Paper Based System

This system is based on how the document flows through the process. A series of document boxes labeled to match each step in the process should be set up in sequential order. This system will work for departments where there is one person who handles all the steps AND in departments where various people take care of different aspects of the process.

Box #1 = invoices to pay, supplies/services to invoice, JVs to do, etc.

Collecting these items together allows for batch processing on a daily or weekly basis which is usually more efficient.

Box #2 = processed documents that need to be reconciled.

This box will have a minimum of two sub-containers: (1) p-card and (2) everything else. The "everything else" pile may be further sub-divided to make reconciliation easier (i.e. xxxG01, start ups, other indexes).

Box #3 = reconciled and ready to file.

Possible methods for filing documentation:

Method #1 = Bundle reconciled documents to the printed Organization Detail Report and file in month order for the fiscal year.

Pros:

• Good system for those who hate to file.
• Very easy to file as the reconciliation process is completed.
• Makes purging documents from the filing system simple and fast.

Cons:

• Can make it hard to locate a document later unless you know the month in which it was reconciled.

Method #2 = Alphabetical by vendor or payee.

Pros:

• Easy to locate documents later on if needed.

Cons:

• Takes more filing time each month.
• Document purging takes more time.

For most financial records at PSU, it is UFS and not the department who is the primary records keeper EXCEPT for the p-card.