Frequently Used JMU Financial Documents for Reimbursement Procedures Created by: Myers, Rush, Shah, & Steinbach Created for: VIRSE related Graduate Assistantship.

Frequently Used JMU Financial Documents for Reimbursement

Procedures

Created by: Myers, Rush, Shah, & SteinbachCreated for:VIRSE related Graduate Assistantship Graduate Professor: Nick Swayne

View this Presentation as a Slide Show for interactive purposes

Click here to begin:

This interactive module will take you through the process of locating and completing frequently used financial forms relevant to your graduate

assistantship position.

Active clickable links will move you through the module. Return links are included to bring you back through the module to previous pages.

Why is this information important to you? 1. It is your obligation to complete these forms as part of your assistantship job

responsibilities. 2. Commonwealth’s Prompt Pay act states that you have 30 days from the receipt of

proper paperwork to complete the processing of reimbursements – this is the law – knowing how to do this and where the forms are helps to do it on time.

3. You are dealing with someone else’s money, sometimes your own, and people like to have it as soon as possible!

4. The accounts you work with total over $100,000. Knowing how to complete these forms ensures the money comes from the correct accounts and gets into the right hands in a timely manner.

5. Again, it’s your job!

Click here to continue

Graduate and student assistants working with accounting tasks in the JMU College of Education will be able to correctly and completely execute required forms for timely payments and reimbursements.

After the presentation, the learner will be able to independently identify which forms are related and necessary to complete reimbursement processes as they are necessary within a workday.

After the module, the learner will be able to correctly complete all related forms for reimbursement, submitting them with all signatures of proper authority, to accounts payable for further processing within five days of receiving all necessary reimbursement material.

Learning Goal:

Learning Objectives:

Module schedule of events:

1. Reimbursements Travel & Non-Travel Related 2. Account Codes and Department ID’s 3. Reimbursement Exercise 1 & 2 4. Quick Links Page (list of form related URL’s)

Click on an event to be linked directly!(For the purposes of the rapid prototype, links 2-4 are not active)

Click here to begin the first event

Event 1: Reimbursement Menu

What kind of reimbursement are you performing?

Click on the links below to continue

Travel Related

Including: Mileage, tolls, trip related meals, hotel and overnight stay charges

Any reimbursements related to grant initiatives that are not associated with travel

***Not active for purposes of rapid prototype

Click here to skip to event 3: Reimbursement exercises

Click here to skip to the quick links page

***

***

***

Non-Travel Related

Click here to skip to event 2: Account codes and Department ID’s

Travel Reimbursement Process and Associated Forms

Travel Authorization Form

Travel Reimbursement Voucher

Original Receipts and Invoices

Back to Reimbursement Menu

Business Meal Certification

Click here to skip to event 2: Account Codes and Department ID’s

Travelers must submit a completed Travel Expense Reimbursement Voucher to the supervisor for approval within thirty (30) working days

after completion of the trip.

The University may not approve Travel Vouchers submitted after the prescribed period.

Nick Swayne is typically the traveler, but in some cases it may be yourself, or other grant associated travelers – Margaret Shaeffer is the approving authority for Nick

and others – Nick is your approving authority.

***

Travel Authorization Form

Travel Related Forms Menu


URL Link to Travel Authorization Form

This form is only necessary in the following circumstances:

-Trip is expected to cost over $500.00

- Airline tickets are needed- Hotel reservations are needed

If the trip meets one or more of the above requirements, this form should be completed before the actual trip takes place.

Signatures Required: Signature of Traveler

(Nick Swayne)Signature of Traveler’s supervisor

(Margaret Shaeffer or *) *Signature of approving authority

for the department ID if different

from signature of traveler’s supervisor

Make a copy of completed form with signatures for your files, and send the original to:Accounts Payable: MSC 5712

University directions to complete form: reference .910

http://www.jmu.edu/accountspayable/blankforms.shtml

http://www.jmu.edu/finprocedures/4000/4215.shtml

Travel Reimbursement

Voucher- Meal rates are per diem- Hotel stays and mileage have pre-determined rates.**These rates are specified in charts located in

the accountings procedures binder on the desk



URL Link to Travel Reimbursement form




for the department ID if differentfrom signature of traveler’s

supervisorMake a copy of completed form with

signatures for your files, and send the original to:

Accounts Payable: MSC 5712

University directions to complete form: reference .600




• Original receipts from traveler’s trip must be included with the submitted reimbursement form to receive payment

• Invoices can be faxed or printed from online- but parking receipts, toll charges, and meal receipts must be original



Business Meal Certification Form

URL Link to BMC Form

University directions to complete form: reverence .930



This form is supplemental to the Travel Reimbursement Voucher

It is necessary if any food is being reimbursed

Along with original receipt, a list of any and all people fed by the food being reimbursed must be included.








