Happy Holidays!

Accounts Payable has observed an increase in issues with expense submissions. To help ensure proper submissions—and to allow us to process your expenses more quickly—please review the following guidelines:

Preferred file types: PDF or JPG. Other formats (HEIC, GIF, PNG) are also accepted.

Scanning documents: Scanned files provide the best results. You can scan directly with your device. Walkthrough links are included below, or you may search “how to scan with [your device name].”

File quality: Documents must be original in size and resolution. Photos of computer screens do not scan well and will likely be rejected. Smaller receipts should fit on a single sheet of computer paper when taking images. (8 ½ x 14” maximum)

File names: Each file must have a unique name. Duplicate names may prevent processing due to overlapping images.

Avoid “Take Photo”: This is a device function, not a portal feature. Using it can cause overlapping or missing images and duplicate file names, which lead to errors.

Required documentation: Expense forms and full copies of bills must be submitted. Each bill must include a detailed breakdown of charges. Proof of payment is also required unless we are paying the vendor.

Form completion: Paper forms must be filled out completely, as they are the source for payment information.

Consistency: Conflicting information between the paper form and the web upload form will generate questions for the AP team and may require follow-up.

Short-paid expenses: Notes regarding short payments may appear on your pay stub or in your payment view. Please check for these notes.

We recognize that reimbursements have been challenging in recent months. Please know that we are actively working to update our internal systems, with the goal of making the process smoother in the future.

ISSNY Help Site: Expense Upload Guide

Scanning Documents with Smart Phones (videos):