Financial Records Procedures

1. Departments may scan IRIS Documents which have a document number and are entered by department.
   • Invoices
   • Procurement Card Statements
   • Department head should sign in blue ink.
   • Scan the document into IRIS.  Verify the quality of the scan in IRIS.
   • Attach original to the ledger for approval by Department head.
2. Business Affairs will scan IRIS documents created, approved, or forwarded by Business Affairs.
   • Travel
   • T-27
   • T-29
   • T-30
   • Keep a copy to place with your ledger for approval by a department head.
3. Ledgers do not have a document number and will be stored in BDMS (Xtender).
   • Department head should sign in blue ink.
   • Scan signed ledger with all relevant back-up into BDMS (Xtender).
   • Verify quality and number of pages in BDMS (Xtender).
   • Keep for two weeks and shred.
4. Other financial documents may be stored in BDMS (Xtender).

• Verify quality and number of pages in BDMS (Xtender)
• Keep for two weeks and shred.