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Business Office

Accounting & Voucher Forms

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JC Casual Labor Voucher

When to use this form: This form serves as a payment request and substitute form W-9. It is used to for one-time or sporadic payments to individuals. If the payment is for:

1. Current employees – Payments cannot be more than $50 per calendar quarter for current employees who are performing work that is not in the normal course of the employers business. (i.e. Usher for concert, model for art class)

2. Non-employees – Work that is not related to the normal trade or business. Not to be more than 24 days during any calendar quarter. Any non-employee who is paid more than $600 during a fiscal year will receive a 1099-MISC tax form and those earnings will be reported to the IRS.

Where to send this form: Carol Bliss, Business Office or fax to 517.796.8596.

Contact for questions regarding this form: Carol Bliss, ext. 8434

Credit Card Application

When to use this form: Applications for a new card should only be submitted once the need for a new Corporate Credit Card has been established with applicant’s immediate supervisor.  Please review the Credit Card Policy and Procedure prior to submitting the application.

Where to send this form: Darrell Norris, Business Office

Contact for questions regarding this form: Darrell Norris, ext. 8439

Credit Card Monthly Summary

When to use this form: Upon receipt of the credit card holder's monthly statement, the credit card holder will itemize goods/services purchased.

Where to send this form: Sandie Beagle, Business Office

Contact for questions regarding this form: Sandie Beagle, ext. 8432

Departmental Deposit Form

When to use this form: To make a deposit for your department, committee, event, etc. Deposits should be made daily to avoid loss of checks/cash. The depositor should supply the cashier with the account number, a listing of or an adding machine tape of all checks, and total deposit amount. The depositor must also indicate what the deposit is for, i.e. candy sales for Student Parliament, t-shirt sales for Volleyball, bake sale for the Drama Club, etc. The deposit will be verified for accuracy. A departmental representative will be notified if there is a discrepancy.

Where to send this form: Present this form and deposit to Shannon Fischer, Accountant - Student Accounts located in the Business Office, GP 209.

Contact for questions regarding this form: Shannon Fischer, ext. 8419

Form W-9

When to use this form: To request information from independent contractors hired by Jackson Community College who are US citizens, US resident aliens, and some other less common categories (e.g., a domestic estate).

Where to send this form: Carol Bliss, Business Office or fax to 517.796.8596.

Contact for questions regarding this form: Carol Bliss, ext. 8434

Mileage Reimbursement Form (July 1, 2013-June 30, 2014)

When to use this form: To request reimbursement during the 2013-2014 fiscal year for mileage when travel requires the use of your personal vehicle during the course of your normal duties. Requests for actual mileage reimbursement must be made within the month which the travel occurred and must be submitted on the appropriate mileage reimbursement form.

Where to send this form: Carol Bliss, Business Office or fax to 517.796.8596.

Contact for questions regarding this form: Carol Bliss, ext. 8434

Professional Activity Form (July 1, 2013 - June 30, 2014)

(Required prior to travel)

When to use this form: This form is to be completed and approved in advance of any employee traveling outside of the College’s service area or if the employee will be away on College business overnight. Requests for attending conferences or conventions should be supported by literature setting forth the opening and closing dates of the event. If the employee fails to complete the Professional Activity Form and obtain advance approval for travel the employee may be personally responsible for any expenses incurred if request is denied.

**Please refer to the Policy website for more information regarding the Travel Policy.

Where to send this form: Carol Bliss, Business Office or fax to 517.796.8596.

Contact for questions regarding this form: Carol Bliss, ext. 8434

Purchase Order Requisition Form

When to use this form: To request the purchase of a supply item or commodity. A fully authorized and completed requisition should be an indication that there is need for an item, that there is a source of funds available to purchase it, and that it is a legitimate request.

Where to send this form: Business Office or fax to 517.796.8596.

Contact for questions regarding this form: Sandie Beagle, ext. 8432

Request for Budget Revision

When to use this form: To request a revision of your current budget or to transfer funds from one account to another.

Where to send this form: Darrell Norris, Business Office or fax to 517.796.8439.

Contact for questions regarding this form: Darrell Norris, ext. 8439

Tax Exempt Certificate

When to use this form: To provide proof of Michigan Sales and Use Tax exemption when making purchases on behalf of JC.

Contact for questions regarding this form: Darrell Norris, ext. 8439

Travel & Expense Voucher (July 1, 2013 - June 30, 2014)

When to use this form: Within fifteen (15) days following the employee’s return from traveling, a Travel & Expense Voucher shall be submitted to the appropriate administrator for approval. Once approved, the administrator will forward it to the Business Office. All receipts and verification must accompany the form. Failure to comply with the time table may result in non-payment of travel expenses incurred. The Travel & Expense Voucher should include all expenses (prepayments, credit card, etc) incurred by both the College and the employee related to this trip. If the employee received an advance, any balance remaining should be returned with the Travel & Expense Voucher. Any balance due to the employee will be processed by the Business Office for payment within two weeks.

**Please refer to the Policy website for more information regarding the Travel Policy.

Where to send this form: Carol Bliss, Business Office or fax to 517.796.8596.

Contact for questions regarding this form: Carol Bliss, ext. 8434

Voucher

When to use this form: To request a payment to be made to a vendor or individual for a product or service. Supporting documentation must be attached when appropriate (i.e. request for reimbursement for goods purchased by an individual for JC should have original receipts attached upon submitting the voucher).

Where to send this form: Carol Bliss, Business Office or fax to 517.796.8596.

Contact for questions regarding this form: Carol Bliss, ext. 8434

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