We process our expenses electronically. Here are the steps:
(1)User completes an Expense Report online using MS Excel.
(2)User creates images of receipts, which are stored as .pdf or .jpg.
(3)User saves the expense report and the receipts in an electronic folder
whose name begins with F01, which classifies the folder as a payable.
Folder name also has the report's reporting period end date such as 041105.

(4)User emails folder to manager.
(5)Manager reviews expense report folder.
(6)Manager approves expense report by completing approval information on the
form.
(7)Manager emails approved "expense folder" to Accounts Payable Auditor.
(8)Accounts Payable Auditor completes payment process and makes appropriate
accounting entries into accounting system.
(9)Accounts Payable Auditor files the email message from the manager into
the F01 files as proof of approval.
(10) Accounts Payable Auditor prints out the approved expense report and all
receipts since they must be retained for another 5 years. (The external
auditor as well as state tax auditors still prefer paper.)
(11) All electronic copies are kept for one year.

Tony Laino, CRM, CDIA
Manager, Consulting Services
TAB Professional Services
1-800-243-6547 x.264
www.tab.com


-----Original Message-----
From: KRISTINA K. BAGLEY [mailto:[log in to unmask]]
Sent: Friday, November 05, 2004 5:52 PM
To: [log in to unmask]
Subject: Electronic Expense Reporting


Posted for someone who is not on the listserv.  Please respond directly
to Phil Wallace.  Thanks!


Is anyone using electronic expense reporting WITH electronic
signatures?  That is, the whole AP process for expenses is automated -
except perhaps for how you handle receipts.
Please reply to [log in to unmask]



Kris Bagley
Dunn Carney Allen Higgins & Tongue LLP
851 SW Sixth Ave, Ste. 1500
Portland, OR 97204-1357

List archives at http://lists.ufl.edu/archives/recmgmt-l.html
Contact [log in to unmask] for assistance

List archives at http://lists.ufl.edu/archives/recmgmt-l.html
Contact [log in to unmask] for assistance