.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

Forms recently updated are indicated with a red asterisk *

FORM NAME 
SEND COMPLETED FORM TO:
PURPOSE PROCEDURES REFERENCE AND/OR INSTRUCTIONS
Accounting Voucher
Accts Payable, MSC 5712
Last Revision: 1/5/2023
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
Action Request for Department ID 
Financial Reporting, MSC 5715
Last Revision: 11/16/2021
Request to add, delete, or update a department ID. Instructions
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
Alternative Lodging Request Form
Accts Payable, MSC 5712
Last Revision: 10/22/2019
The university requires prior approval for use of alternative lodging accommodations. Travel (4215.340)
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)
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: 12/6/2022
Used to enroll a student or outside party in the Chrome River system for expense report entry. AP Chrome River Website

NEV Lookup Instructions
Classified Non-Exempt Employee Overtime Form
Payroll, MSC 5706
Last Revision: 1/2019
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: 3/2019
This form is used by the department to collect all debts owed to the university by it's employees via Payroll. JMU Policy 4502
Common Law Test Form: Employee or Independent Contractor?
Payroll, MSC 5706
Last Revision: 9/19/2018
This form is a guide used to determine if a worker should be classified as an Employee or Independent Contractor. Independent Contractor/Payments to NRA's for Honoraria and Services
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. UBO website
Departmental Off Campus Authorization Form
Accounts Payable, MSC 5712
Last Revision: 1/26/2022
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
University Business Office, MSC 3516
Last Revision: 2/8/2022
To document revenue deposit information for input to the Financial Information System FOR CASH ONLY. Deposits (4105.410)
Deposit Transmittal Form for Checks
University Business Office, MSC 3516
Last Revision: 2/8/2022
To document revenue deposit information for input to the Financial Information System FOR CHECKS ONLY. Deposits (4105.410)
Deposit Transmittal Form for Electronic Payments
University Business Office, MSC 3516
Last Revision: 2/8/2022
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: 09/2019
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: 02/01/2023
Used to record monthly Duke Card transactions. Expenditures (4205.314)

Sample Duke Card Log
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 Agreement for Travel Card
Accts Payable, MSC 5712
Last Revision: 1/13/2023
Form required to obtain a Travel Card. Travel Program
Employee Apparel Log
Cash & Investment, MSC 5711
Last Revision: 08/30/2023
Used to record apparel purchases for employees. Expenditures (4205)

Instructions
Employee Moving and Relocation Stipend Agreement
Payroll, MSC 5706
Last Revision: 4/2023
To request moving and relocation stipend. Moving and Relocation (5020)

M&R ePAR Example
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 Verison
Equipment Inventory Change Request Attached List
Fixed Assets & Surplus Property, MSC 5704
Last Revision: 4/2022
To transfer or dispose of equipment listed in the Sunflower System. Fixed Assets (6005)
Equipment Loan Agreement
-  Community
-  Employee
-  Student
Lending Department 
Last Revision: 5/2015
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
Finance Systems - Request Access
Paperless - submit online
Finance Systems - Request Access (online request) - To request access to the Financial Information System (PeopleSoft) Instructions
Food and Beverage Certification Form
Accts Payable, MSC 5712
Last Revision: 2/3/2023
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)
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 Business Activity Synopsis
Cash & Investments, MSC 5711
Last Revision: 5/21/2019
To comply with University Policy #4501 Business Activity when requesting authorization for sale of goods/services, both the Business Activity Synopsis and the Cost Benefit Analysis must be submitted and approved prior to commencement of business activity. Deposits (4105.210)
*JMU Business Activity Synopsis - Cost Benefit Analysis
Cash & Investments, MSC 5711
Last Revision: 5/11/2020
To comply with University Policy #4501 Business Activity when requesting authorization for sale of goods/services, both the Business Activity Synopsis and the Cost Benefit Analysis must be submitted and approved prior to commencement of business activity. Deposits (4105.210)
JMU Corp Rewards Department Prepaid Card Log
Cash & Investment, MSC 5711
Last Revision: 7/6/2023
Departmental Inventory Log. Expenditures 4205

Prepaid Card Training

Instructions
JMU International Cash Pay Out Agreement
Employee
Student
Cash & Investments, MSC 5711
Last Revision: 09/02/2019
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: 10/09/2019
To bill customers for goods and services Receivables (4115)

Instructions
JMU Prepaid Card Monthly Reconciliation
Cash & Investment, MSC 5711
Last Revision: 7/6/2023
Monthly reconciliation by department of Corporate Rewards prepaid cards. Expenditures 4205

Prepaid Card Training

Instructions
JMU Prepaid Payment Card Order Form
Cash & Investment, MSC 5711
Last Revision: 7/6/2023
Initiate order for U.S. Bank Rewards or Focus Blue Prepaid card. Expenditures 4205

Prepaid Card Training

Instructions
*JMU Research Advance Funding Request
Cash & Investments, MSC 5711
Last Revision: 5/12/2022
For Faculty/staff electing to use Amazon's Mechanical Turk (M-Turk) for use in purchasing prepaid HITS/Experiments . Expenditures (4205)
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)
JMU U.S. Bank Corporate Rewards Load Spreadsheet
Cash & Investment, MSC 5711
Last Revision: 7/6/2023
Departmental request to load funds on Corporate Rewards prepaid cards. Expenditures 4205

Prepaid Card Training

Instructions
JMU U.S. Bank Focus Blue Departmental Prepaid Card Log
Cash & Investment, MSC 5711
Last Revision: 8/8/2023
Departmental Inventory Log. Expenditures 4205

