Frequently Asked Questions
•Cash & Investments Questions
•Financial Reporting Questions
•Fixed Assets & Plant Funds Questions
•Surplus Property Questions
•Financial User Tips #1
•Financial User Tips #2
Cash & Investments
Q: How do I prepare an Agency Transaction Voucher (ATV)?
A: Section 4230 of the Financial Procedures Manual provides instructions or contact Shannon Huffman for assistance at 540.568.7908 (huffmasc@jmu.edu).
Q: How may I obtain a copy of an original Agency Transaction Voucher (ATV)?
A: The original ATV's files are maintained in Financial Reporting. Contact anyone in Financial Reporting to obtain a copy or email iis.finance@jmu.edu with your request.
Q: How may I locate the documentation for a charge on my Monthly Detail Report?
A: If the charge has an associated journal number attached, contact anyone in Financial Reporting for a copy or email
iis.finance@jmu.edu with your request.
If the charge has an associated voucher number attached, contact Accounts Payable at 540.568.6265.
Q: I have a debit/credit on my monthly report that I have a question about or think is incorrect.
A: Send an e-mail to iis.finance@jmu.edu. Please indicate your department number, date of charge, account number the charge appears under, journal number or voucher number, and the amount of the charge. Also, include a fax number if you would like the information faxed to you.
Q: What is my cash balance of my local/agency "ledger 8" department?
A: Use the PeopleSoft nVision reporting feature and select "All Account Types by Org." This report will give two cash accounting entries. If you net the cash account totals, the result will give you the actual cash balance for that department. If you have any difficulties, please contact Kay Bowman at 540.568.3724 (bowmankw@jmu.edu).
Q: Where is my deposit? I do not see it on my monthly budget report?
A: Run the Monthly Exception Report in PeopleSoft or contact:
- Kay Bowman (540.568.3724,
bowmankw@jmu.edu) for local/agency departments
- Shannon Huffman(540.568.7908,
huffmasc@jmu.edu) for E&G/Auxiliary departments
- Donna Crumpton (540.568.8099,
crumptdl@jmu.edu) for grants
Q: How do I collect payment from a local department (ledger "8") if I cannot use an Agency Transaction Voucher (ATV)?
A: The department providing goods or services will complete an Accounting Voucher form. Submit this completed form, along with a completed Deposit Transmittal Form, to Accounts Payable, Attn: Pam Cahill, MSC 5712. If you have any questions, please contact Pam at 540.568.3714 (cahillpv@jmu.edu).
Financial Reporting
Q: Who do I contact with questions about student accounts?
A: All questions regarding student accounts should be directed to the University Business Office at 540.568.6291 or 540.568.6505.
Q: Why do I not see my June 30th cash balance in the new year?
A: Contact Financial Reporting at 540.568.6888 (iis.finance@jmu.edu).
Q: I have a debit/credit on my monthly report that I have a question about or think is incorrect.
A: Send an e-mail to iis.finance@jmu.edu. Please indicate your department number, date of charge, account number the charge appears under, journal number or voucher number, and the amount of the charge. Also, include a fax number if you would like the information faxed to you.
Fixed Assets & Plant Funds
Q: How do we determine what equipment needs to be tagged?
A: Invoices or vouchers are picked-up from Accounts Payable daily for review.
Q: When will an item be tagged?
A: We will contact the Fixed Asset Coordinator to make an appointment. Please keep in mind that most invoices have a 30-day grace period in which to be paid. If we have not contacted you to decal equipment that meets the requirements with-in 45 days of receipt, please contact Diane Hinton at ext 83748.
Q: What is a Fixed Asset Coordinator and why should a department select one?
A: Each department is required to select an individual to serve as its Fixed Asset Coordinator. This person will not only be the contact for scheduling appointments but also will be in charge of maintaining departmental equipment records and conducting an annual physical inventory. Having a coordinator benefits the department. They ensure that accurate and current equipment records are maintained.
Q: Why should a department complete an EICR when transferring equipment?
A: Completing an EICR is the only way that equipment changes can be made to your inventory. Please remember to list the JMU Bar Code Number. We recommend that the department keep a copy for their records to assist at inventory time and to send another copy to us so that the change can be made to your inventory.
Q: What do I do with surplus computer equipment?
A: All surplus computer equipment is handled by PC Services. Remember to complete an EICR and call ext 83159 to schedule a pick-up. For detailed instructions please go to the Surplus Property webpage.
Q: How do I obtain a copy of the inventory?
A: Simply call Diane Hinton at ext 83748 to request a copy of the inventory.
Q: Where can I find additional information regarding fixed assets and surplus property?
A: Please see the University's Financial Procedures Manual Section 6000:Asset Control and Management.
Surplus Property
Q: What is surplus property at JMU?
A: Surplus property is university owned personal property (furniture, equipment, supplies, etc.) which is in excess or no longer useful to a department. All university property considered as surplus (excluding transfers between departments) must be processed by our surplus property staff according to university and state policies and procedures.
Q: How is surplus property processed at JMU?
A: Redistribution of surplus property is our main goal. First priority is meeting the needs of university departments by offering usable surplus items as available. Secondly, we market and transfer surplus property to other state agencies thus prolonging the economic benefit to the Commonwealth. Assets deemed surplus by a department are kept at the Rockingham warehouse. Following a reasonable time period, other approved methods of disposal are pursued.
Q: I need office furniture for a professor, how can I save my department the expense of buying new furniture?
A: Visit Surplus Property and follow procedures for "Obtaining Items from Surplus Property".
Q: I have furniture that is no longer useful in my department, how do I transfer it to Surplus Property?
A: Visit Surplus Property and follow procedures for "Transferring Items to Surplus Property".
Q: When should I fill out and send an Equipment Inventory Change Request (EICR) Form to the Plant Fund Accounting Office?
A: Please complete an EICR Form for all equipment, furniture, supplies, etc. that are transferred to surplus property, another department, a different building, and all disposal requests.
Note: Please record all JMU ID numbers accordingly
Q: How can we obtain an additional computer or printer for use in our department?
A: Contact PC Services (540.568.3159) for surplus computer equipment available for transfer.
Q: I have computer equipment that my department can no longer use, how do I transfer it to Surplus Property?
A: Surplus computer equipment is picked up and processed by PC Services. Visit Surplus Property and follow procedures for "Transferring Items to Surplus Property".