JMU Prepaid Payment Card Order Form

James Madison University provides a streamlined process for departments to request prepaid payment cards. These cards are primarily utilized for research participant incentives, travel advances for students, or other approved programmatic expenses where standard procurement methods are not feasible. This guide outlines the requirements and procedures for submitting a successful order.

Overview of the Process

Prepaid cards are considered sensitive financial instruments. As such, all requests must be vetted to ensure compliance with university fiscal policies. Departments are responsible for the physical security of these cards from the moment they are received until they are distributed to the final recipient.

Steps to Order

• Verification of Need: Ensure that the expense cannot be handled via standard university accounts payable processes or a university P-Card.
• Form Completion: Access the official JMU Prepaid Payment Card Order Form through the universitys financial services portal. Ensure all departmental budget codes are accurate.
• Authorization: The form requires approval from the budget manager of the relevant department. Without this digital signature, the request will be automatically rejected.
• Submission: Once signed, the form is routed electronically to the University Business Office for processing.

Required Documentation

When submitting your request, you must attach the following to the order form:

• A brief justification detailing the business purpose of the cards.
• The specific start and end dates for the project requiring the cards.
• A list of intended recipients (or an estimated count if recipients are anonymous/general participants).

Reconciliation and Reporting

After the cards have been distributed or the project has concluded, the department is responsible for submitting a reconciliation report. This report must include any unused cards, which should be returned to the University Business Office immediately. Failure to reconcile accounts in a timely manner may result in the suspension of future prepaid card privileges for the department.

Contact Information

If you encounter technical difficulties with the electronic form or have questions regarding specific financial policies, please contact the University Business Office directly. Staff are available during regular business hours to assist with form completion and provide guidance on internal audit requirements.