Prepaid Card Training

Instructions
JMU U.S. Bank Focus Blue Fund Order Spreadsheet
Cash & Investment, MSC 5711
Last Revision: 8/8/2023
Departmental request to load funds on Focus Blue prepaid cards. Expenditures 4205

Prepaid Card Training

Instructions
Leased/Rented Equipment Installation Form
Fixed Assets & Surplus Property, MSC 5704
copy to Procurement, MSC 5720
copy to Accts Payable, MSC 5712
Last Revision: 4/14/2020
To document receipt and acceptance of leased/rented equipment. Leases (6010)
Local Funds Transfer Request Form
Cash & Investments, MSC 5711
Last Revision: 10/24/2022
Substitution of a JMU Accounting Voucher for local funds. Local/Agency Funds (3045)

Instructions - Form Preparation
Meal Voucher Log
Department Keeps
Last Revision: 10/27/2017
Used to record the purchases of meal tickets. Expenditures (4205.314)

Sample Meal Voucher Log
Monthly Reconciliation of JMU FIS Transactions Cover Sheet
Department Keeps
Last Revision: 8/10/2018
Used as certification of the monthly reconciliation Instructions
Nonresident Alien Honoraria/Travel Expense Supporting Statement
Payroll, MSC 5706
Last Revision: 4/11/2023
JMU must obtain certain information from an individual admitted to the U.S. with B-1, B-2, WB (Visa Waiver-Business) or WT (Visa Waiver-Tourist) immigration status before payments can be made. Foreign National Visitor's webpage
Outgoing Sponsorship Justification Form
Cash & Investments, MSC 5711
Last Revision: 10/11/2019
A written statement detailing the benefits the university will receive and how the sponsorship supports its mission. Expenditures (4205.311)
Participant Worksheet
Cash & Investments, MSC 5711
Last Revision: 7/6/2023
Used to record payments for incentives, non-monetary recognition, JMU student prizes, and faculty members in residence in certain situations. 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: 1/5/2023
To record the receivable of equipment or supplies. Expenditures (4205)
Request for Authorization - Collection of Funds
 Cash & Investments, MSC 5711
Last Revision: 2/22/2019
To request authorization to collect funds. Deposits (4105)
Request for Budget Revision
Budget Office, MSC 5726
Last Revision: 7/2018
To request and record revisions to Departmental Budgets. Budget and Budget Revisions (3025)
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)
Sales and Use Tax Certificate of Exemption (VA Form ST-12)
Vendor/Supplier
Last Revision: 1/8/2021
Provide to vendors to request exemption of sales and use tax on purchases from vendors. Questions?

Contact
acctspayable@jmu.edu
Signature Authority Form
Finance, MSC 5719
Last Revision: 10/4/2022
To document approval signatures for financial and payroll transactions Signature Authorization (3020)
Small Purchase Charge Card Training and Application
Cash & Investments, MSC 5711
To request a Small Purchase Charge Card Small Purchase Charge Card (4220.900)
SPCC Audit Report
Cash & Investments, MSC 5711
Last Revision: 12/1/2022
This form is used by Cash & Investments Program Administrators when conducting audits of the Small Purchase Charge Card. Small Purchase Charge Card (4220)
SPCC Student Group Travel Request Form
Cash & Investments, MSC 5711
Last Revision: 9/1/2021
This form is required to be completed and submitted with the electronic exception form for hotel, group meals or incidental payments for student group travel paid by the Small Purchase Charge Card (SPCC)
Small Purchase Charge Card (4220)
State Funds Transfer Request Form
Cash & Investments, MSC 5711
Last Revision: 10/24/2022
Substitution of a JMU Accounting Voucher for state funds. Local/Agency Funds (3045)

Instructions - Form Preparation
Student and Wage Employee Timesheet
(Calendar Year 2023)
Payroll, MSC 5706
Last Revision: 1/4/2023
To be used by student and wage employees to record hours worked. Payroll (5005)

Instructions

Overtime Calculation Instructions for Hourly Employees
Travel Charge Card Request for ATM/Cash Exception Form 
Accts Payable, MSC 5712
Last Revision: 7/1/2019
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)
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 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.

Foreign vendors also 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-9 Request for Taxpayer ID Number(s) and Certification (electronic version)

Accounting Technology, MSC 5705

Last Revision: 5/18/2022
To be used by vendors that perform a service for the university.  This is the electronic version of the form in Adobe Sign. Instructions
W-9 Request for Taxpayer ID Number(s) and Certification (paper version)

Accounting Technology, MSC 5705

Last Revision: 5/18/2022
To be used by vendors that perform a service for the university.  This is the traditional paper version of the form. 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

 

W-9 Request for Taxpayer ID Number and Certification (JMU's IRS Version)
Vendor/Supplier

Last Revision: 11/29/2023
Provide to vendors who request JMU's W-9 in order to facilitate payments to James Madison University.

JMU's W-9 should NOT be issued to facilitate payments to the JMU Foundation or to a JMU student organization (they have their own tax ID).
Questions?

Contact w9requests@jmu.edu
W-9 Request for Taxpayer ID Number and Certification (JMU's Substitute COVA Version)
Vendor/Supplier

Last Revision: 11/29/2023
Provide to Virginia agencies who request JMU's W-9 in order to facilitate payments to James Madison University.

JMU's W-9 should NOT be issued to facilitate payments to the JMU Foundation or to a JMU student organization (they have their own tax ID).
Questions?

Contact w9requests@jmu.edu

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
-  Sponsored Program
-  Student
University Business Office,
MSC 3516

Revision Date: 10/6/2023
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
Last Revision: 4/14/2023
DOA requirement - yearly spending analysis by month for each Small Purchase Charge Card. Small Purchase Charge Card (4220.100)

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