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General (1000) Procedures

Procedure Number Procedure Name Category Content
1005 Preface General (1000)

.100 Purpose of the Financial Procedures Manual

The JMU Financial Procedures Manual is written and published by the Division of Administration and Finance to provide authoritative guidance on the application of financial related procedures and systems for the University Campus.

The manual provides a standardized approach to financial and accounting topics for the University by:

  • Documenting detailed procedures for use in preparing, distributing and processing accounting, procurement and financial related information between departments, the Administration and Finance Division, and the Commonwealth of Virginia.
  • Documenting University and State Accounting Policies and Procedures so that data accumulation, form preparation, distribution, and processing is standardized.
  • Providing information and reference material to assist users.
  • Provide information to assist departments in accessing and using the University's Financial Information System.

The University's Financial Information System operates through the interaction and cooperation between departments and the Division of Administration and Finance. In order to function properly, it is necessary that all users adhere to the procedures documented in the Financial Procedures Manual.

.200 Organization of the Manual

The manual is organized into sections, sub-sections, and subjects.

.210 Section

Sections are included for major topics such as Travel, Moving and Relocation, and Deposits. Each section includes the effective date of the procedure.

.220 Sub-section and Subject

Sub-sections divide the sections into meaningful topics and are numbered in hundreds (.100, .200, etc.) The subsections are further divided into subjects, if needed and are numbered by tens (.110, .120, etc.). Numbered and bulleted lists divide detailed procedures into categories for easy access.

.300 Revision and Maintenance of the Manual

The Office of the Assistant Vice President for Finance is responsible for maintaining and revising the manual. Procedures are revised to incorporate changes implemented by the University and the Commonwealth of Virginia. All users of the manual are encouraged to recommend revisions to the manual. Submit recommendations to the Office of the Assistant Vice President for Finance. The University's Financial Procedures Manual is published on the web.
1010 Introduction General (1000)
 

.100 Accounting Concepts

.110 Basis of Accounting

The University follows GASB Statement 34 requirements for "reporting by special–purpose governments engaged only in business–type activities." Accordingly, the financial statements have been prepared using the economic resources measurement focus and the accrual basis of accounting. Under the accrual basis, revenues are recognized when earned and expenses are recorded when a liability is incurred, regardless of the timing of related cash flows. All significant intra–agency transactions have been eliminated.

The University's accounting policies conform with generally accepted accounting principles as prescribed by the GASB, including all applicable GASB pronouncements, as well as applicable FASB statements and interpretations, Accounting Principles Board opinions, and Accounting Research Bulletins of the Committee on Accounting Procedure issued on or before November 30, 1989, unless those pronouncements conflict with or contradict GASB pronouncements. The University has the option to apply all FASB pronouncements issued after November 30, 1989, unless FASB conflicts with GASB. The University has elected not to apply the FASB pronouncements issued after the applicable date.

.200 Responsibility

The University Assistant Vice President for Finance is responsible for all financial data classifications and coding structures for JMU. All changes to any established financial related code or set of codes for JMU must be approved and/or issued by the Assistant Controller - Accounting Operations and Disbursements.

.300 Account Categories

This sub-section provides general information for the different categories of accounts included in the Financial Information System. The information is not intended to provide details of the generally accepted fund groups for the reporting of Higher Education financial data.

Separate accounting entities are maintained for Educational and General (E&G), Student Financial Assistance, Auxiliary Enterprises, Financial Assistance for E&G Services (Grants and Contracts), Capital Outlay and Agency/Local funds.

.310 Educational and General

Educational and General provides instruction, research, and public service and includes Instruction, Research, Public Services, Academic Support, Student Services, Institutional Support, and Operation and Maintenance of Plant.

The source of funds is partially from the General Fund of the Commonwealth of Virginia, student tuition and fees, sales and services of educational activities and miscellaneous, such as library fines.

.320 Student Financial Assistance

Student Financial Assistance provides financial assistance to Higher Education students. Scholarships and Fellowships are given in the form of outright grants and trainee stipends to individuals enrolled in official courses, either for credit or not.

.330 Financial Assistance for E & G Services (Grants & Contracts)

Financial Assistance for E & G Services provides resources for educational and general services through supplementing other activities within the system. This category includes all funds received or expenditures reimbursed under the terms of a grant or contract. Receipt and expenditure of funds must be made in compliance with federal and state regulations and within the grantor specifications.

