Carnegie Mellon University

COVID-19 Information

The Finance Division is committed to serve our customers and to fulfill our mission to provide university partners and stakeholders with the tools and resources needed to be well informed leaders and effective decision makers. 

The majority of Finance Division departments and services continue to operate normally during this time, but please note the following information and reminders regarding a few specific Finance Division procedures. The temporarily modified procedures, where applicable, remain in effect until further notice.

The Finance Division appreciates your patience and collaboration during this time and will continue to communicate developments related to Finance Division services as they occur and provide guidance to the CMU financial community as needed.  

Booking Approved Travel (Updated Aug. 9, 2021)

Resumption of Domestic Business Travel

Effective July 1, 2021, the university lifted the suspension of domestic business travel. Consistent with CDC guidance, CMU continues to advise low-risk travel behaviors for those traveling. University-sponsored domestic travel is still subject to unit-based approval for all CMU community members. International business travel remains suspended until further notice. Visit the CMU COVID-19 Travel Updates page for more information. 

New University Travel Supplier

As announced by Angela Blanton, the university executed an agreement with Corporate Travel Planners (CTP) to be the university’s new travel supplier with soft-launch agent service beginning on June 24, 2021. CMU travelers and travel arrangers are strongly encouraged to use CTP’s Concur online travel booking tool to leverage a variety of traveler and university benefits. Visit the CMU Travel Information website for more information about booking university business travel.

Employee Expense Reports (Updated April 26, 2021)

AP is continuing efforts to reduce the volume of check payments to employees and requests that employees complete the form below to receive their expense report reimbursement via direct deposit. Employees that submit expense reports should follow the guidance below. For questions, contact AP at ap-help@andrew.cmu.edu.

Finance Training (Updated Oct. 22, 2020)

All instructor-led training sessions will be conducted via Zoom web conferencing. Staff members should continue to register via FocusU, and a Zoom calendar invitation will be provided.

See the University Cards and Expense Report section on this page for more information related to card distribution.

Payroll (Updated Oct. 22, 2020)

Employees must elect to receive their pay via direct deposit or Wisely Pay Paycard. If you do not select direct deposit or a Wisely Pay Paycard you will receive a Wisely Pay Paycard to the address on file in Workday. For questions, contact the HR Service Center at hr-help@andrew.cmu.edu.

  • Direct Deposit: Direct deposit guarantees an employee’s net pay is deposited into their selected account(s) on the scheduled pay date. For step-by-step instructions on signing up for direct deposit, view the Add and Change Direct Deposit Elections Quick Guide [.pdf]. Note that this is a separate process from receiving direct deposit for expense reimbursements. 
  • Wisely Pay Paycard: Instead of a traditional bank account, an employees’ pay is deposited into a Wisely Pay Paycard account in which they can then store or spend their money using their paycard. This is not a credit card, no bank account is required and there is no credit check to enroll. To enroll, employees must ensure their home address is correct in Workday. For more information on how to make changes to personal information, including home address, visit the View and Update Your Personal Information in Workday page. 

Supplier Payments (Updated Oct. 22, 2020)

Due to Accounts Payable printing checks once per month, employees that work with suppliers paid via paper check should follow the guidance below to ensure that payments can be made electronically. For questions, contact AP at ap-help@andrew.cmu.edu.

For additional AP information, see the AP section on this page.

Accounts Payable (Updated Oct. 22, 2020)

Please contact AP at ap-help@andrew.cmu.edu with any questions.

COVID-19 Operating Expense Tracking (Updated on Aug. 16 2021)

The university must track ongoing COVID-19 related operating expenses for federal appropriations. The COVID-19 related operating expenses will also be included in external sponsor reporting, internal management reporting and the footnotes of the university’s Fiscal Year 2021 (FY21) and Fiscal Year 2022 (FY22) financial statements. These expenses may include, but are not limited to, costs of ramping down/up research or classroom activity, personal protective equipment (PPE), nonrefundable event costs and travel charges and may be sponsored and/or non-sponsored. 

To facilitate university-wide tracking, departments should submit their COVID-19 related non-personnel expenses as outlined below.

  • GL transactions:  Use the newly created “C19” activity code for any non-personnel COVID-19 related expenses.
  • GM transactions: A new task service type “COVID” has been created for COVID-19 related non-personnel expenses that replaces the usual task service type of “unspecified”.  Departments will need to take one of the following actions to use this new task service type: 
    • Create a new task called “COVID” and link this task to the newly created task service type “COVID” OR; 
    • If your department has already established a new task(s) to track COVID-19 related expenses, link your new task to the “COVID” task service type.   

