Catalog-Finance Division - Carnegie Mellon University

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Catalog of All Finance Forms


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Form Name Description Updated
9 over 12 Month Pay Election Form [.pdf] The purpose of this form is to begin receiving academic salary pro rata over a 12 month period instead of 9 months. 10/1/2012
Accounts Payable Redistribution Form [.pdf] The purpose of this form is to correct charge strings on accounts payable invoices, expense reports and PCard transactions that have been paid. 9/13/2013
Accounts Receivable Redistribution [.pdf] The purpose of this form is to correct general ledger account strings on cash or check deposits. 9/13/2013
Administrative Fee Divisional Cost Sharing [.pdf] This form should be used to identify revenues or gifts where the division will be cost sharing the Administrative Fee. This form should not be used for cost sharing of sponsored non-federal awards. 10/1/2012
Administrative Fee Exception Request Form [.pdf] This form should be used to request an Administrative Fee exception. 10/1/2012
Agency Funding Sources Request Form [.pdf] Use this form to request a new agency funding source. 6/18/2013
Annual Credit Card Merchant Questionnaire [.pdf] This questionnaire is used in the annual PCI DSS reporting process. 3/31/2014
Authorization for Direct Deposit (AUD) [.pdf]

This form provides employees of the Australia campus the opportunity to sign up for direct deposit of payroll funds.

10/1/2012
Authorization for Direct Deposit (QAR) [.pdf]

This form provides employees of the Qatar campus the opportunity to sign up for direct deposit of payroll funds.

3/20/2013
Authorization for Direct Deposit (US) [.pdf] This form is completed to authorize receipt of pay via direct deposit. 10/1/2012
Authorization for Off-Campus Use of Movable Assets [.pdf] Report a capital asset which is the property of Carnegie Mellon, but being used in a room not owned or leased by Carnegie Mellon. 10/1/2012
Authorization for Employee Expense Reimbursement Direct Deposit [.pdf]

This form enables an employee to set up a bank account information for direct deposit of their expense reimbursements.

12/2/2013
Billing Inquiry [.pdf]

This form is used by purchasing cardholders to dispute a charge that is reflected on their purchasing card account statement.

10/1/2012
Business & Travel Expense Policy Exception Authorization [.pdf] Use this form in advance of a trip or expense when requesting an upgrade or exception to the Business and Travel Expense policy. 10/1/2012
Buyer Actions Matrix & Guide [.pdf]

Describes buyer actions based on the type of funding, supplier, and dollar amount.

4/7/2014
Communication Allowance Request [.pdf] The purpose of this form is to request a communication allowance for a domestic employee who has a business need for this allowance. 10/1/2012
Conflict of Interest/Commitment Disclosure Form [.pdf] The purpose of this form is to acknowledge reading Carnegie Mellon University's Conflict of Interest/Commitment Policy for authorized buyers and procurement holders. 10/1/2012
Credit Memo Request Form [.pdf] The purpose of this form is to remove / reverse non-sponsored and non-gift related accounts receivable and revenue amounts previously invoiced. 10/1/2012
Department Missing Receipt Form [.pdf]

Use this form if you are missing a receipt that is required to be provided according to the Business and Travel Expense policy.

10/1/2012
Department Receipt Transmittal Form [.pdf]

This form is a departmental form that may be used to assist with submitting receipts or materials to a departmental business manager for seeking an expense reimbursement.

10/1/2012
Disposition of Movable Assets Form [.pdf] The purpose of this form is to report and approve assets that are to be disposed. 10/1/2012
Donation Routing Form [.pdf]

This form is required to be completed for all donations.

4/24/2013
eCommerce Storefront Request Form [.pdf] This form must be completed and approved before accepting credit card payments via an eCommerce storefront. 3/31/2014
Electronic Funds Transfer Form [.pdf] The purpose of this form is to offer payment options in US dollars as well as in campus local currencies to its international suppliers that wish to receive payment for goods and services through electronic funds transfer. 10/4/2013
Employee Gift Processing Form [.pdf] This form is to be used when an employee receives a non-cash gift greater than $75 and any cash gift, including gift certificates/cards (regardless of the dollar amount). 10/1/2012
Entity Request/Change Form [.pdf] The purpose of this form is to change or request a new Entity for the Oracle Chart of Accounts. 11/30/2012
Equipment Screening Report [.pdf] The purpose of this form is to document the certification of screening a federally funded asset costing $100,000 or more to avoid purchasing unnecessary items. 10/1/2012
Equipment Transfer Request [.pdf] The purpose of this form is to report and approve assets that are to be transferred to another institution. 10/1/2012
Expense - Duplicate Submission [.pdf] Use this form when you need to report a duplicate submission of an expense. 4/4/2013
Expense Report - Taxable Reimbursement [.pdf] Use this form when reporting expenses being reimbursed via an expense report that are not in compliance with the university’s Business & Travel Expense Policy. 10/1/2012
Foundation & Corporate Gifts/Grants Administrative Fee Documentation [.pdf] This form should be used to document Corporate/Foundation gifts/grants and treatment of F&A and the Administrative Fee. 10/1/2012
Feeder Cost Transfer Form [.pdf]