Non-Travel Related Reimbursement Process and Associated Forms

Non-Food Related Food Related

Click here to skip to event 2: Account codes and Department ID’s

Click here to skip to event 3: Reimbursement exercises

Click here to skip to the quick links page

***

***

***

Any reimbursements related to grant initiatives that are not associated with travel

Any reimbursements related to grant initiatives that are associated with food

Back to the Reimbursement Menu

Non-Food Related Reimbursements

Each of these forms are required to complete a single reimbursement.

In accordance with the Commonwealth’s Prompt Pay Act, payment shall be due thirty (30) days after receipt of proper invoice or

material/service, whichever is later. – Because of this it is important to fill out and submit each form in a timely manner and correctly the

first time.Accounting Voucher

Original Invoice and/or Receipts

W-9 Tax Form of Reimbursee

Is the reimbursement over $100?


Click here to skip to event 2: Account Codes and Department ID’s

***

Accounting Voucher

• Used for standard reimbursements with or without invoice

• Must send the original form with supporting documentation to the Office of Accounts Payable: MSC 5712, using interoffice mail

URL Link to Accounting Voucher FormUniversity directions to complete form: reverence

.610


Non-Travel Related Forms Menu


http://www.jmu.edu/finprocedures/4000/4205.shtml%23_Toc460224977




• This can be a faxed version or should be an original from the actual purchase or order (printed from online-if online purchase- or faxed is fine).

• Otherwise, original receipt from purchase should be mailed or sent in.


This form is completed by individual or organization being reimbursed.

It can be located at JMU forms index or online.

If person being reimbursed is affiliated with JMU or has been reimbursed before, JMU may have W-9 on file, call 540-568-7397 to check.






URL Link to W-9 Tax form of Reimbursee







Include personal memo explaining why the purchase was over $100 and whether or not the purchaser was authorized to spend that amount.



Food Related ReimbursementEach of these forms are required to complete a single

reimbursement.

In accordance with the Commonwealth’s Prompt Pay Act, payment shall be due thirty (30) days after receipt of proper invoice or

material/service, whichever is later. – Because of this it is important to fill out and submit each form in a timely manner and correctly the

first time.

Accounting VoucherOriginal Invoice and/or

Receipts



Business Meal Certification


Click here to skip to event 2: Account Codes and Department ID’s***

Accounting Voucher

• Used for standard reimbursements with or without invoice

• Completed accounting vouchers and supplemental documents are submitted to Accounts Payable: MSC 5712, using interoffice mail

URL Link to Accounting Voucher Form





http://www.jmu.edu/finprocedures/4000/4205.shtml%23_Toc460224977

Original Invoice and Receipts

• This can be faxed version or should be an original from actual purchase or order (Printed from online or faxed is fine)




This form is completed by individual or organization being reimbursed.

It can be located at JMU forms index or online.

If person being reimbursed is affiliated with JMU or has been reimbursed before, JMU may have W-9 on file, call 540-568-7397 to check.






URL Link to W-9 Tax form of Reimbursee







Include personal memo explaining why the purchase was over $100 and whether or not the purchaser was authorized to spend that amount.



Business Meal Certification Form

URL Link to BMC Form




Along with original receipt, a list of any and all people fed by the food being reimbursed must be included.








Frequently Used JMU Financial Documents for Reimbursement Procedures Created by: Myers, Rush, Shah, & Steinbach Created for: VIRSE related Graduate Assistantship.

Documents

complete form

reimbursement procedures

required forms

reimbursement processes

reimbursement exercise

financial forms relevant

interactive module

reimbursement menuurl