The DocuSign P-Card Process

Nebraska Forest Service Author

08/24/2020 Added

89 Plays

Description

This video will focus on how to complete a P-Card for via DocuSign.

Searchable Transcript

Search:

[00:00:01.630]All right team.
[00:00:02.463]So this video is gonna focus on
[00:00:03.560]how to go about completing the P-Card form via DocuSign.
[00:00:08.530]Now, again, per our town hall
[00:00:10.910]that we were kind of talking about last week,
[00:00:13.460]we talked about how we're gonna move away
[00:00:15.300]from physically signing those forms,
[00:00:17.300]whether that be in-person
[00:00:18.180]and putting them in Lola's box
[00:00:19.670]and, or sending them through the snail mail.
[00:00:21.680]So we're gonna move away from that
[00:00:22.980]and all the forms moving forward,
[00:00:25.210]will be going and processed through DocuSign.
[00:00:27.590]Okay.
[00:00:28.423]So we'll go ahead and pull up
[00:00:32.140]how we go about completing this process.
[00:00:33.640]Now with the P-Card forms,
[00:00:35.690]there's two versions out there.
[00:00:37.610]There's the Excel version,
[00:00:39.590]and then this Fillable PDF version.
[00:00:42.850]So I'm gonna go ahead
[00:00:43.820]and utilize the Fillable PDF version
[00:00:47.730]and take you through that process.
[00:00:48.810]So big thing completing it,
[00:00:50.870]just like we normally would
[00:00:52.120]filling out all the required fields
[00:00:54.340]within the document,
[00:00:56.140]putting in the correct Cost Object.
[00:00:57.530]Again, we're gonna leave the Signature part blank.
[00:01:00.780]Putting in the phone number
[00:01:01.660]and again, we're gonna leave all of the Reconciler
[00:01:03.620]and Approving alone.
[00:01:05.240]That's something that both Lola
[00:01:06.730]and, or the NRBC
[00:01:07.570]they'll take care of all that for us.
[00:01:09.180]So once we have all of this complete,
[00:01:12.360]again, we'll need to switch this PDF
[00:01:15.580]over to a Non-fillable form PDF.
[00:01:19.580]Because what will happen
[00:01:20.560]is if we try to save this
[00:01:21.690]and then upload this to DocuSign,
[00:01:23.490]it will not let you upload Fillable PDFs into the system.
[00:01:27.520]So we have to take it to a (mumbles),
[00:01:29.350]they say a non dynamic PDF.
[00:01:31.067]And so how to go about doing that,
[00:01:33.240]just come over here to File,
[00:01:34.950]instead of hitting Save As
[00:01:36.380]you'll hit Print.
[00:01:38.710]It'll pop up this.
[00:01:40.250]And all of you have this feature in your computer
[00:01:42.450]to where it says, Microsoft Print to PDF.
[00:01:45.780]So you'll go ahead and you'll select that option.
[00:01:48.010]You'll hit Print.
[00:01:48.870]It won't go to your printer,
[00:01:49.990]it's gonna bring up,
[00:01:50.823]and it's essentially saving it to your menu.
[00:01:53.200]You see, I kind of already have it,
[00:01:54.600]kind of saved there,
[00:01:56.220]but I'll go ahead and save it something different, PR form.
[00:02:02.110]And then I'll call this number two,
[00:02:11.330]so I know the difference between the two of them.
[00:02:13.880]So I'll hit Save.
[00:02:16.210]And so when I do that,
[00:02:18.350]again, that number two that I just pulled up,
[00:02:20.790]you'll see the difference here
[00:02:21.850]is that's the Fillable,
[00:02:23.270]and then this has taken me to a non dynamic.
[00:02:26.210]So you see it's no longer Fillable.
[00:02:27.570]So that's the difference between taking it
[00:02:29.830]and saving it,
[00:02:30.663]so that way DocuSign will have it upload correctly.
[00:02:33.650]So once we do that,
[00:02:36.510]again, we'll have,