Use this form to perform a redistribution of a charge generated by a feeder system or auxiliary / recharge unit. Refer to form for use and appropriate contact information.

5/19/2014
Financial Service Receipt [.xls]

To record the receipt of cash and deposit via cash operations.

5/15/2013
Foreign National Information Form for Non-employees [.pdf] The purpose of this form is to request treaty benefits for payments made to foreign nationals receiving U.S. sourced income. 6/6/2014
Foreign Source Income Form [.pdf] This form is to be used when payments are being made (either through Payroll or Accounts Payable) to foreign nationals providing services outside of the United States. 10/1/2012
Function Request/Change Form [.pdf] The purpose of this form is to change or request a new Function for the Oracle Chart of Accounts. 12/5/2012
Guide to Supplier Forms [.pdf]

Provides an overview of supplier forms.

10/1/2012
Honorarium Form (UFC) [.doc]

University Contracts Office (UCO) FCPA-compliant Honorarium Form.

refer to form
Honorarium Guidance (UCO) [.pdf]

University Contracts Office (UCO) definition, examples, risks, and guidelines for honorariums.

refer to form
Human Subjects Reconciliation Form [.pdf] The purpose of this form is to properly account for funds relating to the disbursements of human subject payments. 10/2/2014
Human Subject Request for Payment Form [.pdf] The purpose of this form is to obtain funds in order to distribute human subjects cash payments. 5/7/2013
Human Subject Supporting Documentation Payment Form [.pdf] The purpose of this form is to properly account for funds relating to the disbursements of human subject payments. 10/1/2012
I-9 [.pdf]

The purpose of this form is to document that each new employee (both citizen and noncitizen) hired after November 6, 1986, is authorized to work in the United States.

3/11/2013
I-9 Acceptable Documents [.pdf]

Provides an overview of the acceptable forms of documentation that may be used for purposes of completing an I-9 verification.

10/1/2012
Independent Contractor Checklist [.pdf]

The checklist must be completed by the CMU Department and approved by Taxation prior to engaging services and executing a contract for an independent contractor.

3/20/2013
Independent Contractor Checklist Guidelines [.pdf] The following guidelines should be utilized when a department is interested in hiring an individual to perform services at Carnegie Mellon University. 10/1/2012
Internal Award Form [.pdf] The purpose of this form is to request a new internal award or change an existing award. 10/1/2012
International Inter-Company Form [.pdf] To record transactions that need allocated to the Qatar (entities 68 and 73) or Australia (entity 70) international Ledgers which can NOT be processed through an Accounts Payable Redistribution or Feeder System Process. 1/10/2013
International Mailing & Shipping Checklist [.pdf] The purpose of this form is to assist you with your shipping needs while preparing packages for international shipping. 4/8/2014
Invoice Requisition [.pdf] The purpose of this form is to invoice for non-sponsored and non-gift related activity. 11/7/2012
IRS Form: W-9 [.pdf] IRS Form 10/1/2012
IRS Form: W-8-BEN [.pdf] IRS Form 10/1/2012
IRS Form: W-8-ECI [.pdf] IRS Form 10/1/2012
IRS Form: W-8-EXP [.pdf] IRS Form 10/1/2012
Local Services Tax - Exemption Certificate [.pdf]

This certificate is used to apply for exemption from Local Services Tax levied by municipalities or school districts in which you are primarily employed.

