.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
Forms recently updated are indicated with a red asterisk *
| FORM NAME SEND COMPLETED FORM TO: |
PURPOSE | PROCEDURES REFERENCE AND/OR INSTRUCTIONS | ||
| Accounting Voucher Accts Payable, MSC 5712 Last Revision: 1/5/2023 |
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: 2/01/2010 |
Request to add, delete, or update an account. | Instructions | ||
| * Action Request for Department ID Financial Reporting, MSC 5715 Last Revision: 11/16/2021 |
Request to add, delete, or update a department ID. | Instructions | ||
| Action Request for Cap Proj/DeptID Financial Reporting, MSC 5715 Last Revision: 7/08/2015 |
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 | ||
| Alternative Lodging Request Form Accts Payable, MSC 5712 Last Revision: 10/22/2019 |
The university requires prior approval for use of alternative lodging accommodations. | Travel (4215.340) | ||
| ATV - Agency Transaction Voucher (Internal Transfers) Financial Reporting, MSC 5715 Last Revision: 10/26/2006 |
To document all financial transfers among University departments. | Internal Transfers (4230) | ||
| Capital Request for Budget Revision Budget Management, MSC 6703 Last Revision: 12/19/2006 |
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: 03/18/2004 |
To establish and adjust allotments for capital projects in the state's financial accounting system (Cardinal) and in JMU's financial accounting system. | Budget and Budget Revisions (3025) | ||
| Change Fund Request Form University Business Office, MSC 3516 Last Revision: 12/15/2007 |
This should be completed to request a temporary change fund for an event. | UBO website | ||
| Chrome River Non-Employee Vendor Enrollment Form Accounting Technology, MSC 5705 Last Revision: 12/6/2022 |
Used to enroll a student or outside party in the Chrome River system for expense report entry. | AP Chrome River Website NEV Lookup Instructions |
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| Classified Non-Exempt Employee Overtime Form Payroll, MSC 5706 Last Revision: 1/2019 |
To be used by non-exempt employees to record overtime hours worked. | Payroll (5005) JMU Policy 1303 |
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| Collection of Debts Owed by Employee to James Madison University Payroll, MSC 5706 Last Revision: 3/2019 |
This form is used by the department to collect all debts owed to the university by it's employees via Payroll. | JMU Policy 4502 | ||
| Common Law Test Form: Employee or Independent Contractor? Payroll, MSC 5706 Last Revision: 9/19/2018 |
This form is a guide used to determine if a worker should be classified as an Employee or Independent Contractor. | Independent Contractor/Payments to NRA's for Honoraria and Services | ||
| Corporate Travel Card Application Accts Payable, MSC 5712 Last Revision: 1/30/2018 |
To request a Corporate Travel Card | Travel (4215) | ||
| Delinquent Account Transfer UBO, MSC 3516 Last Revision: 7/1/2007 |
Used by departments to transfer delinquent accounts (after 90 days) to the University Business Office. | UBO website | ||
| Departmental Off Campus Authorization Form Accounts Payable, MSC 5712 Last Revision: 1/26/2022 |
The university requires prior approval for all planned retreats held at off campus location | Travel (4215.311) | ||
| Departmental Purchase Order (DPO) Procurement, MSC 5720 Last Revision: 2/23/2016 |
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 University Business Office, MSC 3516 Last Revision: 2/8/2022 |
To document revenue deposit information for input to the Financial Information System FOR CASH ONLY. | Deposits (4105.410) | ||
| Deposit Transmittal Form for Checks University Business Office, MSC 3516 Last Revision: 2/8/2022 |
To document revenue deposit information for input to the Financial Information System FOR CHECKS ONLY. | Deposits (4105.410) | ||
| Deposit Transmittal Form for Electronic Payments University Business Office, MSC 3516 Last Revision: 2/8/2022 |
To document revenue deposit information for input to the Financial Information System FOR ELECTRONIC PAYMENTS ONLY. | Deposits (4105.410) | ||
| Direct Deposit Authorization Payroll, MSC 5706 Last Revision: 09/2019 |
Required to document the automatic deposit of an employee's net pay to a designated bank account. | Payroll (5005.950) | ||
| Duke Card Log Department Keeps Last Revision: 02/01/2023 |
Used to record monthly Duke Card transactions. | Expenditures (4205.314) Sample Duke Card Log |