.340 Auxiliary Enterprises

Auxiliary Enterprises provide essentially self-supporting goods or services to students, faculty, and staff. Auxiliary Enterprises includes Food Services, Bookstores and Other Stores, Residential Services, Parking and Transportation Systems and Services,Telecommunications Systems and Services, Student Health Services, Student Unions and Recreational Facilities, Recreational and Intramural Programs, Other Enterprise Functions, and Intercollegiate Athletics.

The source of these funds is exclusively from student fees and from the sale of goods and services. The General Fund of the Commonwealth provides no support to auxiliary enterprises.

.350 Capital Outlay

Capital Outlay accounts are established to record revenues and expenditures of construction, renewal and replacement, and acquisition of physical properties for University use. The source of funds is from University reserves, General Funds of the Commonwealth, proceeds from General Obligation Bonds, Revenue Bonds and from grants and gifts.

.360 Agency/Local

Agency and Local funds are held by JMU as custodian or fiscal agent for students, faculty, staff members, and organizations.

.400 Accounting Codes

Accounting codes are a series of numbers established to facilitate the systematic recording and reporting of accounting information pertaining to the financial activities of the University.

.410 Fund/Fund Detail Codes

Fund/Fund Detail Codes classify financial data according to appropriate funding source.

.420 Program Codes

Program codes accumulate financial information related to activities or sets of activities aimed at achieving specific objectives. This component reports program costs across agency and fund lines and provides for program budget formulation and control, on a statewide and university basis.

.430 Department Organization Codes

Department organization codes are assigned to individual departments to accumulate data related to the department's activities. This component accumulates budget, revenue (if appropriate) and expenditure information for a department.

.440 Expenditure Account Codes

Account codes classify expenditures into different categories and collects expenditure data in a systematic manner.

.450 Revenue Source Codes

Revenue source codes identify specific types of revenues and receipts collected to support University activities.

.500 Reports

Various financial information reports are available to the University Campus via the Financial Information System. Departments may contact System Security to determine the type and availability of reports and request access to their organization's data. Information Technology Computing Support provides training for accessing and using the Financial Information System.

.600 Departmental Responsibilities

It is incumbent upon all University personnel to adhere to the procedures outlined in the Financial Procedures Manual. The Division of Finance must assure that the University complies with applicable state and federal laws and their supporting administrative requirements. Further, adherence will support the responsibility of the Assistant Vice President for Finance to report, on an accurate and timely basis, the University's financial position to Senior Administrators, the President, Board of Visitors and various state officials.
1015 Definitions General (1000)

.100 General

This section provides definitions for accounting terms, acronyms, and information pertaining to the various forms used within the campus and this manual.

