Disbursements

Helpful Tips on Imaging

The Disbursements Office converts vendor invoices from paper to electronic images. The ability to view these images is available to all campus BFS/BearBuy users.

BearBuy - Preparing and Submitting Documents for Payment

In the BearBuy system, departments should scan all required backup documentation and receipts, attach the document images to the online form or requisition, and submit the transaction in the system for approval. Original documents that you attach to the transaction in BearBuy should NOT be forwarded to Disbursements. 

Vendor invoices received by Disbursements will be converted to electronic images and linked to the Purchase Order in BearBuy.

Obscuring or Redacting Information

Privacy Warning: See Data Privacy requirement for protecting restricted 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. Examples of sensitive or confidential information are as follows:

HIPAA Privacy Compliance – Protected health information includes:

Viewing Images in BearBuy

Quick Guide:

Detailed Instructions (with screen shots):

How to Access and View Imaged Documents in BearBuy 

Viewing Images in BFS

Quick Guide images can be viewed in BFS from two locations:

  1. Voucher Inquiry page – click on the “Image” tab, the last tab on the right.
    • Click on the View Image [View image] button to launch the WebNow document access system.
    • System will display the imaged document(s), or will respond with a [No Records Found] message box.
  2. Worklist Voucher Approval page – click on the “Image” tab, the fourth tab on the right.
    • Click on the View Image [View image] button to launch the WebNow document access system.  
    • System will display the imaged document(s), or will respond with a [No Records Found] message box.         

Detailed Instructions (with screen shots):

How to Access and View Imaged Documents in BFS  

AP documents that cannot be viewed include:

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

Technical Tips — contact your local IT support for additional assistance