[00:02:37.770]we'll come here to the actual DocuSign website.
[00:02:40.520]And also once we have that well,
[00:02:43.070]so when I have our receipt associated,
[00:02:46.550]receipt or invoice associated
[00:02:48.130]with that P-Card purchase also saved,
[00:02:51.480]so that way we can upload it to the DocuSign system as well.
[00:02:55.270]So once we do both of those things,
[00:02:57.840]we'll come here to the DocuSign website.
[00:02:59.880]We'll go ahead and click on New.
[00:03:01.780]And again, all of you have DocuSign already set up.
[00:03:04.380]So when you log into the system
[00:03:06.760]with your New credentials,
[00:03:08.174]you'll be able to pop up here.
[00:03:10.080]So we'll click New.
[00:03:12.090]Of the options,
[00:03:13.030]the option we wanna choose
[00:03:14.157]is Sign a Document.
[00:03:17.620]And from here,
[00:03:18.453]there's two ways to go about
[00:03:20.120]putting documents into the system.
[00:03:22.180]You can either upload them individually, one by one,
[00:03:25.130]or you can open your File Explorer
[00:03:27.690]and whatever folder that you have, those labeled,
[00:03:30.060]and you can just drag them over.
[00:03:32.380]So I'll go ahead and just drag the two
[00:03:34.040]that I want to come over, upload correctly.
[00:03:38.290]Let me get rid of that one.
[00:03:39.640]Perfect.
[00:03:40.880]And so depending on how you,
[00:03:42.320]the order in which you save things,
[00:03:43.830]they may line up just the way you want.
[00:03:45.530]But say, for example, maybe the receipt came first,
[00:03:48.110]you can easily switch these over
[00:03:50.560]as far as which docu you want to be first.
[00:03:52.590]So that's an easy kind of switch over
[00:03:55.660]if you want,
[00:03:56.493]just kind of a heads up from there.
[00:03:57.880]So again, you have both of the documents there
[00:04:01.270]that you want to essentially set through
[00:04:05.010]the DocuSign system.
[00:04:05.950]So you'll verify those,
[00:04:08.500]you'll come here and you hit Sign.
[00:04:11.680]It'll bring you to another screen.
[00:04:16.120]We don't have to allow access to DocuSign
[00:04:17.950]if you don't want to.
[00:04:18.783]So from here,
[00:04:19.900]we wanna go ahead and hit, Continue.
[00:04:22.670]It'll break up the actual P-Card form
[00:04:24.340]that we just saved
[00:04:25.600]so that we can go ahead and put our signature in.
[00:04:28.010]So you'll have these fields here to the left,
[00:04:30.320]where you can just drag and drop what you want.
[00:04:32.480]So essentially we want our signature there,
[00:04:34.100]so we'll click on the Signature.
[00:04:35.980]We'll drag it over
[00:04:38.380]and just place it right there.
[00:04:40.090]And then usually the date is always good
[00:04:41.740]to kind of have there as well.
[00:04:42.760]So we'll click on the date.
[00:04:45.950]We'll drag that right next to the signature.
[00:04:48.700]Perfect.
[00:04:49.533]So we have both our signature, our date.
[00:04:50.970]That's all we need for this document.
[00:04:52.400]So we'll come up here and we'll hit Finish.
[00:04:54.860]And so this is the part
[00:04:56.560]to where we wanna send our completed document to Lola,
[00:05:01.440]or again, if you're at the NRBC to Jeanine.
[00:05:05.890]So, or I mean to the Fire Shop, sorry.
[00:05:08.540]So we'll go ahead and just,
[00:05:10.100]I'll send it to Lola, Lola Young.
[00:05:14.490]And then I think Lola's
[00:05:15.810]is lyoung5@unl.edu.
[00:05:23.560]And again, it will have whatever you name those documents.
[00:05:26.350]So again, if you don't like the names of those
[00:05:28.570]you can change that here.