.200 Definitions

Accounts Receivable Amounts owed to the University or a department of the University by individuals or organizations (other than state agencies and institutions) for goods and services rendered, tuition and other fees, and other obligations. Refer to Section 4115, Receivables, for additional definitions and information.
ATV See Agency Transaction Voucher.
Account Number The expenditure or revenue code that best describes the transaction being processed. Refer to Section 2015 for expenditure codes and Section 2020 for revenue codes.
Accounting Voucher The form used to initiate prepayments and other payments that do not require a purchasing document. Refer to Section 4205.
Agency Funds See Local/Agency Funds.
Agency Transaction Voucher The form used to distribute, adjust and/or correct revenue and expenditure transactions from one University account to another and to record recoveries from one university account to another. Refer to Section 4230. To use the form for Agency/Local Fund accounts, refer to Section 3045.
Autonomy The ability/authority to operate independently. Generally applies to the University operating independent from the State.
Auxiliary Enterprises Nonacademic services furnished directly or indirectly to students, faculty, or staff for which there is a charge or fee that is related to, but not necessarily equal to, the cost of the services. Organization Numbers 3xxxxx.
Budget A financial plan projecting revenues and expenditures.
Capital Outlay (Capital Project) An acquisition, construction or improvement related to property, plant or equipment (including plans) for state agency use as owner or lessee. Organization Numbers 7xxxxx.
CAPP (Commonwealth Accounting Policy and Procedures) Manual A policy and procedures manual maintained and distributed by the Department of Accounts for the Commonwealth.
Cardinal The State's centralized accounting system operated by the Department of Accounts (DOA).
Classified Employee A permanent or temporary staff employee.
DOA (Department of Accounts) The central State agency that serves as the State Controller's Office.
DPO (Department Purchase Order) The form that a department may use to purchase certain items with a value of $4,999.99 or less. Refer to Section 7005.
Debt Set-Off See Set-Off Debt Program.
Department ID Number The six-digit code assigned to identify a University department in the Financial Information System. Refer to Section 2010 for a listing of active numbers.
Deposit Transmittal Form The form used to transmit deposit information for revenue items and expenditure credits/recovery transactions for input to the Financial Information System. Refer to Section 4105.
EIN (Employer Identification Number) Nine digit number assigned by the IRS to identify taxpayers required to file various business tax returns.
ETF See Equipment Trust Fund.
Educational and General
(E & G)		 The classification used to describe all operations related to the university's educational objectives. Programs authorized for use by James Madison University are Instruction, Research, Public Services, Academic Support, Student Services, Institutional Support and Operation and Maintenance of Plant. Organization Numbers 1xxxxx.
Equipment Trust Fund (ETF) A trust fund, made available through the State Council of Higher Education for Virginia. The funds are provided to purchase instructional or instructional related equipment for higher education agencies. Academic departments eligible to participate are determined by SCHEV. A list of the items to be purchased must be approved by SCHEV prior to making any commitment to purchase. Refer to the Equipment Trust Fund website.
Expenditure Code The six-digit account number assigned to identify types of expenditures, e.g., classified salaries, ADP equipment. Refer to Section 2015.
Expenditure Credit A reimbursement to a university account for an expenditure made during the current fiscal year, for which a prior expenditure document can be cited, and the original vendor returned the funds.
F & A See Facilities & Administrative Costs.
Facilities & Administrative Cost(s) Costs incurred in support of many activities that cannot be identified with a single project. Costs for maintenance and operation of buildings, use of equipment and administrative expenses are usually considered F & A costs.
FIN (Federal Identification Number) A unique number containing nine to twelve digits assigned to businesses.
Financial Accounting System Deposit Transmittal Form See Deposit Transmittal Form.
FICA-OASDI (Federal Insurance Contribution Act--Old Age Survivors Disability Insurance) The Federal tax also known as Social Security that provides retirement and disability income to eligible recipients.
Financial Procedures Manual The University manual designed to outline accounting and procurement procedures, describe control responsibilities, and provide guidance for completing financial transaction forms.
Fixed Assets Assets of a long-term nature intended to continue to be held or used, such as land, land improvements, buildings, machinery, and equipment. These assets must have a value of $2,000 or greater and a useful life of at least two (2) years to be recorded on the University's fixed asset accounting records. Some restrictions apply to items purchased with Grant or Equipment Trust funds. Refer to Section 6005.
GAAP (Generally Accepted Accounting Principles) Accounting rules and guidelines that are used on such a wide basis as to be uniformly accepted.
General Ledger Reflects balances in the Financial Information System by account assets, liabilities, and fund balances.
Grants and Contracts Funds Funding from governmental and non-governmental organizations that is received or made available for specific projects or programs, such as research or training. Organization Numbers 5xxxxx.
Internal Controls Management procedures designed to ensure efficiency and effectiveness in operations, to improve management decision making, to protect resources, to ensure maintenance and reporting of reliable information and execution of operations consistent with established management policy. Refer to Section 3005.
International Travel Authorization Form The form used to obtain approval for University supported international travel. Refer to Section 4215.
JMU Foundation A separately incorporated foundation affiliated with the University and organized to support the University through fund-raising activities.
Local/Agency Funds Funds the University holds in a fiduciary role for students, faculty, staff and organizations. Organization Numbers 8xxxxx.
Local Funds See Local/Agency Funds.
NCR (No Carbon Required) A type of multi-part paper which produces the necessary copies without the need for carbon paper.
Organizational Unit An Organizational unit is made up of resources defined by the institution's management structure and functional responsibilities. For instance, an academic department is an organizational unit of a college, and a college is an organizational unit within the division of Academic Affairs.
PAR (Personnel Action Request) Form The form used to initiate personnel actions.
Payroll Time Authorization Form The form used to submit hours worked by temporary/student employees.
PeopleSoft Finance The University's financial information system.
Petty Cash Change Fund A Petty Cash Change Fund is established with a specific amount of funds for making cash advances for authorized purposes.
Position Number The unique number assigned by Human Resources to each full-time Position. All temporary positions are assigned number 99000.
Procurement The act of acquiring goods, supplies, and services.
Purchase Requisition The form used to initiate purchases of items that require the participation of Procurement Services. Generally, this form is required for items that have a value of more than $4,999.99 or are specifically exempt from procurement via the Department Purchase Order. Refer to Section 7005.
Recapitulation A summary.
Receivable Any amount owed to the University. Refer to Section 4115, "Receivables", for additional definitions and information.
Reconciliation Identification and resolution of differences between separate sets of records. Refer to Section 3035.
Recovery A reimbursement to a University Departmental Organization for various expenditures (in full or partial) incurred during a fiscal year.
Revenue Code See Revenue Account Code.
Revenue Refund A return of revenue collected, to an individual or business. In specific cases a refund may be made to the University for distribution.
Revenue Account Code The six-digit code assigned to identify and summarize types of revenue. Refer to Section 2020.
Set-Off Debt Program The Commonwealth program whereby delinquent accounts receivable balances are collected by reducing the individual's State tax refund.
SCHEV State Council of Higher Education for Virginia.
Signature Authorization Form A form that lists approved signatures of individuals authorized to sign department purchase requests and financial transaction documents. Refer to Section 3020.
Sponsored Programs The program used to record expenditures for the direct costs of research grants and contracts and other programs sponsored by agencies external to the University that are fully funded by such external source.
Subsidiary (Ledger) Individual ledgers that reflect balances by account for budgets, revenues, expenditures and encumbrances (commitments).
TIAA-CREF (Teachers Insurance and Annuity Association-College Retirement Equities Fund) An annuity and retirement program for faculty and teaching and research administrators.
VRS (Virginia Retirement System) The State program designed to provide retirement and disability benefits to all full-time employees.
Work Order The form and/or electronic media used to initiate a variety of work actions by the University's Facilities Management Department.
1020 Forms Index General (1000)

