University of MinnesotaMedicalSchool
Handbook
For MedicalSchool Accountants
Scanning Accounting,GME and HR Documents
Last Date Reviewed: 10/1/15

The following is ALRTs process for scanning documents:

The purpose of scanning GME, HR as well as Accounting documents is for record retention. Once the documents are scanned into the ImageNow database, the documents are indexed and filed appropriately.

The General way in which documents are scanned is as follows:

  1. Determine whether the document is GME (the person is a resident or fellow), HR (the person is employed by the University of Minnesota) or Accounting (PO PCard, Expense Report, or Journal)
  2. Determine what department the resident belongs to: Anesthesiology, Lab Medicine & Pathology, Radiology, or Radiation Oncology.

3. After you have identified the appropriate queue for the file to be scanned into, remove all Social Security Numbers and Birthdates.

  1. Documents are to be scanned separately unless they are the same type of document from the same academic year.
  2. Once all documents in the file have been scanned, label documents with last name or employee ID right away to avoid confusion or lost documents within ImageNow.

Begin Indexing Documents.

HR (as well as GME) Documents are scanned and indexed as follows:

1.)Take your pile of HR documents and separate them by the four departments (ANE,LMP,RAD,TRD)

  1. Usually it will say somewhere on the individual sheet which department the faculty member is for/from
  2. If it doesn’t, you can search within ImageNow for that person to see what department they are in---if they are not in ImageNow, you can search for the employee within the university HR system.
  3. If no department can be found, place the document in the designated folder and consult with Kathy, or another accountant.
  4. You also write their IDs on the top of the sheet so that you can find them easily when you index. If the ID is not located on the document, follow the same steps that you would when looking for their department.

2.)Scan each pile separately

  1. Scan them into their respective depts.
  2. HR T ANE Double
  3. HR T LMP Double
  4. HR T RAD Double
  5. HR T TRD Double
  6. Scanning tips
  7. Make sure to white out all identifiers (social securities and birthdays)
  8. Scan only those that are a part of one document together, otherwise separate with patch headers

3.)Open up workflow and go into T ALRT HR GEN, then each specific dept’s scan queues and open up a document (ex. T ANE HR SCAN)

  1. Once you’ve opened up a document, enter the employee ID in field 1 or under EMP ID, then route forward into T ANE HR Index
  2. If the person doesn’t have an EMP ID you can instead enter their name into field 2 and route it forward ----write: lastname,firstname (no space)

4.)Once you’ve routed all of them from the scan queue into the index queue, go into the index queue and open one up for indexing

  1. At this point ImageNow should have entered the employee name into field two, if you entered an ID earlier
  2. Find the effective date on the document and highlight it in yellow with in the upper right hand corner(the date that the action on the document goes into effect, not just any date written)
  3. Index the document and route it forward into the confirm queue
  4. If it didn’t have an ID, leave the document in the queue and route it later when you have the ID

Note: GME scanning is the same except that the drawers in ImageNow are labeled GME ANE, GME TRD, GME RAD, and GME LMP.

5.)The ALRT HR leader (Moyya Randall) will occasionally send documents to a student via email. These documents may be “printed” directly into ImageNow, and then indexed through the same process as described above.

  1. With ImageNow open on a computer with scanning capabilities, download the document, select print. A pop up window should appear giving you the option of which folder you would like to send the document. Index through ImageNow accordingly.

Accounting Documents are Scanned and Routed as follows:

Note: Accountant scanning has essentially been eliminated since ESUP (PeopleSoft upgrade). The process below has not changed.

1.)Determine if it is a PO PCard, Expense Report or Journal:

  1. At the top of the page it will say either Journal Entry Detail Report, Expense Report or Procurement PCard Report
  2. PCards and Expense Reports have Barcodes- Journals DO NOT.
  3. PCards have 19 numbers- Expense Reports have 7 in their barcodes.

2.)To Scan a POPCard:

  1. Note: only the cover/first pg should have a barcode, black out all others (receipts etc.)
  2. Scan into correct capture- F PO PCardRpt
  3. Go into batches QA
  4. Open up doc
  5. Make sure barcode is correct:
  6. Folder = (7 numbers) employee id
  7. Field 3 = (4 numbers) last 4 numbers of Purchasing Card
  8. Field 4 = (8 numbers) date
  9. If all information is correct click check mark in lower left corner and continue through entire document. If pages are missing rescan document and delete previously scanned copy.
  10. Go to Workflow, right click the document scanned and click Route Forward. Stamp Copy on the document and return to appropriate person.

3.)To Scan Expense Reports:

  1. Note: only the cover/first pg should have a barcode, BLACK out all others (receipts etc.)
  2. Scan into correct capture- - F EX ExpenseRpt 008
  3. Go into batches QA
  4. Open up document: make sure it read the correct barcode.
  5. If barcode is correct and page is there click check mark in lower left and continue through entirety of the document. If pages are missing delete document and rescan.
  6. Lastly, go to WorkflowF EX Expense RT. Right click the document and go to Route Forward. Stamp copy on the first page of the documents, staple and return to appropriate person.

4.)To Scan a Journal:

  1. Put yellow ImageNow Divider between each Journal- journals will be anywhere from 2-20 pgs. NOT in between pages, but between journals which are stapled together or paper clipped together.
  2. Scan into correct capture- F GL Journal
  3. Go into batches QA
  4. Make sure all pages are there- if not rescan the journal
  5. Click green check mark at the bottom if the page is there.
  6. If all pages there put copy stamp, staple and give back to accountant.

Note: We do NOT route this forward in the workflow.