Card transaction was approved, the original copy, or non-official record, may be destroyed at the department business office discretion.
- FEDERAL EXCEPTION: If documentation is to support a Federal grant expenditure, the record retention policy requires maintaining the original documentation for one year from the date the expense was finalized.
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)
- When the PCDO is created in UAccess Financials, search for receipt/supporting documentation in the shared location (step 2) and either rename or append the file name with the PCDO eDoc number.
Best Business Practices for Document Imaging
- Tape receipts/invoices smaller than a half sheet of paper to a full-size sheet of paper
- If taping receipts/invoices to scratch paper, cross out any unrelated information
- Tape only one transaction per sheet of paper
- Tape receipt/invoice so corners and sides are secure
- Do not tape over any information
- Do not fold and then tape down documents
- Ensure the back of the taped receipt/invoice is blank (unless information is terms and conditions)
- Keep receipts/invoices flat and unblemished
- Write or print PCard eDoc# on each related page/invoice/receipt
- Write amount/date if illegible on receipt/document
- Black out all but last four digits of credit card number
- Do not highlight pertinent information (this darkens the text once scanned)
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
- Log into UAccess Financials.
- Navigate to the appropriate eDoc associated with the PCard purchase.
- Scroll down to the Notes and Attachments tab.
- Identify the attachment and click “choose file” and attach the desired file/document.
- If selection was incorrect click “Remove Attachment”
- Click “Add”
- Review the PCDO and route log and make any appropriate changes.
- Click “Close” to exit the document.
Best Practice for Maintaining Financial Documents
- Once documentation is attached to the PCDO, staple all supporting documentation together and write the eDoc number and the UAccess Financials creation date on the first page of the packet.
- Department should store PCDO supporting documentation in a way that will make it easier for retrieval if needed.
- 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.
Please contact Financial Compliance at 520-621-9097 or firstname.lastname@example.org if you have any questions regarding the handling of PCard documentation.