Documentation and Scanning Tips for NUFinancials

These tips apply to all NUFinancials transactions which allow attachments: Payment Requests, Expense Reports, Travel Authorizations, Cash Advances, Journals, Requisitions, and Vendor Requests

  • All original documentation in support of a transaction that has been scanned and attached to the transaction record should be retained until the transition has been approved by Accounts Payable. 
  • Print to File or Print to PDF to create an attachable file (ex. directions for mileage, per diem rates, foreign currency rates) instead of printing to paper and scanning. 
  • All relevant backup documentation that is not scanned and attached to the transaction record should be retained by departments in accordance with the record retention guidelines. 
  • Black out sensitive information such as Social Security Numbers, credit card numbers, etc. 
  • The accepted file formats are XLS, XLSX, DOC, DOCX, JPEG, PDF, TIFF, TIF, and ZIP.
  • Do not include a period in your file name; this will interfere with the file extension verification 
    • John_smith.pdf = correct 
    • John.smith.pdf = incorrect 
  • Preview scanned documentation for file size and legibility. 
    • Illegible files will be returned by Approvers. 
  • Documents with faint print should be copied and darkened for scanning. 
  • Do not use dark-colored highlighters to mark names, invoice numbers or important information. 
    • The highlights scan as blacked out. 
  • Clear adhesive tape should not be placed on top of important information when prepping for sending or scanning. 
    • Scanners and fax machines do not read through clear adhesive tape, thus anything under the tape, while legible to the human eye, is not legible to the scanner/fax.(ex. do not tape over cash register receipts as the print disappears). 
  • Make sure no staples are used. Those can damage the scanner. 

For additional assistance please contact the IT Support Center at 847-491-4357 (1-HELP) option 2, or consultant@northwestern.edu.




Keywords:"Payment Requests" "Expense Reports" "Travel Authorizations" "Cash Advances" Journals Requisitions "Vendor Requests"   Doc ID:111836
Owner:ESAF PTP Team .Group:Northwestern
Created:2021-06-22 08:23 CDTUpdated:2021-08-04 14:11 CDT
Sites:Northwestern
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