A-to-Z Index

1020 - Forms Index

Effective Date:  March 21, 2014


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 and/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. UBO website
Classified Non-Exempt Employee Overtime Form
Payroll, MSC 5706

Last Revision: 11/2006
To be used by non-exempt employees to record overtime hours worked.

Payroll
(5005)

HR Policy 1303

Collection of Debts Owed by Employee to James Madison University
Payroll, MSC 5706

Last Revision: 1/2012
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: 7/1/07
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)
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 7/1/14
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 7/1/14
To document revenue deposit information for input to the Financial Information System FOR CHECKS ONLY. Deposits
(4105)
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)
Duke Card Log
Department Keeps

Last Revision: 12/19/13
Used to record monthly Duke Card transactions.
Sample
Travel- Catering & Dining Services
(4215.353)
eMarket Request Form 
University Business Office, MSC 3516

Last Revision: 11/13/13
To request an event be placed on the eMarket Payment site. eMarket Payment Site
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 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. Payroll website
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 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)
 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  -  Request is entered into AIM by someone in your department that has access to the system.
Transportation
This request is required for university employees to request state vehicles for official business travel. Travel
(4215)
JMU Invoice
Copy to UBO, MSC 3516

Last Revision: 6/9/11
To bill customers for goods and services

Receivables
(4115)

Instructions

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 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)
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 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, 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)
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

January 2012
To apply for an IRS individual taxpayer identification number (ITIN). Instructions
* W-8 Form
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. Foreign corporations also use this form. N/A
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
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)
Wells Fargo WellsOne Visa Commercial Credit Card Cardholder Agreement
Employee
Student
UBO - Warren Hall
Created - 1/2014
The traveler must complete this form to request use of a WellsOne Card for University Supported Travel.

Instructions for:
Employee
Student 

Travel (4215)

WellsOne Card Funding Request
Employee
Sponsored Program
Student
Accts Payable, MSC 5712 
Created - 1/2014
The traveler must complete this form to request WellsOne Card for University Supported Travel.

Instructions for:
Employee
Sponsored Progs
Student

Travel (4215)