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Pre-Audit / Records/ Power Web/ Bar Codes / Memos/ Labels

Pre-Audit

The pre-audit function within the division reviews larger payments processed through the State's accounting system before such payments are made. The pre-audit function also reviews all sizes of payments on a sample basis to ensure control procedures are consistently applied.

Signature Authorization Form -

Transmittal Form -

Records

The records division has been moved to Maine Revenue Services, Revenue Processing Center, use labels below. Documents to be scanned should be sent up there unless they are PVs over $5000 or JVs. Please read the memos below for further information.

Power Web

The Power Web link to search for your agency's documents.

Bar Codes

Steps to down load Cover Sheet Documents:

Step 1: Create a new folder on your computer’s desktop name it – bar codes.
                (go to desk top, right click, select new, select folder)
Step 2: Down load the following items to that new folder.
                (Do NOT change the name of these items)

How to use Cover Sheet Documents:

Multi Documents:

  • Step 1: Excel
    • Open Excel "Cover Sheet"
    • Type in document ID numbers in column A. As many as you need.
    • Click SAVE then close out of Excel.
  • Step 2: Word
    • Open Word "MRS Cover Sheet"
    • Click on MERGE TO NEW DOCUMENT button on mail merge tool bar.
    • Click on PRINT button on standard tool bar.
    • Close out of both Word windows with the X.

Single Documents:

  • Step 1: Adobe (PDF)
    • Open "Fortis Form"
    • Click in space above "Document ID" on the top right hand of page.
    • Type in full document ID number. Press ENTER.
    • Click PRINT on tool bar.

Item Discriptions:

  • INSTRUCTIONS: These are the instructions for installing everything needed & creating bar codes.
  • FONTS: The font needed to create bar code sheets. Please follow instructions or seek IT assistance for installing fonts.**
  • BAR CODE SHEETS: The documents here are for creating bar codes for scanning. The Excel & Word documents are linked with a mail merge option to create the bar codes.
    • Excel - Works with the Word sheet.**
    • Word - Works with the Excel sheet.**
    • PDF fill-able - This document works alone.**
  • T-PATCH (Pink Separator) SHEETS:
    • The paper to go between each document, usually with a bar code on all 4 edges.
    • Please contact Lisa Sparrow and Kandice Fleming when T-Patches are needed.

**If you have any issues please consult the bar code instruction book above.

Memos

Memo I - Addresses for Scanning Documents

Memo II - Guidelines for Scanning Documents

Memo III - Documents returned from MRS scanning.

Memo IV - T-Patch (pink sheet) update. (new 4 barcodes)

Memo V - Backup for documents, reminder.

Labels

Label I - JV (label template is based on Avery 5160 (1" x 2 5/8")

Label II - PV-Pre Audit (label template is based on Avery 5160 (1" x 2 5/8")

Label III - MRS PO Box address (label template is based on Avery 5160 (1" x 2 5/8")

Label IV - MRS SHS address (label template is based on Avery 5160 (1" x 2 5/8")

Lable V - Multi-Listings (label template is based on Avery 5160 (1" x 2 5/8")

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* - Documents are supplied in PDF format and require the free Acrobat Reader for viewing or printing. If you need an alternate format, please contact us via email or phone (207-626-8420).