Carnegie Mellon University

Forms by Date

Form Name Description Updated

Foreign Assignee State
Withholding Adjustment Form
(Pennsylvania Only) [.pdf]

This form is to be completed by a US expatriate on a foreign assignment at a Carnegie Mellon University campus. This form will validate the appropriate state tax withholdings to be deducted from your paycheck. You should seek advice from your tax consultant and ensure your address in Workday correctly reflects your tax residency before you complete this form. 11/26/2019

Activity Pay and One-Time Payment Form [.pdf]

The purpose of this form is to request an activity pay or one-time payment to be initiated through the HR Service Center. 11/26/2019

Non-Employee Expense Report

(authorization required to be a preparer) 

**Access to ECM form functionality as a preparer is granted via ALG member requests to the Business Systems Help Desk at ER-Help@andrew.cmu.edu** Use this form to request reimbursement of travel or non-travel business expenses incurred on behalf of the university. 11/25/2019
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. 11/05/2019
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). 11/04/2019
Missing Receipt Form [.pdf] The purpose of this form is to report a missing receipt that is required to be provided according to the university's Business and Travel Expense Policy and Purchasing Policy. Do not use this form if you can obtain a duplicate receipt from the merchant/supplier. 9/17/2019
Under-Recovered Overhead
Exception Request [.pdf]
This form should be used to request an exception to the under-recovered overhead process. 8/28/2019
Accounts Payable Domestic Supplier Form [.pdf] This form is to be used to provide information on a new U.S. supplier or update an existing profile of a U.S. supplier. 8/27/2019
Accounts Payable Domestic Supplier Package [.pdf] The following is a complete supplier package including the supplier information form and instructions for completion (open using Internet Explorer only). 8/27/2019
Accounts Payable International Supplier Form [.pdf] This form is to be used to provide information on a new International supplier or update an existing profile of an International supplier. 8/27/2019
Accounts Payable Non-Qualified Scholarship Payment Form [.pdf] The purpose of this form is to process the payment of non-qualified scholarship or fellowship to a student. 8/27/2019
Honorarium Payment Form [.docx] Use only once the Honorarium Payment Form is submitted to request payment. 8/26/19
Unclaimed Receipt and Incoming Payment Notification Form [.pdf] This form is to be used by departments to claim funds held on the Unidentified Receipts Report or to
notify Treasury of any anticipated incoming funds to ensure timely and accurate application of the funds.
7/8/2019
Donation Routing Form [.pdf] This form is for internal department use only and can be used for all donations. 6/18/2019

Honorarium Agreement/Supplier Information Form [.pdf]

The purpose of this form is to document the intent to provide a gratuitous payment of money to an individual as a show of appreciation for their participation in a usual academic activity for which no fee is legally required and/or to establish the individual as a supplier (as applicable).  6/7/2019

Payroll Distribution Adjustment Form - Landscape [.xls]

The purpose of this form is to correct payroll salary costs charged to an incorrect account string. 5/15/2019

Administrative Fee Exception Request Form [.pdf]

The purpose of this form is to request an Administrative Fee exception. 5/2/2019

Financial Service Receipt [.xls]

The purpose of this form is to provide information for all deposits via cash, check, or credit card. The FSR form must accompany cash deposits, check deposits or credit card settlements. 4/29/2019
Accounts Payable Copy Site Form [.pdf] The purpose of this form is to submit a request to copy a supplier site to a new ledger. 4/26/2019
Accounts Payable Deposit Form [.pdf] The purpose of this form is to deposit a check, money order, or cash back to a payment processed by Accounts Payable (AP). 4/26/2019
Accounts Payable Employee Expense Direct Deposit Form [.pdf] The purpose of this form is to set up bank account information for direct deposit of employee expense reimbursements. This form is not for
payroll deposits.
4/26/2019
Accounts Payable Human Subject Participant/Principal Investigator Form [.pdf] The purpose of this form is to obtain funds to issue human subject cash payments or to pay a human subject directly. 4/26/2019
Accounts Payable Non-Employee Gift Form [.pdf] The purpose of this form is to report a non-cash gift greater than $75 USD and any cash gift, including gift certificates/cards (regardless of the dollar amount) for a non-employee, which are subject to tax reporting.  4/26/2019
Accounts Payable Non-Employee Prize Award Form [.pdf] The purpose of this form is to report a prize/award for a non-employee. 4/26/2019
Accounts Payable Non-Qualified Scholarship In Kind Form [.pdf] The purpose of this form is to report an in kind non-qualified scholarship or fellowship that was provided to a student. 4/26/2019
Accounts Payable Petty Cash Payment Form [.pdf] The purpose of this form is to record, reconcile, report, and/or request replenishment of petty cash funds (for amounts under $25 USD) 4/26/2019
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. 4/26/2019
Accounts Payable Request for Payment/Refund Form [.pdf]

