JMU - 1020 - Forms Index
1020 - Forms Index
Effective Date: August 4, 2013
Table of Contents:
.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 | Procedure Reference or Instructions |
| Accounting Voucher Last Revision: 6/27/12 Accts Payable, MSC 5712 |
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: 2/01/10 |
Request to add, delete, or update an account. | Instructions for completing form |
| Action Request for Department ID Financial Reporting, MSC 5715 Last Revision: 2/01/10 |
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: 2/01/10 |
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: 10/26/06 |
To document all financial transfers among University departments. | Internal Transfers (4230) |
| Business Meal Certification and Food And Beverage Form Accts Payable, MSC 5712 Last Revision: 9/2006 |
Travelers must complete this form to certify the tax-exempt nature of a business meal. | Travel (4215) |
| Capital Request for Budget Revision Budget Management, MSC 6703 Last Revision: 12/19/06 |
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: 3/18/04 |
To establish and adjust allotments for capital projects in the state's financial accounting system (CARS) and in JMU's financial accounting system. | Budget and Budget Revisions (3025) |
| Change Fund Request Form University Business Office, MSC 3516 Last Revision: 12/15/07 |
This should be completed to request a temporary change fund for an event. | Instructions for completing form |
| Collection of Debts Owed by Employee to James Madison University Payroll, MSC 5706 Last Revision: 1/2012 |
Employees are to complete this form to record all debts owed to the university by that employee. | 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: 7/1/07 |
Used by departments to transfer delinquent accounts (after 90 days) to the University Business Office. | Instructions for completing form |
| Departmental Purchase Order (DPO) Procurement, MSC 5720 Last Revision: 2/18/05 |
To procure goods and services that qualify for eVA exclusion. THIS FORM SHOULD ONLY BE USED FOR THIS PURPOSE | Procurement (7005) |
| Departmental Ticket Sale Contract University Business Office, MSC 3516 Last Revision: 12/15/07 |
This should be completed by departments for which the Business Office is selling event tickets. | Instructions for completing form |
| 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 7/1/12 |
To document revenue deposit information for input to the Financial Information System FOR CASH ONLY. | Deposits (4105) |
| Deposit Transmittal Form for Checks Financial Reporting, MSC 5715 Effective 7/1/12 |
To document revenue deposit information for input to the Financial Information System FOR CHECKS ONLY. | Deposits (4105) |
| Duke Card Log Department Keeps Last Revision: 9/1/09 |
Used to record monthly Duke Card transactions. Sample |
Travel- Catering & Dining Services (4215.353) |
| ETF Requisition Accounting Technology, MSC 5705 Last Revision: 6/1/08 |
Used to purchase equipment with Equipment Trust Fund money for Dell bulk orders ONLY. | ETF instructions |
| Employee Direct Deposit Authorization Payroll, MSC 5706 Last Revision: 04/2012 |
Required to document the automatic deposit of an employee's net pay to a designated bank account. | Payroll (5005) |
| Employee Moving and Relocation Expense Summary Payroll, MSC 5706 Last Revision: 10/2012 |
To request reimbursement of moving and relocation expenses. | Moving and Relocation (5010) |
| Employee Moving and Relocation Tenure 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. | contact Payroll Services |
| Equipment Inventory Change Request Fixed Assets & Surplus Property, MSC 5704 Last Revision: 9/8/06 |
To transfer or dispose of equipment listed in the Sunflower System | Fixed Assets (6005) |
| Foreign National Employee Information Form (Questionnaire) Payroll, MSC 5706 Last Revision: 11/1999 |
Questionnaire for all foreign exchange students employed at the university | Payroll (5005) |
| * IS Access Request (previous known as IIS Access Control Request form) Paperless - submit online! |
IS Request Form (online request) - To request access to the Financial Information System (PeopleSoft)
|
Instructions for completing form |
| James Madison University State Vehicle Request Transportation, hand carry to JMU Food Serv Bldg |
This form is required for university employees to request state vehicles for official business travel. | Travel (4215) |
| JMU Commerce Manager Request University Business Office, MSC 3516 Last Revision: 1/29/09 |
To request an event be placed on the Commerce Manager payment site | Commerce Manager Site |
| JMU Invoice Copy to UBO, MSC 3516 Last Revision: 2/9/07 |
To bill customers for goods and services | Receivables (4115) |
| JMU Restricted Funds Equipment Title Transfer Plant Fund Acctg, MSC 5704 Copy - Grant Acctg, MSC 5713 Last Revision: 2/26/04 |