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| eMarket Request Form University Business Office, MSC 3516 Last Revision: 08/01/2024 |
To request an event be placed on the eMarket Payment site. | eMarket Payment Site | ||
| Employee Agreement for Small Purchase Charge Card Cash & Investment, MSC 5711 Last Revision: 11/12/2015 |
To record the receipt of a Bank of America Visa Purchasing Card. | Small Purchase Charge Card (4220) | ||
| Employee Agreement for Travel Card Accts Payable, MSC 5712 Last Revision: 1/13/2023 |
Form required to obtain a Travel Card. | Travel Program | ||
| Employee Apparel Log Cash & Investment, MSC 5711 Last Revision: 08/30/2023 |
Used to record apparel purchases for employees. | Expenditures (4205) Instructions |
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| Employee Moving and Relocation Stipend Agreement Payroll, MSC 5706 Last Revision: 4/2023 |
To request moving and relocation stipend. | Moving and Relocation (5020) M&R ePAR Example |
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| 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 PDF Verison Equipment Inventory Change Request Attached List Fixed Assets & Surplus Property, MSC 5704 Last Revision: 4/2022 |
To transfer or dispose of equipment listed in the Sunflower System. | Fixed Assets (6005) | ||
Equipment Loan Agreement
Last Revision: 5/2015 |
To document equipment and/or material lending by JMU Departments to students, employees, & community members for mission-related purposes such as education and research support. |
Receivables (4115.230)
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| ETF Requisition Fixed Assets & Surplus Property, MSC 5704 Last Revision: 2/17/2017 |
Used to purchase equipment with Equipment Trust Fund money for Dell bulk orders ONLY. | ETF Website | ||
| Finance Systems - Request Access Paperless - submit online |
Finance Systems - Request Access (online request) - To request access to the Financial Information System (PeopleSoft) | Instructions | ||
| Food and Beverage Certification Form Accts Payable, MSC 5712 Last Revision: 2/3/2023 |
Employees must complete this form when food and/or beverage is determined appropriate and is provided related to an official university business function. | Expenditures (4205.314) | ||
| 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) | ||
| James Madison University State Vehicle Request - Request is entered into AIM by someone in your department that has access to the system. |
This request is required for university employees to request state vehicles for official business travel. | Travel (4215) | ||
| *JMU Business Activity Synopsis Cash & Investments, MSC 5711 Last Revision: 7/23/2024 |
To comply with University Policy #4501 Business Activity when requesting authorization for sale of goods/services, both the Business Activity Synopsis and the Cost Benefit Analysis must be submitted and approved prior to commencement of business activity. | Deposits (4105.210) | ||
| *JMU Business Activity Synopsis - Cost Benefit Analysis Cash & Investments, MSC 5711 Last Revision: 5/11/2020 |
To comply with University Policy #4501 Business Activity when requesting authorization for sale of goods/services, both the Business Activity Synopsis and the Cost Benefit Analysis must be submitted and approved prior to commencement of business activity. | Deposits (4105.210) | ||
| JMU Corp Rewards Department Prepaid Card Log Cash & Investment, MSC 5711 Last Revision: 7/6/2023 |
Departmental Inventory Log. | Expenditures 4205 Prepaid Card Training Instructions |
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JMU International Cash Pay Out Agreement
Last Revision: 09/02/2019 |
Agreements to be completed by employee or student when International Cash Pay Out is being requested. | Travel (4215.550) | ||
| JMU International Cash Pay Out Request Form Cash & Investments, MSC 5711 Last Revision: 09/21/2017 |
To request International Cash Currency or Mobile Payment Pay Out. | Travel (4215.550) | ||
| JMU Invoice Copy to UBO, MSC 3516 Last Revision: 10/09/2019 |
To bill customers for goods and services | Receivables (4115) Instructions |
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| JMU Prepaid Card Monthly Reconciliation Cash & Investment, MSC 5711 Last Revision: 7/6/2023 |
Monthly reconciliation by department of Corporate Rewards prepaid cards. | Expenditures 4205 Prepaid Card Training Instructions |