.100 General

This section provides a listing of the forms used to support and/or document financial transactions. The table listing below includes the Name of the Form, Purpose, and Procedure Reference or instructions (section of Financial Procedures Manual where the form is referenced).

.200 Alphabetical List of Forms by Name                           * NEW or UPDATED FORM

FORM NAME 
SEND COMPLETED FORM TO:		 PURPOSE PROCEDURES REFERENCE AND/OR INSTRUCTIONS
Accounting Voucher
Accts Payable, MSC 5712
Last Revision: 6/27/2012		 To initiate a vendor payment when the vendor does not provide an invoice, such as honoraria, dues and subscriptions. Expenditures   (4205)
Action Request for Account
Financial Reporting, MSC 5715
Last Revision: 2/01/2010		 Request to add, delete, or update an account. Instructions for completing form
Action Request for Department ID 
Financial Reporting, MSC 5715
Last Revision: 2/20/2017		 Request to add, delete, or update a department ID. Instructions for completing form
Action Request for Cap Proj/DeptID
Financial Reporting, MSC 5715
 Last Revision: 7/08/2015		 To request a new capital project and/or new department number associated with a capital project be set up in the Finance system or make change to existing ones. Instructions for completing form
ATV - Agency Transaction Voucher   (Internal Transfers)
Financial Reporting, MSC 5715
Last Revision: 10/26/2006		 To document all financial transfers among University departments. Internal Transfers   (4230)
Capital Request for Budget Revision
Budget Management, MSC 6703
Last Revision: 12/19/2006		 To establish and adjust expense budgets for capital projects in the financial accounting system. Budget and Budget Revisions   (3025)
Capital Request for Budget Revision (Allotment)
Budget Management, MSC 6703
Last Revision: 03/18/2004		 To establish and adjust allotments for capital projects in the state's financial accounting system (Cardinal) and in JMU's financial accounting system. Budget and Budget Revisions  (3025)
* Cash or Payment Card Sign-Out Sheet/Inventory Log
Cash & Investments, MSC 5711
Last Revision: 04/26/2018		 Used to log the cash and/or payment cards to IRB Approved Research participants. Expenditures   (4205.394)
Change Fund Request Form
University Business Office, MSC 3516
Last Revision: 12/15/2007		 This should be completed to request a temporary change fund for an event. UBO website
* Chrome River Non-Employee Vendor Enrollment Form
Accounting Technology, MSC 5705
Last Revision: 11/14/2017		 Used to enroll a student or outside party in the Chrome River system for expense report entry.

