Helpful Tips on Imaging

Effective November 26, 2007, the Disbursements Office converted the handling of vendor invoices from paper to electronic images. The ability to view these images is now available to all campus BFS/AP users.

Preparing Documents for Payment

Your documentation will be imaged using a high-speed, automatic feeder. If you prepare documents as if you would be using the auto-feed feature on your copier, processing should be smooth and aid timely payment. Please follow these guidelines:

Tape receipts or invoices smaller than 8 ½ x 11 to standard letter size paper (8-½ x 11). Tape all sides, not just the top and bottom. Do not tape over information (when scanned, the information under the tape is illegible).
Do not use paper with unrelated printing on back of the page. The back will be scanned automatically adding unnecessary, and potentially confusing, images to the repository.
Do not use staples.
Do not highlight information (when scanned it will be unreadable). To emphasize specific information, underline or circle it.
Do not attach bulky items or anything that is heavier or stiffer than normal paper such as BART tickets or telephone cards.
Write the purchase order number on each page of all supporting documents.

Obscuring or Redacting Information

Please be sure to obscure or remove any sensitive or confidential information from receipts and other payables documents. This can be accomplished by crossing out the information with a black permanent marker. Sensitive or confidential information includes the following:

Social Security numbers
Credit Card numbers (except the last four digits)
Debit Card numbers (except the last four digits)
Credit or Debit card security codes
Passwords, including access codes for financial institutions
Bank Account numbers
Home addresses
Unlisted phone numbers
Passport numbers
Drivers License numbers
California Identification Card numbers (or other state Identification card number)
Date of birth information
Mother’s maiden name

Submitting Documents

All documents related to a payment should be delivered together. Use binder clips or large paper clips to ensure that documents stay together during delivery.
Rush requests (check is required in less than 48 hours) should be delivered to the Controller’s Office (2195 Hearst Avenue). Place complete package in the "rush" drop box outside of room 125.

Viewing Images

The ability to view imaged documents is available to all campus BFS/AP users. Knowledge of basic navigation in BFS is assumed; therefore BFS navigation paths are not included here. Navigation to the imaging system is from either of these BFS pages:

Voucher Inquiry Invoice Information page or
Worklist Voucher Approval page

Click on the [View image] button to launch the imaging system. Security messages may be displayed concerning Java control or that the page contains both secure and non-secure items. These messages are normal. The imaging system will respond with either an image or a [No Records Found] message box. To exit the imaging system, close the window by clicking on the x in the red box in the right-hand corner.

AP documents that cannot be viewed include:

EFT authorizations
Check Requests
bluCard back-up
Zero adjustments
Wire transfer journal vouchers
Invoices processed prior to November 26, 2007
Travel & Entertainment back-up (under design for 2008)

Section One: Detailed instructions including screen shots (PDF)

Section Two: Quick guide with text-only step-by-step instructions (PDF)

If you get a "No Records Found" error message while attempting to view images:

The document may have been processed before November 2007, prior to implementation of the imaging system.
The document may be confidential. Confidential documents cannot be viewed in the imaging system. This includes electronic funds transfers (EFTs) and check requests which may contain bank information or other confidential data.
To obtain a copy of an invoice not viewable in the imaging system, please send a request to disburse@berkeley.edu. Allow 7 business days to process your request for invoice copies.

Technical Tips — contact your local IT support for additional assistance

To open an image from BFS, Java version 1.4 or higher is required.
Add imagine.berkeley.edu to your trusted sites for the web browser.
Disable the web browser pop-up blocker for imagine.berkeley.edu
Clear the web browser cache.
Set the web browser to refresh on every visit to the page.

Disbursements

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