To request a transfer of equipment for Restricted Funds(Grants). | Fixed Assets (6005) |
| JMU Student WellsOne Travel Request UBO, MSC 3516 Last Revision: 3/28/2012 |
This is required to request student travel funding. | Travel (4215) |
| Leased/Rented Equipment Installation Form Plant Fund Acctg, MSC 5704 copy to Procurement, MSC 5720 copy to Accts Payable, MSC 5712 Last Revision: 9/1/06 |
To document receipt and acceptance of leased/rented equipment. | Leases (6010) |
| Local Funds Transfer Request Form Accounts Payable, MSC5712 Last Revision: 6/27/12 |
Substitution of a JMU Accounting Voucher for local funds. |
Local/Agency Funds Form Preparation Instructions |
| Meal Voucher Log Department Keeps Last Revision: 8/17/07 |
Used to record the purchases of meal tickets. Sample |
Travel - Catering and Dining Services (4215.353) |
| Monthly Reconciliation of JMU FIS Transactions Cover Sheet Department Keeps Last Revision: 10/18/10 |
Used as certification of the monthly reconciliation | Instructions for completing form |
| Participant Worksheet Accounts Payable Last Revision: 03/30/10 |
Used to record payments for incentives, non-monetary recognition, JMU student prizes, and faculty members in residence in certain situations. | Expenditures 4205.0390 |
| Participant Payment Gift Card Order Form Cash & Investments Last Revision: 10/01/12 |
To order Wells Fargo Gift Cards through Cash & Investments. | Expenditures 4205.0390 |
| 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: 3/14/03 |
To record the receivable of equipment or supplies. | Expenditures (4205) |
| * Request for Authorization - Collection of Funds Cash & Investments, MSC 5711 Last Revision: 4/4/13 |
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 Form dated: 01/22/2013 |
To be used by departments needing JMU's W-9 before receiving funds from vendor. | N/A |
| 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) |
| Salaried Employees Overtime Form Payroll, MSC 5706 Last Revision: 03/2006 |
To report overtime hours worked. | Payroll (5005) |
| * Signature Authority Form Finance, MSC 5719 Last Revision:03/21/2013 |
To document approval signatures for financial and payroll transactions | Signature Authorization (3020) |
| Small Purchase Charge Card Application Accts Payable, MSC 5712 |
To request a Small Purchase Charge Card | Small Purchase Charge Card (4220) |
| Small Purchase Charge Card Record/ATV Form Financial Reporting, MSC 5715 Last Revision: 9/1/06 |
Used for making adjustments of charges to your Small Purchase Charge Card | Small Purchase Charge Card (4220) |
| Small Purchase Charge Card Record Accts Payable, MSC 5712 Last Revision: 3/07/07 |
To record descriptive information for each purchase made with the Small Purchase Charge Card. | Small Purchase Charge Card (4220) |
| Small Purchase Charge Card Statement Cover Sheet for Payment fax copy to Accts Payable, x88920 Last Revision: 3/07/07 |
This form is required for items purchased with the Small Purchase Credit Card. | Small Purchase Charge Card (4220) |
| SPCC Information Form Accounting Technology Last Revision: 7/17/12 |
The Small Purchase Charge Card information need for the Finance system for the reconciliation of that card. |
Instructions for completing form Sample of a properly prepared SPCC form. |
| State Funds Transfer Request Form Accounts Payable, MSC5712 Last Revision: 6/27/12 |
Substitution of a JMU Accounting Voucher for state funds. |
Local/Agency Funds Form Preparation Instructions |
| Travel Authorization Form Accts Payable, MSC 5712 Last Revision: 2/22/2013 |
This is required for all travelers for any planned overnight official business travel expected to exceed $500.00. | Travel (4215) |
| Travel Reimbursement Voucher with continuation form Accts Payable, MSC 5712 Last Revision: 4/19/2012 |
For itemizing travel expenses for reimbursement. | Travel (4215) |
| Virginia Employee's Withholding Certificate (Form VA-4) 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-8 Form MSC 5705 Last Revision: 2/2006 |
Vendors use this form if they are claiming treaty benefits or to claim that they are a foreign person exempt from backup withholding. Foreign corporations also use this form. | N/A |
| W-9 Request for Taxpayer ID Number(s) and Certification MSC 5705 Last Revision: 11/2006 |
To be used by vendors that perform a service for the university. | Page 2 (definitions) Instructions for JMU W-9 Form Instructions for IRS W-9 Form |
| Wage Employee/Individual Timesheet Payroll, MSC 5706 Last Revision: 11/2006 |
To be used by wage employees to record hours worked. | Payroll (5005) |
| 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) |
Publisher:
Finance Office
For Information Contact:
Finance
James Madison University
Phone: (540) 568-6433
Fax: (540) 568-3346
Last Modified: 9/26/2013
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