The purpose of this form is to:

  • Authorize payments, such as payments to the Department of Homeland Security for security checks,
    tax payments, and city and/or county permits.
  • Authorize payments to reimburse individuals for funds that were paid to the university.
4/26/2019
Accounts Payable Supplier 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. 4/26/2019
Accounts Payable Travel Advance Payment Form [.pdf] The purpose of this form is to obtain a travel advance for authorized university related business travel expenses for employees. 4/26/2019
Wire Transfer Request Form [.pdf] The purpose of this form is to request an outgoing wire transfer. 4/26/2019
Employee Cardholder Agreement via Online Forms System All cardholders are required to sign the Employee Cardholder Agreement, which states that you understand the obligations outlined in the form and those set forth in the university's purchasing policies, and that you agree to comply with these obligations when using the university card. 1/14/2019
Card Exception/Limit Change Request Form via Online Forms System The purpose of this form is to request an exception to university card policy. 1/4/2019
Card Request Form via Online Forms System The purpose of this form is to request a new university card, change information on an existing card, or close an existing card. 1/4/2019

Purchasing Checklist and Bid Summary Form [.pdf]

To comply with University Purchasing Policy and Federal Acquisition Regulation (FAR), completion of this form is required for all Purchasing Card and Purchase Order (PO) transactions between $3,001 and $149,999 USD with a non-preferred supplier. All purchases $150,000 USD and above regardless of the source of funds or type of supplier utilized, require completion of this form. 11/21/2018
Accounts Receivable Redistribution [.pdf] The purpose of this form is to correct general ledger account strings on cash or check deposits. 10/26/2018
Invoice Requisition [.pdf] The purpose of this form is to invoice for non-sponsored and non-gift related activity. 10/26/2018
Off-Cycle Payment Request Form [.pdf] The purpose of this form is to request an off-cycle payment when an individual was not paid or was not paid correctly on the
regularly scheduled pay date.
10/26/2018
Retro Time Entry Request Form [.pdf] The purpose of this form is to request payment of hours for a non-exempt employee that have not already been paid for a period that occurred six months or more from the current pay period. This form is not to be used for time entry less than six months old, and is not intended to be an alternative to submitting time in Workday by the applicable posted deadlines. 10/26/2018
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 to 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. 10/15/2018
eCommerce Request Form [.pdf] This form must be completed and approved before accepting credit card payments via Cashnet eMarket. 10/12/2018
Travel Request Form [.pdf] The purpose of this form is to initiate the purchase of approved CMU business travel (formerly the Transportation Ticket Request form) 10/1/2018
Administrative Fee Divisional Cost Sharing [.pdf] The purpose of this form is to identify revenues or gifts where the division will be cost sharing the Administrative Fee.  Do not use this form for cost sharing of sponsored non-federal awards. 9/26/2018
International InterCompany 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. 8/31/2018
International Mailing & Shipping Checklist [.pdf] The purpose of this form is to assist CMU-Qatar employees with internationally transporting business and personal items to Qatar.  8/31/2018
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. 8/31/2018
Foreign National Information System (FNIS) Access Request [.pdf] The purpose of this form is to request access to the FNIS to complete the required treaty and immigration information online. 8/31/2018
Foreign Source Income Form [.pdf] The purpose of this form is to report payments made (either through the CMUWorks Service Center or Accounts Payable) to foreign nationals providing services outside of the United States. 8/31/2018
Sale of University Property Form [.pdf] The purpose of this form is to account for the sale of university owned property. 8/31/2018
Feeder Cost Transfer Form [.pdf] The purpose of this form is to correct accounts on feeder transactions. 8/31/2018
Buyer Actions Matrix & Guide [.pdf] Describes buyer actions based on the type of funding, supplier, and dollar amount. 8/27/2018
Authorization for Off-Campus Use of Movable Assets [.pdf] The purpose of this form is to report a capital asset which is the property of Carnegie Mellon but used in a location not owned or leased by
Carnegie Mellon.
8/1/2018
Disposition of Movable Assets Form [.pdf] The purpose of this form is to report and approve assets that are to be disposed. 8/1/2018
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. 8/1/2018
Equipment Transfer Request [.pdf] The purpose of this form is to report and approve assets that are to be transferred to another institution. 8/1/2018
Non-CMU Use of Movable Equipment/Furniture [.pdf] The purpose of this form is to report movable equipment or furniture being used in a room owned or leased by Carnegie Mellon but is the property of the owner noted on the form. 8/1/2018
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. 8/1/2018
Credit Memo Request Form [.pdf] The purpose of this form is to remove or reverse non-sponsored and non-gift related accounts receivable and revenue amounts previously invoiced. 8/1/2018
Location Request Form [.pdf] The purpose of this form is to request the creation, disabling, or adjustment of a location for purchase order shipments. 8/1/2018
Agency Funding Sources Request Form [.pdf] The purpose of this form is to request a new agency funding source. 8/1/2018
Entity Request/Change Form [.pdf] The purpose of this form is to change or request a new Entity for the Oracle Chart of Accounts. 8/1/2018
Function Request/Change Form [.pdf] The purpose of this form is to change or request a new Function for the Oracle Chart of Accounts. 8/1/2018
Internal Award Form [.pdf] The purpose of this form is to request a new internal award or change an existing award. 8/1/2018