10/1/2012
Location Request Form [.pdf] The purpose of this form is to request the creation, disabling, or adjustment of a location for purchase order shipments. 1/3/2013
Missing Receipt Form [.pdf] Use this form if you are missing a receipt that is required to be provided according to the Business and Travel Expense policy. 10/1/2012
Merchant Card Processing Request Form [.pdf] This form must be completing and approved before accepting credit card payments at any new location or by a third-party service. There is a separate form for establishing an eCommerce storefront. 3/31/2014
Non-CMU Use of Movable Equipment/Furniture [.pdf] This form is to be used for movable equipment or furniture which is being used in a room owned or leased by Carnegie Mellon, but the item is the property of the owner noted on the form. 10/1/2012
Non-employee Expense Report [.xlsx] Use this form to request reimbursement of travel or non-travel business expenses incurred on behalf of the university. 2/25/2014
Non-employee Gift Processing Form [.pdf] This form is to be used when a non-employee receives a non-cash gift greater than $75 USD and any cash gift, including gift certificates/cards (regardless of the dollar amount). 4/8/2013
Non-employee Prize/Award Form [.pdf] This form will be used to process and report a prize/award for a non-employee. 4/8/2013
Non-Qualified Scholarship or Fellowship - In Kind Form [.pdf] This form is to be completed for any in kind non-qualified scholarship or fellowship that has been provided to a student. 10/31/2013
Non-Qualified Scholarship or Fellowship - Request for Payment [.pdf] This form is to be completed to process the payment of non-qualified scholarship or fellowship to a student. 7/2/2013
Object Code Request/Change Form [.pdf] The purpose of this form is to change or request a new Object Code for the Oracle Chart of Accounts. 2/26/2013
Online Savings & Discount Access Form [.pdf] Use this form to request or deactivate access to online purchasing portals maintained by CMU. 2/1/2013
Organization Request/Change Form [.pdf] The purpose of this form is to change or request a new Organization for the Oracle Chart of Accounts. 7/9/2013
Payroll Distribution Adjustment Form [.pdf] - Portrait The purpose of this form is to correct payroll salary costs charged to an incorrect account string. 6/24/2013
Payroll Distribution Adjustment Form [.pdf] - Landscape The purpose of this form is to correct payroll salary costs charged to an incorrect account string. 10/1/2012
Payroll Distribution Adjustment Form [.xls] - Landscape The purpose of this form is to correct payroll salary costs charged to an incorrect account string. 10/1/2012
Payroll Roster Entry Access Request Form [.pdf] The purpose of this form is to request access to, or remove access from, the PR01 - Payroll Roster Screens. 10/1/2012
PCI DSS A [.pdf] Payment Card Industry Data Security Standard (PCI DSS) Self-Assessment Questionnaire A 10/1/2012
PCI DSS B [.pdf] Payment Card Industry Data Security Standard (PCI DSS) Self-Assessment Questionnaire B 10/1/2012
PCI DSS C [.pdf] Payment Card Industry Data Security Standard (PCI DSS) Self-Assessment Questionnaire C 10/1/2012
Petty Cash Reimbursement Request [.pdf] The purpose of this form is for recording, reconciling, reporting, and requesting replenishment of petty cash funds (for amounts under $25 USD) 6/6/2013
Prior Year W-2 Form [.pdf]

Form to complete to request a prior year W-2.

10/1/2012
Purchase Order Terms & Conditions [.pdf] A copy of the university's purchase order terms and conditions as referenced on the purchase order. 7/15/2013
Purchasing Card - Personal Purchase Form [.pdf] Use this form when you need to report a personal purchase inadvertently made on a university purchasing card. 3/21/2013
Purchasing Card Request Form [.pdf] The purpose of this form is to add a new cardholder, change information regarding a cardholder, or delete a cardholder's account. 10/1/2012
Purchasing Checklist & Bid Summary Form/Guidelines [.pdf]

Checklist and Bid Summary Form is required for all Purchasing Card and Purchase Orders (POs) transactions of $5,000 or greater using university funds.

5/28/2014
Qatar Assignee State Withholding Adjustment Form [.pdf]

This form is to be completed by a US expatriate on a foreign assignment at the Carnegie Mellon University Qatar campus. This form will validate the appropriate state tax withholdings to be deducted from your paycheck.

10/1/2012
Qatar Campus International Travel Registration Form [.pdf] The purpose of this form is to provide pertinent information for International Finance, Risk Management, and Human Resources in order arrange travel to CMU-Q campus, obtain correct VISAs and to ensure insurance benefits / coverages are in effect for all university faculty, staff, and students traveling to the Qatar campus. 12/5/2012
Qatar Net Pay Split Currency Designation Form [.pdf] This form is to be used by CMU employees working in Qatar and being paid in US dollars to designate up to 50% of the employee's USD net pay be paid to the employee's Qatar bank account in Qatari Riyals. 12/17/2013
Real Estate Lease Approval Sheet [.pdf]

This Campus Design and Facility Development form is used to document and receive approval for new space leases.

