How do I digitally sign and submit disbursement forms?

This guidance is being provided by the Disbursements area of the Controller's Office. Note that DocuSign is the preferred alternative to collecting a handwritten signature and can be used whether you are telecommuting or working on campus. Disbursements will continue to accept email authorizations in lieu of signatures until July 6, 2021, for the Travel Forms Package, e.g., Travel Authorization (TA) and Travel Reimbursement Expense Report (TRER), Mileage & Transportation Form (MTR), and Employee & Student Direct Pay Request (ESDPR).

Before submitting a digitally signed form, please verify with other departments/units that they allow this alternative.


Forms you can submit to Disbursements via DocuSign:

Part 1 - Convert your file to a PDF

Skip to Part 2 if the file you are using is already in PDF format.

  1. Open the Excel (or Word file) form
  2. Select FileSave as Adobe PDF
  3. Additional steps for Excel files:
    1. From the Acrobat PDFMaker pop-up box, you have the option to publish a selection of sheets, a single sheet, or the entire workbook 
    2. Click Convert to PDF once you’ve selected your conversion range and options. You will be prompted to save the file.
      screenshot of Acrobat PDFMaker window with conversion range outlined in red and a red arrows pointing to Sheets in PDF area and the Convert to PDF button
  4. Combine multiple files into one PDF (optional): Combine the form and any attachments converted or saved as PDFs into one PDF file.
    1. The lead page in the PDF file should always be the signature page. Subsequent pages should be assembled in a logical, easy-to-follow order and include receipts and other supporting documents.

      You can also use the Adobe toolbar to add referencing and highlighting.

Part 2 - Get the form signed using DocuSign

  1. Go to docusign.charlotte.edu
  2. Type in your email address, then click Continue
  3. Enter your UNC Charlotte single sign-on credentials
  4. Select the Manage tab at the top of the screen
  5. Select New > Send an Envelope
    screenshot of DocuSign eSignature New menu with Send an Envelope outlined in red and top menu selection Manage outlined in red
  6. Click Upload, then navigate to the applicable PDF file and upload it to DocuSign
    Screenshot of DocuSign window showing the Upload button
  7. Add recipients to the envelope. Once the file finishes uploading, add your recipients’ information (starting with yourself if you need to sign).

    It's a good idea to click the box that says Set signing order to ensure the document is signed in the correct order

    1. Select Needs to Sign from the drop-down list to the right of the name field.
    2. Select Add Private Message from the Customize drop-down menu to add a message to the recipient. This message will only go to that recipient.
  8. Continue to add recipients as needed by clicking Add recipient and entering each individuals information (as indicated in the previous step)
  9. Click Next, the gold button in the green ribbon bar at the top right-hand side of the screen
    screenshot of DocuSign green ribbon bar
  10. Make sure the signer’s name is selected in the drop-down list located above the Standard Fields section on the left-hand side of the screen  
  11. Drag the Signature from the Standard Fields to the applicable line of the form you want the selected recipient to sign
  12. Click on Date Signed in the Standard Fields and drag it to the applicable line of the form you want to be dated
  13. Repeat the above two steps for all recipients (make sure you select the correct recipient for each signature line from the drop-down box)
  14. Click the Send button located in the green ribbon bar at the top right-hand side of the screen
  15. If you are the first recipient who needs to sign, you will get a pop-up box that gives you a choice to Sign Now or Sign Later. If you choose to sign now, click the Sign Now button. The document will open and automatically insert the date signed. Click on the Sign icon, and it will insert your electronic signature.
    Screenshot of DocuSign prompt to sign document
  16. To complete the signature process, click the Finish button from the green ribbon bar located at the top right-hand side of the screen
  17. The document will be automatically sent to the next recipient

Part 3 – Downloading and saving files

  1. You should receive an email notification that the document has been completed, i.e., signed by everyone
  2. Sign in to docusign.charlotte.edu and navigate to the Manage tab
  3. Select Completed from the Quick Views left-hand menu
  4. Select the check box next to the applicable completed document and click Download
  5. In the download pop-up box, both the ‘Document’ and the ‘Certificate of Completion’ PDF files should be automatically selected (you can combine all PDFs into one file by selecting that check box). Click Download.
    screenshot of DocuSign completed download window showing an example of file download options

Part 4- Submit document via the Information Document Submission (IDS) eForm

If a document is submitted through IDS, do not submit a hard copy via campus mail.

At this time, you may still print off and send in hard copies instead of using the IDS eForm. However, using the IDS eForm is the more efficient submission method.

  1. Log into the IDS imaging form using your NinerNet single sign-on credentials
  2. Select Disbursements (travel documents) from the department drop-down list
  3. Select the appropriate document type
  4. Complete all other applicable fields
  5. Select Attachments > Add to submit the signed pdf
  6. Navigate to the applicable completed (i.e., signed) PDF file you downloaded above and add it. Click OK.
    screenshot of IDS Document submission window to Manage Attachments
  7. Click Submit to complete the IDS eform and it will automatically be routed to Disbursement’s imaging queue
  8. Departments should retain any hard copies of forms submitted for at least ten (10) days after the date electronically submitted to Disbursements

Payment status contact information: Email Disbursements at travel@charlotte.edu to check the payment status. The IDS eForm allows one to submit documents to Disbursements for processing, not to check the payment status.

Additional resources are available at DocuSign FAQs

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Details

Article ID: 2430
Created
Fri 11/17/23 3:03 PM
Modified
Wed 12/20/23 3:24 PM