From: C.D. Crepps To: Department Contacts Cc: Finance Office Subject: documents Sent: WED,DEC12@9:21AM Hello All, Thank you for helping to take care of the County’s finance-related demands, through handling of invoices, bills, receipts, requisitions, purchase orders, grants, checks, related correspondence, etc. and through your involvement in other financial matters. Our job in Finance cannot be done without your valuable contributions and efforts. For this reason, I must ask for your attention to the following matters. When implementing Edmunds MCSJ just over two years ago, all of us began scanning invoices and other supporting paperwork for payment and attaching those files to the requisition on the Edmunds system. Finance has also begun to scan cash receipts and supporting hardcopy paperwork to make this information available in electronic format. After experimenting with these processes, we are asking for your help. SUPPORTING DOCUMENTS First, as you are aware, we must have supporting documents for virtually all of our outgoing payments. For many incoming payments, many of you must keep supporting documents. When possible, this supporting documentation should NOT be created in-house, yet arrive from an external party, such as a vendor or the State. Please remember to ask for a receipt, bill, invoice, or other document from which payment can be made. A legitimate business should have no trouble sending such a document. In some cases, when there is no paperwork or printouts that can be generated from an external source (a printout from a vendor’s website is usually acceptable), a memo from a department head or unit supervisor can be provided instead (but that instance should be very rare). PRINTED (HARDCOPY) DOCUMENTS For all hardcopy paperwork to be submitted to us, please follow these guidelines: ENTIRETY: Provide all pages of documents being used as supporting paperwork. SINGLE-SIDED: Please provide this supporting paperwork as single-sided printouts. No supporting paperwork should be printed on both front and back. ODD-SHAPED ITEMS: Also, for any odd-shaped items, not 8.5” X 11”, please place on a sheet of 8.5” X 11” copy paper and tape down flat. Examples of odd-shaped items include merchant card receipts (aka credit card slips) and check stubs. STAPLES: Please remove all staples. EXCEPTIONS: We don’t anticipate any regular exceptions. However, if you’d like to discuss your situation in detail, please call me at your convenience. ELECTRONIC (SOFTCOPY) DOCUMENTS When supplying electronic documents (such as scanned invoices), please verify the documents are appropriate. It’s a little embarrassing to say, yet we’ve received electronic versions of documents that included one or more pages that were upside down and electronic versions of documents that were only partially scanned (perhaps the pages were not lined up properly for the scanner). Unless you have the appropriate software, you will have to re-scan the document until the resulting file meets these criteria. Documents should: -be scanned in entirety, meaning both the entire page and all pages of multi-page documents -not include any pages that are upside-down or turned sideways -contain legible and visible words (remedy both appropriate amounts of light and/or shade, as necessary for the specific document) Again, thank you for your attention to your finance-related demands of the County! You are helping to project the image of the County with your level of professionalism and attention to details. And, as always, please feel free to contact me if you should need more information or have any related comments, concerns, issues, questions, suggestions or thoughts to share. Thank you! Best regards, CD Crepps, chris.crepps@montgomerycountync.com OFC: 910-576-4221, ext 1303 // FAX: 910-576-4566