Accounts Payable

Document Preparation

The Office of Accounts Payable is part of a multi divisional scanning, indexing and imaging system. The following procedures should now be followed when submitting documentation...

  1. Any documentation smaller than 8 ½ by 5 ½ (one-half page) must be taped (not stapled) to a piece of paper that is 8 ½ X 11.
  • If the receipt is longer than 11”, cut the receipt in to segments that will fit on an 8 ½ X 11 piece of paper.
  • Documentation larger than 8 ½ X 11 should be reduced if at all possible.
  1. The top and bottom must be taped down to ensure the documentation processes through the scanning equipment correctly.
  • Place tape carefully on the documentation, as certain types of ink disappear, when tape is placed on it.
  • Keep a copy of the receipt, made before taping, in case the ink disappears.
  1. Accounting forms must be printed on white paper (no colored or green bar paper).
  2. Accounting forms should be printed using only black ink.
  3. Use only 2 staples at the top of the forms, one in each corner.
  4. Use only yellow highlighters. Highlight only what is necessary.