10/1/2012
Request for Recharge or Auxiliary Organization [.pdf]

The purpose of this form is to change or request a new Recharge or Auxiliary Organization be added to the university's organizational hierarchy.

12/5/2012
Request for Oracle Currency This form must be completed to request the establishment for use of a new foreign currency that is not resident within Oracle. 6/18/2013
Request for Payment [.pdf] This form should only be used under the direction of Accounts Payable to authorize payments, such as student refunds, permits, etc. 10/4/2013
Request for Payroll Advance Form [.pdf] The purpose of this form is to request a payroll advance for 70% of gross pay to an employee who was not paid normally during the pay process. 7/8/2013
Request for Stale Dated Payroll Check Re-Issue Form [.pdf] This form is properly used when an individual is requesting a stale dated payroll check (over 6 months) to be re-issued. 10/1/2012
Request to Copy Supplier Site to New Ledger [.pdf] The purpose of this form is to request to copy a supplier site to a new ledger. 10/1/2012
Rwanda Assignee State Withholding Adjustment Form [.pdf] This form is to be completed by a US expatriate on a foreign assignment at the Carnegie Mellon University Rwanda campus. This form will validate the appropriate state tax withholdings to be deducted from your paycheck. 10/1/2012
Rwanda Net pay Split Currency Designation Form [.pdf] This form is to be used by CMU employees working in Rwanda and being paid in US dollars to designate up to 50% of the employee's USD net pay be paid to the employee's Rwanda bank account in USD. 11/11/2013
Sale of University Property Form [.pdf] The purpose of this form is to account for the sale of university owned property. 10/1/2012
Shared Use Agreement [.pdf] The purpose of this form is to document the agreement of sharing a capital asset when a similar capital asset is available for shared use. 10/1/2012
Special Service Payment Request for Current Employees (QAR or AUD) [.pdf]

This form is used to pay current Carnegie Mellon employees who are paid in Qatar Riyals (QAR) or Australian Dollars (AUD) under specific situations only. These situations include: 1) exempt employees for additional one-time or short-term services lasting less than 4 months, 2) executive education participation by faculty and exempt staff, 3) non-exempt employees and students for awards only.

3/18/2013
Special Service Payment Request for Current Employees (USD) [.pdf]

This form is used to pay current Carnegie Mellon employees who are paid in US dollars (USD) under specific situations only. These situations include: 1) exempt employees for additional one-time or short-term services lasting less than 4 months, 2) executive education participation by faculty and exempt staff, 3) non-exempt employees and students for awards only.

7/17/2013
Special Services Payment Decision Tree [.pdf]

Provides a mechanism for determining when to complete a special services payment.

7/17/2013
Special Services Payment Guidelines [.pdf]

Guidelines for completing a special services payment.

7/17/2013
Supplier Information Package - US [.pdf]

The following is a complete supplier package including the supplier information form and instructions for completion. (open using Internet Explorer only)

6/4/2014
Supplier Conflict of Interest and Compliance Certification Form [.pdf]

The certification is required for suppliers providing certain services.

11/27/2012
Supplier Information Form - International [.pdf]

This form is to be used to provide information on a new International supplier or update an existing profile of an International supplier.

12/4/2013
Supplier Information Form - US [.pdf]

This form is to be used to provide information on a new US supplier or update an existing profile of an US supplier.

6/4/2014
Timesheet Partial Hours Conversion [.pdf]

Provides a breakdown for converting partial hours for purposes of completing a timesheet.

10/1/2012
Transportation Ticket Request Form [.pdf] To initiate the purchase of airline tickets for approved CMU business travel. If purchasing a ticket using a preferred travel agency, the travel agency will bill the university directly for the cost of your tickets. 10/1/2012
Travel Advance Request Form [.pdf] Use this form for employees to obtain a travel advance for authorized university related business travel expenses. 10/1/2012
W-4 (2014) [.pdf]

Complete Form W-4 so that your employer can withhold the correct federal income tax from your pay.

1/10/2014
Wire Transfer Request Form [.pdf] The purpose of this form is to request an outgoing wire transfer to be processed. 2/27/2014