Carnegie Mellon University

Tools & Forms

Exceptions to the BTE Policy may be granted by the Designated Departmental Finance Representative (DDFR). To find your department DDFR, view the DDFR Listing [.pdf].

Required Forms

Missing Receipt Form [.pdf] - 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.

Expense - Duplicate Report [.pdf] - 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 [.pdf] - 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 [.pdf] - 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.

Travel Advance Form [.pdf] - Use this form to request a travel advance for authorized university related business travel expenses. This form is for employees only.

Non-Employee Expense Report Form
 - The electronic Enterprise Content Management (ECM) Non-Employee Expense Report form was rolled out university-wide on June 1, 2017 and must be used for all non-employee expense reports. The Excel form is no longer available as of July 17, 2017. For preparers to access the functionality of the electronic Non-Employee Expense Report form, ALG members must submit the name, email address and Andrew ID of each preparer to the CMUWorks Service Center ( Only the preparers, not approvers, for Non-Employee Expense Reports need to receive access. Only individuals authorized through the CMUWorks Service Center will have access to prepare the electronic Non-Employee Expense Report form. Preparers will be notified once their access has been granted and can then access the form through the Finance Division Forms page.

Business & Travel Expense Policy Exception Authorization Form [.pdf] - 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.

Optional Forms

Departmental Receipt Transmittal Form [.pdf] - This form may assist with arranging and gathering receipts for your expense report preparer.

Pre-Trip Reimbursement Tracker [.pdf] - Departments can use this form to track employee reimbursements being processed prior to completion of the trip.

Department Missing Receipt Form [.pdf] - Departments may choose to use this form for missing receipts on expenses that exceed a department or division mandated threshold. Please note that any missing receipts greater than $75 requires the Finance Division Missing Receipt Form [.pdf].

Business and Travel Expense Policy Summary

The Business and Travel Expense Policy Summary [.pdf] is meant to provide a quick reference guide to the key points of the policy. 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 and would be useful to print and take with you on a trip when leaving Carnegie Mellon University on business.