Section Name: Forms Index

Section Number: 1020

Effective Date: January 18, 2008

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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).

NOTE: Effective July 1, 2004, the "LPO Form" and the "On Campus Vendor Charge Form" were eliminated. Both of these forms were replaced with the NEW James Madison University Accounting Voucher Form.

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

Form Name Send completed form to:	Purpose	Procedure Reference or Instructions
* Accounting Voucher Accts Payable, MSC 5712 Last Revision: 9/17/07	To initiate a vendor payment when the vendor does not provide an invoice, such as honoraria, dues and subscriptions.	Expenditures (4205)
* Action Request for Department/Account Financial Reporting, MSC 5715 Last Revision: 10/22/07	Request to add, delete, or update a department or account.	Instructions for completing form
* Action Request for Capital Project/DeptID Financial Reporting, MSC 5715 Last Revision: 10/22/07	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.	Instructions
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.	Instructions
* 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: 3/2003	Employees are to complete this form to record all debts owed to the university by that employee.	JMU Policy (4502)
* 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 Financial Reporting, MSC 5715 Last Revision: 2/18/08	To document revenue deposit information for input to the Financial Information System.	Deposits (4105)
Duke Card Log Department Keeps Last Revision: 9/11/06	Used to record monthly Duke Card transactions. Sample	Travel- Catering & Dining Services (4215.353)
ETF Requisition (Forms are available through Accounting Services) Acctg Services, MSC 5705 Last Revision: 9/2003	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: 01/2008	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: 7/2003	To request reimbursement of moving and relocation expenses.	Moving and Relocation (5010)
Employee Moving and Relocation Tenure Agreement Payroll, MSC 5706 Last Revision: 4/2006	To request reimbursement of moving and relocation expenses.	Moving and Relocation (5010)
Employee's Withholding Allowance Certificate (W-4) Payroll, MSC 5706 Publish Date: 01/2008	To enable Payroll Services to withhold the correct amount of Federal Income Tax from employee's pay.	Payroll (5005)
Employee's Federal Earned Income Credit Advance Payment Certificate (Form W-5) Payroll, MSC 5706 Publish Date: 01/2008	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: 11/2006	To record mileage of an employer provided automobile.	contact Payroll Services
Equipment Inventory Change Request Plant Fund Acctg, MSC 5704 Last Revision: 9/8/06	To transfer or dispose of equipment listed in the Fixed Asset Accounting Control 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)
IIS Access Control Request Form Revision Date: 12/1/05 * Fin Sys-Page 2 (for Finance only) Revision Date: 9/5/07 Data Manager for requested system	To request access to the Financial Information System (also includes the HR System, Student System, and EMPAC System) Page 2 is needed for Finance only	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 Events Web Checklist Cash & Investments, MSC 5711 Last Revision: 2/19/07	To request an event be placed on the web events payment site	Web Events 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)
Leased/Rented Equipment Installation Report 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)
MasterCard Corporate Travel Card Application Accts Payable, MSC 5712	To request a MasterCard Corporate Travel Card	Travel (4215)
MasterCard Small Purchase Charge Card Application Accts Payable, MSC 5712	To request a Mastercard Small Purchase Charge Card	MasterCard Small Purchase Charge Card (4220)
* 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: 9/20/06	Used as certification of the monthly reconciliation	Reconciliation Guidelines (3035)
Property Loss Notice Resource Planning, MSC 5726 Last Revision: 10/04/00	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 Budget Revision Budget Office, MSC 5726 Last Revision: 9/2006	To request and record revisions to Departmental Budgets.	Budget and Budget Revisions (3025)
Request for Advance(Travelers Cheques) UBO, MSC 3516 Last Revision: 5/2005	This is required to request traveler's cheques for travelling.	Travel (4215)
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: 3/2006	To report overtime hours worked.	Payroll (5005)
* Signature Authority Form Finance, MSC 5719 Last Revision:08/2007	To document approval signatures for financial and payroll transactions	Signature Authorization (3020)
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 Purchse Card	MasterCard 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 Departmental Small Purchase Charge Card.	MasterCard 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)
* Travel Authorization Form Accts Payable, MSC 5712 Last Revision: 8/2007	This is required for all travelers for any planned overnight official business travel expected to exceed $500.00.	Travel (4215)
Travel Reimbursement Voucher – – continuation form Accts Payable, MSC 5712 Last Revision: 12/03/07	For itemizing travel expenses for reimbursement.	Travel (4215)
Virginia Employee's Withholding Certificate (Form VA-4) Payroll, MSC 5706 Publish Date: 11/2007	To enable Payroll Services to withhold the correct amount of Virginia Income Tax from employee's pay.	Payroll (5005)
W-8 Form MSC 5715 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 corportions also use this form.	N/A
W-9 Request for Taxpayer ID Number(s) and Cerification MSC 5715 Last Revision: 11/2006	To be used by vendors that perform a service for the unversity.	Page 2 (definitions)
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)