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1020 - Forms Index


.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: 03/09/2017
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
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: 10/2012
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
Created 8/5/2015
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: 04/14/2017
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: 7/17/2012
The form to provide the Small Purchase Charge 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

Student and Wage Employee Timesheet
(Calendar Year 2017)
Payroll, MSC 5706
Last Revision: 12/2016

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 Virginia Employee's Withholding Certificate
Payroll, MSC 5706
Publish Date: 8/2011
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
Publish Date: 2014 year
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
September 2016
To apply for an IRS individual taxpayer identification number (ITIN). Instructions
W-8BEN
Accounts Payable, MSC 5712
Last Revision: 2/2014
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
Last Revision: 2/2014
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 (Commonwealth Form - With Instructions)
MSC 5705
Last Revision: 7/2014
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 Commonwealth's 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)