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| JMU Prepaid Payment Card Order Form Cash & Investment, MSC 5711 Last Revision: 7/6/2023 |
Initiate order for U.S. Bank Rewards or Focus Blue Prepaid card. | Expenditures 4205 Prepaid Card Training Instructions |
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| *JMU Research Advance Funding Request Cash & Investments, MSC 5711 Last Revision: 5/12/2022 |
For Faculty/staff electing to use Amazon's Mechanical Turk (M-Turk) for use in purchasing prepaid HITS/Experiments . | Expenditures (4205) | ||
| JMU Restricted Funds Equipment Title Transfer Fixed Assets & Surplus Property, MSC 5704 Copy - Grant Acctg, MSC 5713 Last Revision: 2/26/2004 |
To request a transfer of equipment for Restricted Funds(Grants). | Fixed Assets (6005) | ||
| JMU U.S. Bank Corporate Rewards Load Spreadsheet Cash & Investment, MSC 5711 Last Revision: 7/6/2023 |
Departmental request to load funds on Corporate Rewards prepaid cards. | Expenditures 4205 Prepaid Card Training Instructions |
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| JMU U.S. Bank Focus Blue Departmental Prepaid Card Log Cash & Investment, MSC 5711 Last Revision: 8/8/2023 |
Departmental Inventory Log. | Expenditures 4205 Prepaid Card Training Instructions |
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| JMU U.S. Bank Focus Blue Fund Order Spreadsheet Cash & Investment, MSC 5711 Last Revision: 8/8/2023 |
Departmental request to load funds on Focus Blue prepaid cards. | Expenditures 4205 Prepaid Card Training Instructions |
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| Leased/Rented Equipment Installation Form Fixed Assets & Surplus Property, MSC 5704 copy to Procurement, MSC 5720 copy to Accts Payable, MSC 5712 Last Revision: 4/14/2020 |
To document receipt and acceptance of leased/rented equipment. | Leases (6010) | ||
| Local Funds Transfer Request Form Cash & Investments, MSC 5711 Last Revision: 10/24/2022 |
Substitution of a JMU Accounting Voucher for local funds. | Local/Agency Funds (3045) Instructions - Form Preparation |
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| Meal Voucher Log Department Keeps Last Revision: 10/27/2017 |
Used to record the purchases of meal tickets. | Expenditures (4205.314) Sample Meal Voucher Log |
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| Monthly Reconciliation of JMU FIS Transactions Cover Sheet Department Keeps Last Revision: 8/10/2018 |
Used as certification of the monthly reconciliation | Instructions | ||
| Nonresident Alien Honoraria/Travel Expense Supporting Statement Payroll, MSC 5706 Last Revision: 4/11/2023 |
JMU must obtain certain information from an individual admitted to the U.S. with B-1, B-2, WB (Visa Waiver-Business) or WT (Visa Waiver-Tourist) immigration status before payments can be made. | Foreign National Visitor's webpage | ||
| Outgoing Sponsorship Justification Form Cash & Investments, MSC 5711 Last Revision: 10/11/2019 |
A written statement detailing the benefits the university will receive and how the sponsorship supports its mission. | Expenditures (4205.311) | ||
| Participant Worksheet Cash & Investments, MSC 5711 Last Revision: 7/6/2023 |
Used to record payments for incentives, non-monetary recognition, JMU student prizes, and faculty members in residence in certain situations. | Expenditures (4205.390) | ||
| 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: 1/5/2023 |
To record the receivable of equipment or supplies. | Expenditures (4205) | ||
| Request for Authorization - Collection of Funds Cash & Investments, MSC 5711 Last Revision: 2/22/2019 |
To request authorization to collect funds. | Deposits (4105) | ||
| Request for Budget Revision Budget Office, MSC 5726 Last Revision: 7/2018 |
To request and record revisions to Departmental Budgets. | Budget and Budget Revisions (3025) | ||
| 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) | ||
| * Sales and Use Tax Certificate of Exemption (VA Form ST-12) Vendor/Supplier Last Revision: 1/8/2021 |
Provide to vendors to request exemption of sales and use tax on purchases from vendors. | Questions? Contact acctspayable@jmu.edu |
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| Signature Authority Form Finance, MSC 5719 Last Revision: 10/4/2022 |
To document approval signatures for financial and payroll transactions | Signature Authorization (3020) | ||
| Small Purchase Charge Card Training and Application Cash & Investments, MSC 5711 |
