This section addresses the responsibilities and procedures for refunding state and local funds to individuals and businesses after the funds have been deposited and recorded in the University Financial Information System. Revenue refunds are usually necessary to correct overpayments or to return improper collections to the appropriate source.
This subsection outlines the form preparation and submission procedures for revenue refunds.
The University requires this form to refund monies to individuals or businesses after the original revenue has been deposited and recorded in the University Financial Information Systems.
Blank forms are available online.
2 copies are needed.
Send the original form, with supporting documents to the University Business Office if an authorizing signature is needed or send to Accounts Payable if the department has signatory authority for the Department number entered on the form. Retain the second copy with the department's backup documentation.
Following are detailed instructions for the preparation of the Accounting Voucher. Enter the following information only; all other areas should be left blank.
Print a copy of an accounting voucher (with numbers to coincide with the instructions) to assist you with completing your voucher. For International Wire of Foreign Currency sample, click here. For sample of foreign wire of US Dollars, click here
#1 - Agency Name/Delivery Address: Enter the name and address of the department being charged.
#2 - Vendor Information: Enter the Vendor’s name, Address, City, State, and Zip Code. Enter the Federal Identification Number of the vendor, including the suffix or the Social Security Number of the individual being paid. Enter the Peoplesoft Vendor number, if known. For services provided by individuals not employed by James Madison University, a completed W-9 form must be on file before a payment is processed. Contact System Support @ x82941 to determine if the W-9 form is on file.
For International Wires, the Vendor Information section should be completed as follows:
Name - JMU
Address - PK to Cash & Investments
PeopleSoft Vendor # - 5432.5 remaining fields left blank.
#3 - Date Voucher Prepared: Enter the date the voucher was prepared.
#4 - Contact Person: Enter the name of the person to call if questions arise.
#5 - MSC: Enter the Mail Stop Code (MSC) for the department preparing the voucher.
#6 - Phone No.: Enter the telephone number of the person to call, if questions arise.
#7 - Vendor Invoice: Enter the vendor's invoice number. Only 1 invoice number may be paid on this form. If no invoice # is present, enter a "meaningful" short description which will appear on the check advice.
#8 - Invoice Date: Enter the date of the vendors invoice.
#9 - P. O. No.: Enter the number of the Purchase Order, if applicable, or the Travel Authorization Number, if applicable.
#9a - eVA exclusion #: Select the exclusion number from the "pulldown" box (by using the "arrow" to display your selections) that matches the allowable, excludable items/categories that do NOT need to be procured through the eVA Procurement System.
#9b - Non-eVA purchase explanation Provide an explanation of non-eVA purchase if no exclusion # is provided in #9a.
#10 - Approving Signature and Date Signed: Enter the signature of the individual responsible for the departmental budget being charged. This signature must be an approved one on the Signature Authorization Listing maintained by the Office of Finance. The signature attests that the goods and services were received in good condition. Enter the date the individual signed as "approving signature".
#11 - Description: Enter a complete description of each item or service provided.
For International Wires, the description field must include all of the following:
beneficiary bank name
beneficiary bank address
beneficiary bank branch and address/number (if applicable)
beneficiary account number
the exact name of the beneficiary account
the purpose of the wire
the amount to be wired
the type of currency the payment is to be made in
The SORT and/or SWIFT code(s) or IBAN must also be included in this space.
#12 - Quantity: Enter the quantity received.
#13 - Unit Price: Enter the price for each unit received.
#14 - Amount: Enter the amount. (Leave blank for international wires - Cash & Investments will complete after wire is finalized.)
#15 - Department ID #: Enter the Departmental ID Number.
#16 - Acct. #: Enter the expenditure account code that best describes the goods or services provided.
Total Amount: All total amounts are calculated. (Both places on the form)