BTE Tools & Forms
The committee, in addition to developing the revised policy, also worked on the development of ancillary materials to aid in the implementation of the revised policy, including new training materials and updating forms. These materials are provided below:
The Policy Summary is meant to provide a quick reference guide to the key points of the policy. This document would be handy to print and take with you on a trip when leaving Carnegie Mellon University on business. This document is not intended to take the place of becoming familiar with the more detailed information that is included in the full policy document but to provide a summary of key points within the policy.
If you would like a version of the Policy Summary in an editable format (i.e. Microsoft Word) so that important department specific requirements may be added to the document, please contact Finance Communications.
Note: The summary is designed to print double-sided on legal paper (8.5"x14").
Missing Receipt Form - Use this form when you are missing a receipt that is required to be provided according to the Business and Travel Expense policy. Do not use this form if you can obtain a duplicate receipt from the merchant/vendor.
Purchasing Card - Personal Purchase - Use this form when you need to report a personal purchase inadvertently made on a university purchasing card. A check must accompany this form (make payable to Carnegie Mellon University).
Expense - Duplicate Report - Use this form when you need to report a duplicate expense submitted on multiple ERs or on both a PRC and ER. A check must accompany this form (make payable to Carnegie Mellon University.
Expense Report - Taxable Reimbursement - Use this form when you need to report expenses being reimbursed via an expense report that are not in compliance with the university's Business & Travel Expense Policy. These items need to be treated as taxable income to the recipient.
Transportation Ticket Request Form - Use this form to initiate the purchase of tickets/reservations (airline, train, etc.) for approved university business travel. The selected travel agency will bill the university directly for the cost of your tickets.
Transportation Ticket Request Form (CMU-Q) - This form is used when traveling for CMU-Q or on CMU-Q funds. (form under construction)
Non-Employee Expense Report Form - Use this form to request reimbursement of business and travel expenses incurred by non-employees on behalf of the university.
Please note that this form contains both a GL and GM template. Select the appropriate form (GL-Orange Tab; GM-Green Tab) using the Microsoft Excel tabs at the bottom of the workbook.
Business & Travel Expense Policy Exception Authorization Form - Use this form in advance of a trip when requesting an upgrade or exception to the policy (i.e. business class travel upgrade). E-mail approvals may be used in replacement of the required form as long as the e-mails contain the required fields as prescribed on the form.
Travel Advance Form (employees only) - Use this form to request a travel advance for authorized university related business travel expenses.
Departmental Receipt Transmittal Form - This form may assist with arranging and gathering receipts for your expense report preparer.
If you would like a version of the Departmental Receipt Transmittal Form in an editable format (i.e. Microsoft Word) so that forms may be adjusted for department specific requirements, please contact Finance Communications.
Department Missing Receipt Form - Departments may choose to use this form for missing receipts on expenses that exceed a department or division mandated threshold. (Form under construction)
Please note that any missing receipts greater than $75 require the finance division Missing Receipt Form.
Pre-Trip Reimbursement Tracker - Departments can use this form to track employee reimbursements being processed prior to completion of the trip.
If you would like a version of the Pre-Trip Reimbursement Tracker Form in an editable format (i.e. Microsoft Word) so that forms may be adjusted for department specific requirements, please contact Finance Communications.