To request a Small Purchase Charge Card | Small Purchase Charge Card (4220.900) | ||
| SPCC Audit Report Cash & Investments, MSC 5711 Last Revision: 12/1/2022 |
This form is used by Cash & Investments Program Administrators when conducting audits of the Small Purchase Charge Card. | Small Purchase Charge Card (4220) | ||
| SPCC Student Group Travel Request Form Cash & Investments, MSC 5711 Last Revision: 9/1/2021 |
This form is required to be completed and submitted with the electronic exception form for hotel, group meals or incidental payments for student group travel paid by the Small Purchase Charge Card (SPCC)
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Small Purchase Charge Card (4220) | ||
| State Funds Transfer Request Form Cash & Investments, MSC 5711 Last Revision: 10/24/2022 |
Substitution of a JMU Accounting Voucher for state funds. | Local/Agency Funds (3045) Instructions - Form Preparation |
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| * Student and Wage Employee Timesheet (Calendar Year 2023) Payroll, MSC 5706 Last Revision: 1/4/2023 |
To be used by student and wage employees to record hours worked. | Payroll (5005) Instructions Overtime Calculation Instructions for Hourly Employees |
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| Travel Charge Card Request for ATM/Cash Exception Form Accts Payable, MSC 5712 Last Revision: 7/1/2019 |
To request an annual exception allowing a cardholder to access cash using their travel card to cover expenses when the card isn't accepted. | Travel (4215.510) | ||
| VA-4 Substitute State Wage Withholding Certificate Payroll, MSC 5706 |
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 |
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 |
To apply for an IRS individual taxpayer identification number (ITIN). | Instructions | ||
| W-8BEN Accounts Payable, MSC 5712 |
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. Foreign vendors also use this form if they are claiming treaty benefits or to claim that they are exempt from backup withholding. |
Instructions (www.irs.gov/formw8ben) | ||
| W-8BEN-E Accounts Payable, MSC 5712 |
Foreign entities use this form. | Instructions (www.irs.gov/formw8bene) | ||
| * W-9 Request for Taxpayer ID Number(s) and Certification (electronic version) Accounting Technology, MSC 5705 Last Revision: 5/18/2022 |
To be used by vendors that perform a service for the university. This is the electronic version of the form in Adobe Sign. | Instructions | ||
| W-9 Request for Taxpayer ID Number(s) and Certification (paper version) Accounting Technology, MSC 5705 Last Revision: 5/18/2022 |
To be used by vendors that perform a service for the university. This is the traditional paper version of the form. | Page 2 (definitions) JMU Instructions for W-9 Form W-9 Request for Taxpayer ID Numbers(s) and Certification (Commonwealth Form Only - No Instructions) Memo to VENDORS completing the COVA W9
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| W-9 Request for Taxpayer ID Number and Certification (JMU's IRS Version) Vendor/Supplier Last Revision: 6/18/2024 |
Provide to vendors who request JMU's W-9 in order to facilitate payments to James Madison University. JMU's W-9 should NOT be issued to facilitate payments to the JMU Foundation or to a JMU student organization (they have their own tax ID). |
Questions? Contact w9requests@jmu.edu |
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| W-9 Request for Taxpayer ID Number and Certification (JMU's Substitute COVA Version) Vendor/Supplier Last Revision: 11/29/2023 |
Provide to Virginia agencies who request JMU's W-9 in order to facilitate payments to James Madison University. JMU's W-9 should NOT be issued to facilitate payments to the JMU Foundation or to a JMU student organization (they have their own tax ID). |
Questions? Contact w9requests@jmu.edu |
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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) | ||
JMU Prepaid Payment Card Funding Request
MSC 3516 Revision Date: 10/6/2023 |
The traveler must complete this form to request JMU Prepaid Payment Card funding for University Supported Travel. | Travel (4215) | ||
| Yearly Spending Analysis Form KEEP WITH YOUR RECORDS Last Revision: 4/14/2023 |
DOA requirement - yearly spending analysis by month for each Small Purchase Charge Card. | Small Purchase Charge Card (4220.100) |
JMU Office of Finance
