ImageNow - Missing documentation exception report

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November 18, 2009

The November exception reports for Purchase Detail and Expense Reports include documentation received in Disbursement Services through November 3rd, 2009.

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Imaging exception reports are generated and posted on this Web site monthly for each cluster.

In accordance with the University of Minnesota retention policy, support documentation for all payment transactions must be retained. Reports identifying transactions that were entered and do not have a corresponding image will be available on the Web site by cluster origin code monthly. All documentation should be scanned and linked in ImageNow by the end of the month.

Vouchers

Exceptions will be posted on the Web site by the 15th of every month and will contain Vouchers with entry dates through the end of the previous month.

Note:
Currently VCPS/EDI vouchers are not included in this report. However, units or clusters must ensure appropriate support documentation is retained as required by policy. Imaging exception reports for VCPS/EDI vouchers are available upon request.  Please submit your requests to Linda Ribbach at
l-ribb@umn.edu

Purchase Detail Reports (PCard)

Exceptions will be posted on the Web site by the 15th of every month. These lists contain the missing Purchase Detail Reports for the billing period two months prior and earlier. 

Example: Missing reports through the May 22nd billing cycle would be reported on the Web site on July 15th. Documents that must be imaged are the bar coded report along with the original receipts and any required signatures.

Expense Reports

Exceptions will be posted on the Web site by the 15th of every month and will contain Expense Reports with entry dates through the end of the previous month.

Please send the missing documents and supporting documentation to Disbursement Services for imaging or scan them locally.

09/15/2009 UPDATE
Support documentation for 'old' activity

There has been concern raised regarding obtaining support documentation for the old (FY 2008) records appearing on the exception reports. Please follow the guidelines below.

• Sponsored Activity - Every effort should be made to provide the required documentation (printed reports and receipts or invoices) for sponsored account transactions for Vouchers, Purchase Detail Reports and Expense Reports.
  
  
• Non-sponsored activity - May be addressed by printing the Purchase Detail and Expense Reports and attaching a signed statement with an explanation of unavailable documentation. For higher dollar Vouchers, please consider contacting the vendor for a copy of the invoice.

If support documentation is forwarded to Disbursement Services it will be scanned immediately and the record will not appear on future exception reports.  Please contact Leslie Koidahl, koida001@umn.edu, or 612-626-8673 if you have any questions.

 

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CLUSTERS

001 AA (Academic Affairs) - Admin Units

002 AA - Boynton

003 AA - Student Union & Activities

004 AA - Rec Sports

005 AA -Academic Affairs

006 AA - CTS & Institute on Environment

007 Ag Experiment Station

008 AHC - Medical School Cluster 008 - DOA (ALRT, OP, Deans)

009 AHC - Medical School Cluster 009 - MDGME

010 AHC - School of Nursing

011 AHC - College of Pharmacy

012 AHC - School of Dentistry

013 AHC - School Public Health

014, 032, 031 AHC - (Academic Health Center) - Shared, RAR, Cancer Center

015 AHC - College of Veterinary Medicine

016 Athletics

017 Libraries - Minitex

018 CBS - College of Biological Sciences

019 Board of Regents & Office of the General Counsel

020 Budget & Finance

021 CSOM - Carlson School of Management

022 CCE - College of Continuing Education

023 CFANS - College of Food, Agricultural and Natural Resources Science

024 CLA - College of Liberal Arts

025 CDes - College of Design

026 Controller’s Office & Internal Audits

027 Crookston Campus

028 Duluth Campus

029 CE+HD - College of Education + Human Development

030 Extension Services

033 Humphrey Institute of Public Affairs

034 IT - Institute of Technology

035 IP- International Programs (includes CURA, USLS, UMC & ICGC)

036 Law School

037 Libraries

038 Morris Campus

039 Office of the VP for Research & Graduate School

040 OIT - Office of Information Technology

041 Rochester Campus

042 University Relations

043 U Services - Facilities/CPPM

044 AHC - Medical School Cluster 044 - Basic Sciences

045 AHC - Medical School Cluster 045 - SNF (Soup, CNC, & FEO)

046 U Services - Auxiliaries

047 U Services - UHS/DPS

048 Benefit Programs

201 Addressing & Mailing

202 Binding Services

203 Bookstores

205 Fleet Services

206 Housing & Residential Life

209 Printing Services

210 U Card

211 Univ. Dining Services

214 Facilities Management-Duluth

215 Capital Planning&ProjMgmt-TC

216 Facilities Management-TC

217 Law Library-Twin Cities

218 University Library-Twin Cities

219 University Library - Duluth

229 University Services

230 Department of Public Safety

231 University Health & Safety

235 SubAwards and SubContracts/SPA

PYR Payroll Interface