Travel & AP Imaging What does that mean to me?

Travel & AP ImagingWhat does that mean to me?

Julie Hughes – Travel & Complex Payment Supervisor

& Jerri Painter – Accounts Payable Supervisor

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AgendaWhat 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 documentsBenefits

Storage Security Access Efficiency Cost savings

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ImageNow by Perceptive

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ImageNowUniversity selecting Imaging vendor of choiceIntegrates with:

Banner49er MartPeopleSoftCan integrate with most any system

Other departments on campus using this systemRegistrarGraduate School(upcoming) Financial Aid, Graduate School

Admissions, Human Resources, Purchasing…….

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ImageNowAllows for :

Electronically routing (workflow)Tracking of documentationAnnotationsRedactingRobust purging and retaining capabilitiesControlled 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 invoicesDirect Pay Requests (DPRs)Travel Authorization/ReimbursementMileage and ParkingAll 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 dateHopefully by the end of the calendar yearAt least in active testing within a month

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Imaging WorkflowDocuments/invoices come in to AP/Travel

Either Manually scanned or electronically exported to ImageNow

Imaged document can be:Routed for fund approvalAnnotated Notes/Comments added

Once payment is entered into BannerLinked 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 timeHow you see information

Quicker access to informationWe can track where a payment is at anytime

throughout the workflow processAbility to retrieve documentation immediately

for reference

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Probable Process ChangesExpected 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 ChangesIn order to efficiently use ImageNow Forms will

most likely changeTo allow for effective scanningTo allow for proper electronic annotationsSome changes will be minor

Colors/text fieldSome 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 paymentImaging some historical data

For documents we retain perpetuallyIn 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-

ChatInformation will be sent through list-serve as

changes occur which might affectAs new forms are posted will announce

through Admin-chatPost new forms on web

Use web for most current forms!

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Questions?