AP Chrome River website

Instructions - Non Employee Vendor Lookup
Classified and A/P Faculty Non-Exempt Employee Overtime Form
Payroll, MSC 5706
Last Revision: 1/2012		 To be used by non-exempt employees to record overtime hours worked. Payroll  (5005)
JMU Policy 1303
Collection of Debts Owed by Employee to James Madison University
Payroll, MSC 5706
Last Revision: 9/2014		 This form is used by the department to collect all debts owed to the university by it's employees via Payroll. JMU Policy 4502
* Corporate Travel Card Application
 Accts Payable, MSC 5712
Last Revision: 1/30/2018		 To request a Corporate Travel Card Travel   (4215)
Delinquent Account Transfer
UBO, MSC 3516
Last Revision: 7/1/2007		 Used by departments to transfer delinquent accounts (after 90 days) to the University Business Office. Instructions for completing form
Declining Balance Card Exception Form
Cash & Investments, MSC 5711
Last Revision: 6/5/2017		 To request an exception to purchase on a Declining Balance Card using the SPCC. Small Purchase Charge Card  (4220.630)
Declining Balance Card Log
Cash & Investments, MSC 5711
Last Revision: 10/30/2013		 To record purchases with a Declining Balance Card. Small Purchase Charge Card (4220.630)
Departmental Off Campus Authorization Form
Accounts Payable, MSC 5712
Created: 10/31/2016		 The university requires prior approval for all planned retreats held at off campus location Travel   (4215.311)
Departmental Purchase Order (DPO)
Procurement, MSC 5720
Last Revision: 2/23/2016		 To procure goods and services that qualify for eVA exclusion. THIS FORM SHOULD ONLY BE USED FOR THIS PURPOSE Procurement   (7005)
Deposit Ticket (Provided by University Business Office)
Copy to Financial Reporting, MSC 5715		 To record deposits made directly to the University Bank or to the University Bank via the Credit Union. Deposits   (4105)
Deposit Transmittal Form for Cash
Financial Reporting, MSC 5715
Effective 4/6/2017		 To document revenue deposit information for input to the Financial Information System FOR CASH ONLY. Deposits   (4105.410)
Deposit Transmittal Form for Checks
Financial Reporting, MSC 5715
Effective 4/6/2017		 To document revenue deposit information for input to the Financial Information System FOR CHECKS ONLY. Deposits   (4105.410)
Deposit Transmittal Form for Electronic Payments
Financial Reporting, MSC 5715
Effective 4/6/2017		 To document revenue deposit information for input to the Financial Information System FOR ELECTRONIC PAYMENTS ONLY. Deposits   (4105.410)
Direct Deposit Authorization
Payroll, MSC 5706
Last Revision: 09/2014		 Required to document the automatic deposit of an employee's net pay to a designated bank account. Payroll   (5005.950)
* Duke Card Log
Department Keeps
Last Revision: 10/27/2017		 Used to record monthly Duke Card transactions.
Sample		 Expenditures  (4205.314)
eMarket Request Form 
University Business Office, MSC 3516
Last Revision: 5/05/2015		 To request an event be placed on the eMarket Payment site. eMarket Payment Site
Employee Agreement for Small Purchase Charge Card
Cash & Investment, MSC 5711
Last Revision: 11/12/2015		 To record the receipt of a Bank of America Visa Purchasing Card. Small Purchase Charge Card   (4220)
Employee Moving and Relocation Expense Summary
Payroll, MSC 5706
Last Revision: 8/2016		 To request reimbursement of moving and relocation expenses. Moving and Relocation   (5010)
* Employee Moving and Relocation Agreement
Payroll, MSC 5706
Last Revision: 1/2018		 To request reimbursement of moving and relocation expenses. Moving and Relocation  (5010)
Employee's Withholding Allowance Certificate (W-4)
Payroll, MSC 5706
Publish Date: 01/2013		 To enable Payroll Services to withhold the correct amount of Federal Income Tax from employee's pay. Payroll   (5005)
Employer Provided Automobile Use Log Form
Payroll, MSC 5706
Last Revision: 1/2012		 To record mileage of an employer provided automobile. Payroll website