[00:05:30.310]And then you'll just put in here
[00:05:31.880]for a little message that will come to Lola.
[00:05:33.570]Lola here is
[00:05:36.950]my P-Card purchase for,
[00:05:42.730]oh!
[00:05:43.563]Let's spell purchase correctly.
[00:05:47.570]For 8/19/2020.
[00:05:51.820]Perfect.
[00:05:53.450]And so once you have everything that you want here,
[00:05:55.670]you'll go ahead and hit, Send and Close.
[00:05:58.010]And so I'll send Lola a copy.
[00:06:00.170]I'm gonna go ahead
[00:06:01.003]and, I'm not sending it to Lola,
[00:06:02.460]so she doesn't have this
[00:06:03.630]'cause this is just for the video.
[00:06:06.580]So once you hit send,
[00:06:07.880]it'll send it to Lola.
[00:06:10.000]It will also
[00:06:12.960]keep in your inbox
[00:06:15.400]or your archives,
[00:06:16.790]a copy of those things.
[00:06:18.580]And so this will come into play,
[00:06:20.390]especially to where,
[00:06:22.610]if we get towards the end of the fiscal year
[00:06:25.540]and NRBC may need a copy of your documentation,
[00:06:30.690]it automatically saves a copy for you.
[00:06:33.560]So that way you could forward it to whoever you want.
[00:06:36.380]So here's your digital copy
[00:06:38.400]of both the P-Card form and the receipt.
[00:06:42.010]So again, say, for example,
[00:06:44.470]I know even this past fiscal year,
[00:06:46.240]some folks, there was some paperwork
[00:06:47.920]that was either misplaced by NRBC.
[00:06:51.080]And so if that's the case,
[00:06:52.180]then again, we can come here
[00:06:53.550]and we can easily just forward a copy
[00:06:56.640]to Allison, to Lola, to whoever.
[00:07:00.040]And so this makes the process very easy.
[00:07:02.423]There's no having to go back
[00:07:04.210]and try to find the receipt
[00:07:05.360]or anything like that.
[00:07:06.210]It's there for you to forward on,
[00:07:08.670]to get who you want to.
[00:07:09.720]So that's a great thing about the system.
[00:07:11.580]It always has that copy for you there.
[00:07:14.210]Now, one of the questions is,
[00:07:16.080]you know, Steven,
[00:07:16.913]what do we do with the physical copies
[00:07:18.890]of the, not only the original receipts,
[00:07:21.570]or maybe you're a person that prints out the form?
[00:07:23.190]So the original receipt,
[00:07:25.480]we're gonna ask that you keep that
[00:07:27.200]for a year and a half before discarding those.
[00:07:30.010]So that way
[00:07:30.900]it's something that
[00:07:31.920]if NRBC ever wants their originals at any point in time,
[00:07:34.360]we have those
[00:07:35.193]and we can produce those accordingly.
[00:07:37.240]So the good thing is
[00:07:39.430]there's going to be digital copies
[00:07:41.840]of those things saved automatically
[00:07:43.230]through this process.
[00:07:44.160]And this should hopefully make the process
[00:07:45.610]a little bit more efficient
[00:07:47.020]and help everybody out
[00:07:49.740]as far as getting the necessary signatures
[00:07:51.550]and everything like that.
[00:07:52.383]So hopefully this video is helpful.
[00:07:53.970]We'll also have some new P-Card policies
[00:07:56.870]that will come along with the email
[00:07:58.450]that I'm about to send out with this.
[00:07:59.570]But if there's any questions that you have,
[00:08:01.840]please feel free to reach out to myself, Lola or Jeanine.
[00:08:05.930]Thank you much.

The screen size you are trying to search captions on is too small!

You can always jump over to MediaHub and check it out there.

Comments

0 Comments

The DocuSign P-Card Process

Description

Searchable Transcript

Comments icon comment

Related Channels

Comments