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Office of Accounting

Imaging and Documentation Services (IDS)

Document Preparation

Doc Prep is the process of preparing documents for imaging. Documents that are not properly prepared can damage expensive imaging equipment and can negatively affect the overall quality of images.

Doc prep is required for documents submitted for payment or other administrative processing and approval as well as documentation submitted for imaging directly to Imaging and Documentation Services (IDS).

Documents submitted directly for imaging may be sent to:

Imaging and Documentation Services
MAI 132; Campus Mail Code K5300
(For larger quantities please contact IDS staff for further instruction.)

Departments must retain copies of each document submitted for processing or direct imaging until they have reviewed the image in the Image Retrieval System (IRS).

  • Once you have verified that the image of your documentation is complete and accurate in the IRS your retained copy may be destroyed.
  • Contact IDS if you identify an issue with an image, or if the image does not appear in the IRS within seven days of submission for imaging (this may vary due to payment processing, campus mail delivery, or other factors). You will be required to provide your retained copy if the document needs to be re-imaged.

Guidelines for Doc Prep are listed below. The document creator will be contacted to resolve any issues with submitted documents that are not prepared in accordance with these guidelines.

Doc Prep Guidelines:

  • All documents submitted must have a cover sheet that conforms to the following rules. The cover sheet contains information that determines how a document will be categorized, imaged, and retained.
    • The cover sheet is also known as the Voucher Transmittal Form (VTF). The VTF can be printed using the PRT action of the document in *DEFINE.
    • There can be only one cover sheet (VTF) per document to be imaged. If the support documentation for a voucher is comprised of other vouchers containing coversheets you must write BACKUP in marker on each supporting voucher coversheet. (See sample.)
  • Attach your supporting documentation to the coversheet with ONE staple in the upper left-hand corner. You must use a staple. Do not use paperclips for this purpose. Documents that are too large for a single staple may be rubber banded with the coversheet stapled to the first few pages of the document.
  • Do not use rubber bands to batch groups of documents that should be imaged separately. Only use rubber bands for single documents with voluminous back-up.
  • All supporting documentation that is smaller than a standard 8½” X 11” sheet of paper, such as receipts and notes, must be taped down to a standard 8½” X 11” sheet of paper. When taping these items, ALWAYS tape all four sides of each item. Not doing this will cause damage to the documentation during the scanning process. (Note: DO NOT USE STAPLES TO ATTACH MULTIPLE RECEIPTS TO BLANK PAPER. USE TAPE ONLY).
  • IDS imaging equipment is set to image standard 8½” X 11” paper. The following items cannot be imaged and should not be sent as supporting documentation:
    • Oversized Backup: Oversized Backup is any backup that is larger than a standard 8½” X 11” sheet of paper. Oversized backup must be reduced to 8½” X 11” before submitting it to IDS. Because the reduced copy is not an original invoice, to be in compliance with UT payment guidelines it must be certified as an original invoice that was copied for scanning purposes.
    • Onion Paper: Onion paper is an extremely thin paper that vendors sometimes use to print receiving slips, invoices, etc. on. It tears when going through the scanners, so it must be copied onto a standard 8½” X 11” sheet of paper before submitting it to IDS. Because the copy is not an original invoice, to be in compliance with UT payment guidelines it must be certified as an original invoice that was copied for scanning purposes
    • Envelopes
    • Business Cards
    • Newspaper clippings
    • Fabric Samples

If you have any questions about how to properly prepare documents, please contact Imaging and Documentation Services.

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