Equipment Inventory Change Request 

(PDF Version)
Fixed Assets & Surplus Property, MSC 5704
Last Revision: 8/4/2015

 To transfer or dispose of equipment listed in the Sunflower System Fixed Assets   (6005)
Equipment Loan Agreement
-  Community
-  Employee
-  Student
Lending Department 
Created - 05/27/2015

To document equipment and/or material lending by JMU Departments to students, employees, & community members for mission-related purposes such as education and research support.

Receivables   (4115.230)

Instructions - Community
  -  Community Sample Form
Instructions - Employee
  -  Employee Sample Form
Instructions - Student
  -  Student Sample Form
ETF Requisition
Fixed Assets & Surplus Property, MSC 5704
Last Revision: 2/17/2017		 Used to purchase equipment with Equipment Trust Fund money for Dell bulk orders ONLY. ETF Website
* Food and Beverage Certification Form
Accts Payable, MSC 5712
Last Revision: 9/21/2017

Employees must complete this form when food and/or beverage is determined appropriate and is provided related to an official university business function.

 Expenditures  (4205.314)
Foreign National Employee Information Questionnaire
Payroll, MSC 5706
Last Revision: 11/1999		 Questionnaire used by all foreign national employees (i.e. non-residents) to determine tax liability and ensure NRA tax form compliance. Payroll  (5005)
International Travel Authorization Form
Accts Payable, MSC 5712
Last Revision: 8/16/2016		 This is required for all travelers for any international planned overnight official business travel expected to exceed $500.00. Travel   (4215.910)
IS Access Request
Paperless - submit online!		 IS Request Form (online request) - To request access to the Financial Information System (PeopleSoft) Instructions
James Madison University State Vehicle Request  -  Request is entered into AIM by someone in your department that has access to the system.
 This request is required for university employees to request state vehicles for official business travel. Travel   (4215)
* JMU Amazon Mechanical Turk Advance Funding Request
Cash & Investments, MSC 5711
 Last Revision: 5/15/2018		 For Faculty/staff electing to use Amazon's Mechanical Turk (M-Turk) for use in purchasing prepaid HITS . Expenditures   (4205)
* JMU International Cash Pay Out Agreement
-  Employee
-  Student
Cash & Investments, MSC 5711
Last Revision: 09/21/2017

Agreements to be completed by employee or student when International Cash Pay Out is being requested.

Travel   (4215.550)
* JMU International Cash Pay Out Request Form
Cash & Investments, MSC 5711
Last Revision: 09/21/2017

To request International Cash Currency or Mobile Payment Pay Out.

 Travel   (4215.550)
* JMU Invoice
Copy to UBO, MSC 3516
Last Revision: 10/02/2017		 To bill customers for goods and services

Receivables  (4115)

