Helpful Tips on Imaging

The Accounts Payable 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 Accounts Payable.

Vendor invoices received by Accounts Payable 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 (PDF).

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:

• 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

HIPAA Privacy Compliance – Protected health information includes:

• Patient or human subject names, email or home addresses
• Personal identifying numbers (including insurance and medical numbers)
• Personal health information, test results, or medical information