Fax Imaging for Accounts Payable Vouchers

Michael V. McKee, Assistant Vice President and University Controller

In an effort to make the process of submitting supporting documentation to Accounts Payable for voucher approval a more efficient operation, the University has made available a fax imaging solution. Supporting documentation for all vouchers created by your department and all vouchers created to pay PCard expenditures can now be faxed into the MyUFL Accounts Payable system.

The next time you search for and select a voucher, you may notice one or two new buttons on the Invoice Information tab. You will see a Fax Cover button. This means that you will be able to fax your supporting documentation to UF Purchasing and Disbursement Services (PDS) and it will automatically be scanned into an image file.

Although we are piloting this program to selected UF departments we are also offering this service to all departments who would like to use it now. Specific instructions on how to utilize the fax imaging solution can be found at the Finance and Accounting Directives and Procedures website:

http://fa.ufl.edu/uco/handbook/handbook.asp?doc=1.4.13.5

Please feel free to fax all supporting documentation for all your department’s vouchers created in the Accounts Payable module.

An additional benefit to all departments is the capability to review all scanned supporting documentation for vouchers. This feature is now available for all vouchers for which supporting documentation was sent to PDS since July 1, 2004. If you see the Voucher Image button, it means a scanned image of all supporting documentation for that voucher is available on-line. Just click the button to view the image.

Should you have any questions, please contact Randy Staples or Tammy Frost at 352-392-1241.