Instructions
JMU Restricted Funds Equipment Title Transfer
Fixed Assets & Surplus Property, MSC 5704
Copy - Grant Acctg, MSC 5713
Last Revision: 2/26/2004		 To request a transfer of equipment for Restricted Funds(Grants). Fixed Assets   (6005)
Leased/Rented Equipment Installation Form
Plant Fund Acctg, MSC 5704
copy to Procurement, MSC 5720
copy to Accts Payable, MSC 5712
Last Revision: 9/1/2006		 To document receipt and acceptance of leased/rented equipment. Leases   (6010)
Local Funds Transfer Request Form
Accounts Payable, MSC5712
Last Revision: 4/30/2015		 Substitution of a JMU Accounting Voucher for local funds. Local/Agency Funds
Instructions - Form Preparation
Meal Voucher Log
Department Keeps
Last Revision: 10/27/2017		 Used to record the purchases of meal tickets.
Sample		 Expenditures  (4205.314)
Monthly Reconciliation of JMU FIS Transactions Cover Sheet
Department Keeps
Last Revision: 10/18/2010		 Used as certification of the monthly reconciliation Instructions for completing form
Participant Worksheet
Cash & Investments, MSC 5711
Last Revision: 04/27/2017		 Used to record payments for incentives, non-monetary recognition, JMU student prizes, and faculty members in residence in certain situations. Expenditures   (4205.390)
* Prepaid Payment Card Order Form
Cash & Investments, MSC 5711
Last Revision: 04/26/2018		 To order JMU Prepaid Payment Cards through Cash & Investments. Expenditures   (4205.390)
Property Loss Notice
Resource Planning, MSC 5726
Last Revision: 04/2003		 To report any loss or damage to University property (buildings and contents). Insurance   (3040)
Purchase Requisition (Forms are available through the Procurement Services Office)
Procurement, MSC 5720		 To request Procurement Services to purchase Dell bulk orders ONLY. Procurement  (7005)
Receiving Report Form
Accts Payable, MSC 5712
Last Revision: 3/14/2003		 To record the receivable of equipment or supplies. Expenditures   (4205)
Request for Authorization - Collection of Funds
Cash & Investments, MSC 5711
Last Revision: 4/4/2013		 To request authorization to collect funds. Deposits   (4105)
Request for Budget Revision
Budget Office, MSC 5726
Last Revision: 8/2012		 To request and record revisions to Departmental Budgets. Budget and Budget Revisions   (3025)
* Request for JMU's W-9 Form
Accounting Technology, MSC 5705
Last Revision: 09/22/2017		 To be used by departments needing JMU's W-9 before receiving funds from vendor. N/A
Restaurant Exception Form
Cash & Investments, MSC 5711
Last Revision: 6/5/2017		 To request a restaurant exception for charges on a Small Purchase Charge Card. Small Purchase Charge Card   (4220)
Revenue Refund Voucher
UBO, MSC 3516
Last Revision: 8/2000		 To refund State monies after the original revenue has been deposited to the State Treasurer Revenue Refunds   (4225)
* Signature Authority Form
Finance, MSC 5719
Last Revision: 7/5/2017		 To document approval signatures for financial and payroll transactions Signature Authorization   (3020)
Small Purchase Charge Card Application
Cash & Investments, MSC 5711		 To request a Small Purchase Charge Card Small Purchase Charge Card   (4220.900)
Small Purchase Charge Card Record/ATV Form
Financial Reporting, MSC 5715
Last Revision: 6/1/2015		 Used for making adjustments of charges to your Small Purchase Charge Card Small Purchase Charge Card   (4220.940)
Small Purchase Charge Card Record
Cash & Investment, MSC 5711
Last Revision: 3/07/2007		 To record descriptive information for each purchase made with the Small Purchase Charge Card. Small Purchase Charge Card   (4220.920)
Small Purchase Charge Card Record - FM
Cash & Investments, MSC 5711
Last Revision: 10/30/2013		 To record descriptive information for each purchase made with a Facilities Management Small Purchase Charge Card. Small Purchase Charge Card   (4220.920)
Small Purchase Charge Card Statement Cover Sheet for Payment
email copy to spcc@jmu.edu
Last Revision: 3/07/2007		 This form is required for items purchased with the Small Purchase Credit Card. Small Purchase Charge Card   (4220.930)
* SPCC Audit Report
Cash & Investments, MSC 5711
Last Revision: 10/4/2017		 This form is used by Cash & Investments Program Administrators when conducting audits of the Small Purchase Charge Card. Small Purchase Charge Card (4220)
* SPCC Information Form
 Accounting Technology, MSC 5705
Last Revision: 4/3/2018		 The form to provide the Small Purchase Change Card information needed in the Finance system for the reconciliation of the card.

Instructions for completing form                    

Sample of a properly prepared SPCC form.
State Funds Transfer Request Form
Accounts Payable, MSC 5712
Last Revision: 4/30/2015		 Substitution of a JMU Accounting Voucher for state funds. Local/Agency Funds
Instruction - Form Preparation

* Student and Wage Employee Timesheet
(Calendar Year 2018)
Payroll, MSC 5706
Last Revision: 12/2017

 To be used by student and wage employees to record hours worked.

