Frequently Asked Questions
Cash & Investments
Q: How do I prepare an Agency Transaction Voucher (ATV)?
A: Section 4230 of the Financial Procedures Manual provides instructions or contact Cash & Investment for assistance at iis.finance@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, submit an IIS Finance Request online.
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: Submit an IIS Finance Request online with all the necessary information needed to investigate the inquiry. (your department number, date of charge, account number the charge appears under, journal number or voucher number, the amount of the charge, your fax number).
Q: What is my cash balance of my local/agency "ledger 8" department?
A: Use the PeopleSoft nVision reporting feature and select the “B” report, which will show asset and liability lines at the top. 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 Cash & Investments at iis.finance@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:
- Send as email to iis.finance@jmu.edu for local/agency departments and 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 a Local Funds Transfer Request Form to charge the “8” department, and a State Funds Transfer Request Form to move the funds to the collecting department. Send both completed forms, along with supporting documentation, to Accounts Payable, Attn: Pam Cahill, MSC 5712. Detailed instructions are available in the Forms Index of the Financial Procedures Manual.
Q: How does a local department (ledger “8”) collect payment from a state (1,3,4,5,7,9) department?
A: Prepare an Accounting Voucher for the charge as follows.
Vendor Name: James Madison University
Vendor Address: JMU EDI Vendor
PeopleSoft Vendor Number: 0000002610
Highlight the Address and Vendor # to alert A/P that this is an EDI payment. Additionally, prepare a credit Deposit Transmittal Form for Cash for the “8” department for the amount of the charge, using Wells as the Bank Code and WDEP as the Bank Account. Send the Accounting Voucher, backup documentation, and the original & one copy of the DTF to Accounts Payable. When the funds are received, UBO personnel will receipt the DTF copy and return to you for your records.
Equipment Trust Fund (ETF)
Q: How long must equipment be held in the department?
A: Equipment purchased by Equipment Trust Fund (ETF) is not owned by the University but is tied to a leasing agreement with SCHEV (The State Council of Higher Education for VA). For this reason equipment must be held until JMU takes possession of the equipment. (see "Surplus of Equipment purchased by Equipment Trust Fund" table)
Q: Can I put more than one piece of equipment on a requisition?
A: Yes, but only if the items are identical. You need a reference number for each piece of equipment and should be listed on the requisition. Unlike items require separate requisitions.
Example: 5 computers with the same configuration and 5 printers to create 5 systems.
Q: If I am purchasing a system and some of the components need to be purchased from different vendors, how do I prepare the requisition?
A: Prepare the separate requisitions and note on each requisition the component being purchased is part of a system, using the SAME reference number on all requisitions.
Q: Can I purchase a scanner or printer with my computer?
A: Yes. (It must be understood, the printer and/or scanner must remain with the computer as one system. Also reference in the comments section, the requisition number of the main component on all requisitions.)
Q: Can I purchase equipment that is not on my list of approved reference numbers from SCHEV?
A: You can purchase equipment not on your list under two conditions:
- The university's entire list must be reviewed to determine if we have a reference number for the item you wish to purchase that is NOT being used. If so, the department that owns the reference number must grant permission to transfer the number to your list. Contact Kathy Seal for assistance.
- If a reference number does not exist, you must request a new reference number from the Budget Office by emailing your request to etf@jmu.edu. They will contact SCHEV for approval.
