PCard Receipt Process

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P-Card Receipt Process
Auditors Office

• Kristin Lee X5312

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Preparing documentsfor scanning

• Remove all staples, paper clips etc.
• Secure loose receipts with a clear plastic cover
  sheet (see next slide).
• Only loose receipts need to go in plastic, 8.5 x
  11 receipts do not.

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Receipts placed in a clear plastic cover sheet

• Less time
• No tape

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Missing Receipts

• If you have lost or thrown away a receipt, first
  contact the vendor for duplicate receipt
• If the vendor cannot furnish a duplicate receipt,
  you must fill out a Lost Receipt Affidavit and
  scan it in with the rest of your documentation.
• If a Lost Receipt Affidavit is needed contact
  Dianora Vargas the AP supervisor.
• Dianora Vargas X5308
• You may also print a Lost Receipt Affidavit out
  on the County website. See link below.
• http//www.co.galveston.tx.us/auditor/auditorsoffi
  ce/P-Card20Instructions.htm

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Lost Receipt Affidavit
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SMARTsend Cover Sheets

• One cover sheet is good for the year, although
  you will need to print a new one for each month,
  and check the appropriate box for the month you
  are submitting.
• Two cover sheets will be issued to those who have
  two P-Cards (one per card).

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Selecting The Month

• Start by putting an X in box next to the month
  that you are sending your receipts for.
• This can be done with any pen.
• Select only one month.
• Note months on cover sheets are listed in
  ALPHABETICAL order.

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Ready To Scan

• Gather all prepared receipts and documents to be
  scanned.
• Get your SMARTsend cover sheet.
• Mark the appropriate month.
• Head to the Xerox machine.

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At The Xerox Machine

• Select All Services
• Select Network Scanning
• Select PaperWare
• Image Adjustment (if needed)
• Image Quality
• Sides Scanned
• Resolution etc.

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Select All Services
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Select Network Scanning
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Select PaperWare
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Image Adjustment (if needed)
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Scanning

• Place all documents, and receipts in document
  feeder and press start.
• Your documents will begin to scan.
• After a few minutes a SMARTsend Confirmation
  Report will print out.

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SMARTsend Confirmation Report
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Unsuccessful Send

• If you receive an error report you must rescan
  your documents.

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Saving Receipts

• You will need to save your receipts for at least
  90 days after the AP supervisor has confirmed
  that she received all the necessary paperwork.

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Why Use DocuShare SMARTsend

• Paperless
• Checking P-Card monthly statements will be
  faster.
• Less paperwork to hold on to.
• File sharing made easier.

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DocuShare

• DocuShare is a web-based management system.
• Store, view, edit, and share information.
• Every employee can have a DocuShare account.
• If you need one call the help desk X2685

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SMARTsend

• SMARTsend allows you to create cover sheets that
  transform your paper documents into electronic
  ones for storage on the internal network.
• Use of cover sheets allows the user to separate
  documents into separate folders in DocuShare

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Auditors Office
Questions?

• Kristin Lee X5312