Financial Management
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Scanning Receipts into WMIRS
Capt, Thomas Elam, former Director of Finance for Indiana Wing, established a system of using the fuel vendor’s website to fulfill the requirement of uploading receipts to WMIRS. Below is a summary of the IN Wing process:
Along with the change in WMIRS requiring the upload of receipts to file for fuel reimbursement has come a significant challenge. As every FM and WA knows all receipts are not created equal. Some are of such poor quality that they do not scan well. Also, they seldom arrive in nice 8 ½ x 11 format that is easily scanned with a sheet feeder. At least for aviation fuel Indiana Wing has come up with a way to save time and give CAP high quality, readable, receipts.
IN Wing uses AVCARD for all of their avgas purchases. Most of the Indiana FBOs accept that card, and the AVCARD website offers replicas of the receipts along with the monthly statement. Other vendors, such as MultiService, may offer similar web-based receipts. IN can go into the AVCARD system and quickly generate a PDF file for each receipt sent in by pilots and ICs. Those PDFs can be quickly combined into a single file for uploading into WMIRS. Any receipts that are not AVCARD, including ground sortie vehicle fuel, can be manually scanned and also combined into that same file.
By using this process wings can save the time of scanning in most of the receipts, and give CAP a much more accurate and readable file for the audit trail. If you use a credit card for fuel purchases for your Wing, explore the possibility of using the vendor's web-based records to submit for reimbursement.
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