Imaging and Documentation Services (IDS)

Document Preparation ("Doc Prep")

"Doc Prep" is the process of preparing documentation for imaging. Documentation that is not properly prepared can damage the scanner and can negatively affect the overall quality of the images that are scanned.

Please send documents to The Office of Accounting, OA Document Processing, MAI 132; Campus Mail Code K6000 for imaging.

Departments should retain copies of their documents until imaging can be verified in the Image Retrieval System (IRS). Once your document appears in the IRS it becomes a convenience copy and may be destroyed.

Guidelines for Doc Prep are listed below. Submitted documents that are not prepared in accordance with these guidelines may be returned to the creator.

Doc Prep Guidelines:

• All documents must be forwarded with a Voucher Transmittal Form (VTF) attached. The VTF can be printed using the PRT action of the document. Please see the following URL for instructions on how to print the VTF (http://www.utexas.edu/business/accounting/ap/transform.html).
  Documents that do not have this cover sheet will be sent back to the creator.



• Attach your supporting documentation to the VTF with ONE staple in the upper left-hand corner.



• 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) .



• The following items can not be scanned 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.