All com card receipts, reimbursement receipts, invoices to be paid, etc. are uploaded to the Payment Documents Uploads folder.

PDF’s are preferred, but any common format is acceptable (pdf, jpg, etc). 

Be sure to put your document in the right folder.  They are all clearly marked, but some may have subfolders.  For example, inside the UT Com Card folder, each of the cards has its own folder.  Be sure to use the right one.

These conventions are to make these documents easier to track and process for the VAC admin, and easier to find in general, both now and when they are archived.

In each folder is an “**EXAMPLE**” file to remind you about the naming conventions.  For details on the conventions, open the file.  It has the details below 

Name the file “ACADEMICYEAR_PROJECT_PAYEE_AMOUNT”

Example: “2425_Starlight_Amazon_45.62_mats” is a receipt from 24-25, for the Starlight project, from Amazon, for $45.62.

If the receipt involves two projects, add them both.  Also see Split Charges below.

Example: “2425_Starlight-Sunshine_Amazon_45.62_mats” is a receipt from 24-25, split between the Starlight project and the Sunshine project, from Amazon, for $45.62.

If it’s a refund receipt, add “_REFUND” at the end.  Also see Refunds below.

Example: “2425_Starlight_Amazon_45.62_REFUND” is a receipt from 24-25, for the Starlight project, from Amazon, for $45.62, and it’s a refund, not a cost.

NOTE:  The “payee” is who is being paid by the VAC, so if it’s a ProCard charge it’s the store name, but if it’s a personal reimbursement the payee is the person being reimbursed.

Example: “2425_Starlight_Amazon_45.62_mats” is a receipt from 24-25, for the Starlight project, from Amazon, for $45.62.

Example: “2425_Starlight_Shawna_45.62_mats” is a receipt from 24-25, for the Starlight project, to be reimbursed to Shawna, for $45.62.

Credit card receipts in particular often include items for more than one project. If possible, mark on the receipt itself where each line item should be charged.  If you can’t mark it on the receipt, email the VAC admin the details.  Put both projects in the file name, as described above.

If the refund is for a UT com card, email the VAC admin and tell her what earlier charge this is refunding. 

Add “_REFUND” at the end of the file name, as described above.

The VAC admin will be alerted when you upload, so you usually don’t need to notify them.

If they need more detail about something you just uploaded, email them.  Som examples are:

·       Letting them know that you’re aware the tax was accidentally charged on this ProCard receipt, but you are already working on getting a refund.

·       You’ve uploaded a refund receipt and you need to tell them what earlier charge it is refunding.

·       You upload a HE receipt for items charged to two different projects, and you need to clarify which line items go to which project.

Once the VAC admin has begun working on the receipt, they will move it into the “In Process” folder.  Don’t add, remove, or edit things in this folder.  If you need to make changes, email the admin.

If you think a doc has been idle too long (ex: a reimbursement receipt that doesn’t seem to have been moved to “In Process” for a few days), contact the VAC admin to confirm its status.