COVID-19 related expenses incurred that do not utilize the “C19” GL activity code or “COVID” GM task service type will need to be corrected via an Accounts Payable Redistribution Form [.pdf]. Corrections cannot be made via GL Journal Entry to ensure sufficient documentation for federal and other required reporting.

Personnel charges related to students without remote work and the costs associated with the newly created emergency leave will continue to be tracked by the Office of Human Resources.  Furthermore, this information is not intended as guidance regarding the handling of such personnel charges not included above or for expenses associated with federal relief funding. 

In addition, when reviewing related COVID-19 expenses, please consider the following:

  • Emergency Operation Center costs
  • Messaging and outreach costs
  • Training costs specific to declared event
  • Disinfection and cleaning of university above and beyond typical costs
  • Emergency medical facility services and supplies (e.g., Student Health Services)
  • Conversion of dorms for medical use
  • Enhancing campus security and law enforcement
  • Costs associated with housing foreign students that cannot go home
  • Animals research area costs to separate animals and related additional costs
  • Purchases of personal protective equipment
  • Construction costs related to change orders for COVID-19 work site compliance
  • Costs of overtime hours paid to permanent, budgeted employees performing emergency work as well as both straight time and overtime hours paid to unbudgeted employees performing emergency work

It is each unit’s responsibility to maintain supporting documentation for how costs relate to COVID-19, which may be requested.

Please direct any questions to COVID19finance@andrew.cmu.edu.

Cash Operations (Updated Aug. 16, 2021)

Effective immediately, the Cash Operations Office Drop Slot is now available for your convenience. If you are working on campus, we strongly encourage you to utilize the drop slot for your non-cash deposits. All currency and coin deposits must be verified by Cash Operations personnel during the stated hours of operation.

Beginning in September 2021, Cash Operations, located in Warner Hall A-level, will be open to accept all types of deposits and provide in-person services. See below details below:

Cash Operations - Hours of Operation

Monday: 9 a.m. – 12 p.m. and 1 – 3 p.m.

Thursday: 9 a.m. – 12 p.m. and 1 – 3 p.m.

If you are working remotely, please continue to mail your deposits to the assigned lockbox.

Donations or Gift Deposits

Mail corresponding checks or other negotiable instruments to the following address for deposit:

Accounts Payable Deposits

Credit Card Settlements

Continue to prepare Financial Services Receipts (FSRs) [.xls] for credit card settlements during this time and submit to fsummers@andrew.cmu.edu and treasury-receipts@andrew.cmu.edu

Your patience during this time is appreciated. For questions or feedback, please contact Judy Cvejkus, manager, Cash Operations, at jc00@andrew.cmu.edu







University Cards and Expense Reports (ERs) (Updated May 1, 2020)

  • Card Distribution: Card distribution resumed as of May 1, 2020.  Details on card distribution can be found on the Finance Division news page.
  • Card Transaction Verifications: Card transaction verification is still required within 30 days.
  • Expense Report (ER) Submissions: ERs should still be submitted within the recommended 30 days and are taxable after 90 days.
  • Pcard and ER Receipts: Receipts for transactions $75 and greater should continue to be submitted electronically. Contact the supplier to obtain an electronic copy of any receipts that you may not have access to. If unable to obtain an electronic copy, complete a Missing Receipt Form [.pdf].

Accounts Receivables (Updated Sept. 30, 2021)

All payments to CMU that are received from external sponsors should be sent to a lockbox or wired directly to the university. AR includes these payment options on the invoices and is also reaching out to sponsors with this request. Please request that sponsors pay by wire or send checks to one of the lockbox addresses below to facilitate timely payment and application to university accounts. For questions, contact AR at univar@andrew.cmu.edu.   

If a sponsor would prefer to wire the funds, please advise them of the following details:

  • Bank of New York Mellon (BNY Mellon)
    500 Ross Street
    Pittsburgh, PA 15262
    Account Number: 1979003
    ABA Number: 043000261
    Swift Code: IRVTUS3N

If a sponsor plans to mail a check, please advise them to use one of the following lockbox addresses:

  • Sponsored Projects Accounting
    Carnegie Mellon University
    PO Box 371032
    Pittsburgh, PA 15250-7032
  • Other AR Lockbox
    Carnegie Mellon University
    P.O. Box 360456   
    Pittsburgh, PA 15251-6456

Business Systems Help Desk (Updated March 18, 2020)

Finance Forms (Updated March 18, 2020)

Electronic signatures will be accepted for any Finance forms that are not specifically addressed on this page. Please ensure that if approval/signature is being done via email, the email approval clearly provides information and/or references the specific form that is being approved and that this information is attached to the form that needs to be processed.