Payroll   (5005)

PowerPoint Instructions

Overtime Calculation Instructions for Hourly Employees
Travel Charge Card Request for ATM/Cash Exception Form 
Accts Payable, MSC 5712
Last Revision: 06/13/2017		 To request an annual exception allowing a cardholder to access cash using their travel card to cover expenses when the card isn't accepted. Travel (4215.510)
Travel Reimbursement Voucher with continuation form
Accts Payable, MSC 5712
Last Revision: 8/24/2016		 For itemizing travel expenses for reimbursement. Travel   (4215.940)
VA-4 Substitute State Wage Withholding Certificate
Payroll, MSC 5706		 To enable Payroll Services to withhold the correct amount of Virginia Income Tax from employee's pay. Payroll   (5005)
W-4 Federal Wage Withholding Certificate
Payroll, MSC 5706		 To enable Payroll Services to withhold the correct amount of Federal Income Tax from employee's pay. Payroll   (5005)
W-7 Application for IRS Individual Taxpayer Identification Number
Payroll, MSC 5706		 To apply for an IRS individual taxpayer identification number (ITIN). Instructions
W-8BEN
Accounts Payable, MSC 5712		 Foreign vendors use this form if they are claiming treaty benefits or to claim that they are exempt from backup withholding.  Instructions ( www.irs.gov/formw8ben)
W-8BEN-E
Accounts Payable, MSC 5712		 Foreign entities use this form. Instructions ( www.irs.gov/formw8bene)
W-8 Substitute Form
Payroll, MSC 5706		 Foreign individuals use this form to verify they are a non-resident person.  Use this form in lieu of a W-9 form for a foreign individual to which you are making a payment, if they are beneficial owner of the income. Expenditures   (4205)

W-9 Request for Taxpayer ID Number(s) and Certification

Accounting Technology, MSC 5705

 To be used by vendors that perform a service for the university.

Page 2 (definitions)

JMU Instructions for W-9 Form

W-9 Request for Taxpayer ID Numbers(s) and Certification
(Commonwealth Form Only - No Instructions)

Memo to VENDORS completing the COVA W9

Warehouse Requisition Form

(Forms are available through the Warehousing and Store Offices, 181 Patterson Street)

Warehouse, MSC 7007

 To request items from Warehousing and Stores Warehouse   (1025)
* JMU Prepaid Payment Card Funding Request
-  Employee
-  Sponsored Program
-  Student
University Business Office,
MSC 3516
Revision Date: 09/21/2017		 The traveler must complete this form to request JMU Prepaid Payment Card funding for University Supported Travel.

Travel   (4215)
Yearly Spending Analysis Form
KEEP WITH YOUR RECORDS
Revision Date: 8/02/2016		 DOA requirement - yearly spending analysis by month for each Small Purchase Charge Card. Small Purchase Charge Card (4220.100)
1025 Warehouse General (1000)

.100 General

This section provides a description of the services available to the campus from the James Madison University Warehouse Complex. Services include receipt, storage and distribution of stock inventory and the receipt of vendor shipments.

.200 Stock Inventory

The Warehouse stocks large quantities of high usage items. Certain of these items are available for use by the general campus and other items are for use by Facilities Management only. A list of stock items is available from the Warehousing and Stores Office upon request. Departments may requisition items by completing the Central Warehouse Requisition form.

.300 Receipt and Delivery of Vendor Shipments

.310 Receipt of Vendor Shipments

The Warehouse receives certain items delivered to the University, primarily those items delivered by trailer truck for departments that do not have appropriate receiving facilities. The Warehouse does not receive items purchased as "furnish and install".

.320 Delivery of Vendor Shipments

The Warehouse will contact the requesting department upon receipt of vendor shipments. Departments may request delivery of the item(s) by sending a work order to the Facilities Management Work Control Center. Facilities Management will deliver the items to the department.

.400 Form Preparation and Submission

Departments may obtain Warehouse Requisition forms by contacting the Warehousing and Stores office. Complete the form and forward the complete NCR set to the Warehouse. A copy of the form, including cost of the items, will be returned to the Department when the order is completed. Questions concerning completion of the form may be directed to the Warehouse.