Submitting VP5 Cover Sheets and Documentation


I'm finalizing a Travel Reimbursement Request in the Request Form System and need to submit a signed VP5 cover sheet or additional supporting documentation. How do I do this?

When a *DEFINE VP5 is created via the Request Form System, the Image Retrieval System (IRS) must  be used to submit additional documentation not uploaded in the Request Form System, such as a signed VP5 cover sheet or additional supporting documentation.  You can only add supporting documentation in the IRS for a *DEFINE VP5 document if you are assigned to the creator desk and the VP5 is currently on or has been returned or recalled to the creator desk.  Note: Only VP5s using state funds require a signed cover sheet submitted to Imaging & Documentation Services, mail code K6000; Main Building, room 132. For more information, refer to the entry Signing a VP5 Travel Voucher.


To upload a VP5 coversheet, begin with step 1.
To upload additional supporting documentation, begin with step 4.

  1. Log in to *DEFINE.
  2. Complete the *DEFINE VP5 document.
  3. Mark the Line Items field with an X and press ENTER. This will generate the transactions so the amount will print on the cover sheet.  Return to the cover sheet and print the VP5 voucher cover sheet, obtain signature of traveler, and scan cover sheet into the computer.
  4. Log in to the Image Retrieval System.
  5. From the Image Type drop-down menu, select Document ID.
  6. In the Search Value field, type the document ID number.
  7. Click Get Image Info.
  8. Browse or Choose File appears below the table with links to images previously attached to the VP5 document in the Request Form System. Click Browse or Choose File.
  9. Search for and select the correct file. Click Upload Additional Image. 
  10. A dialog box appears with the message "I certify that I have opened and visually reviewed the attached imaged files and confirm that they are legible and that all attached files serve as supporting documentation for approval of this payment. I acknowledge that I must be able to produce the original documentation until [document ID number] is final approved. For assistance, email Imaging and Documentation Services at oa.rec@austin.utexas.edu." Click OK to certify.
  11. To upload additional supporting documentation, repeat steps 9, 10, and 11. Once the documentation is uploaded in the Image Retrieval System, the VP5 can be approved by the creator.
  12. Go back to the VP5 document in *DEFINE. In the Action field, type APP and press ENTER.
  13. On the certification screen, type X in the field next to the phrase "I certify that I have opened and visually reviewed the attached imaged files and confirm that they are legible and that all attached files serve as supporting documentation for approval of this payment."  
  14. Press ENTER to certify. This will route the VP5 document off of the creator desk.

Note: To delete supporting documentation previously uploaded, follow the steps listed in Delete Documentation for a *DEFINE VP5 in the Image Retrieval System.