soest supplement

SOEST SUPPLEMENT

• End of Month Deadline for Cardholder to approve PCDO• Cardholder to hold original receipts for 1 year (UH retention

policy)• Scanned documents considered official documents• Ok to dispose of originals after 1 year

• Presentation will be available on Fiscal Services Webpage• New P-Card Help email set up• pcardhelp@soest.hawaii.edu• P-card related question, missing receipts, etc.

Tips for Scanning/Attaching Receipts to PCDO Document

• Scan Supporting Documents for Each Transaction Separately• Allows for easier referencing• Track missing receipts

• Attach Receipts/Invoice in Same Order as Transactions on PCDO Document

• Check for Double Sided Invoices• Scanner Settings• Double sided vs Single sided• Quality settings – Scan documents must be legible

• Recommended Formatting • Note Text – Transaction #XX Vendor Name• Naming scanned File – PCDO#XXXXXXX_Transaction#XX

• Ex: 1234567_1

• Receipts missing during approval process of PCDO document• Forward to pcardhelp@soest.hawaii.edu to attach to PCDO document