Purchase Order Terms & Conditions [.pdf]

A copy of the university's purchase order terms and conditions as referenced on the purchase order. 7/18/2018
Human Subjects Reconciliation Form [.pdf] The purpose of this form is to properly account for funds relating to the disbursements of human subject payments. 6/11/2018
W-2/1042-S Replacement Request Form [.pdf] Use this form to request a replacement Form W-2 or Form 1042-S. 5/21/2018
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. 8/28/2017
Supplier Conflict of Interest and Compliance Certification Form [.pdf] The certification is required for suppliers providing certain services. 3/3/2017
Object Code Request Form via Online Forms System The purpose of this form is to change or request a new Object Code for the Oracle Chart of Accounts. 1/23/2017

Organization Request Form via Online Forms System

The purpose of this form is to change or request a new Organization for the Oracle Chart of Accounts.

1/23/2017

Communication Allowance Request Form [.pdf]

The purpose of this form is to request a communication allowance for a domestic employee who has a business need for this
allowance.

10/27/2016

Employee/Former Employee Request
Form for Verification of Employment [.pdf]

This form is required for current or former CMU employees to request a letter verifying their employment at CMU.

5/26/2016

Excel4Apps Access Request Form via Online Forms System

Use this form to add or transfer Excel4Apps access. 3/14/2016

Change Default Expense Report String Form via Online Forms System

Use this form to change a default string shown on expense report GL allocations. 3/14/2016

Core Access Request Form via Online Forms System

Use this form to add or remove Oracle and/or Financial Data Warehouse access. 3/14/2016

Delegate Access Request Form via Online Forms System

Use this form to add or remove Oracle delegate access. 3/14/2016

GL Approver Change Form via Online Forms System

Use this form to change the existing journal entry approver(s) for a preparer. 3/14/2016

GL Approval Request Form via Online Forms System

Use this form to change journal entry approval authority. 3/14/2016

PO Approval Access Request Form via Online Forms System

Use this form to change purchase order approval authority. 3/14/2016

Signing Limits Request Form via Online Forms System

Use this form to add or remove approval authority for Oracle expense reports. 3/14/2016
Independent Contractor Checklist [.pdf]

If you are considering hiring an Independent Contractor (IC), please complete the checklist to ensure that the potential hire is in
fact an IC and not an employee.

2/10/2016
Billing Inquiry [.pdf]

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

3/10/2015
USD 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.

2/13/2015
Qatar Employee Authorization for Direct Deposit in USD [.pdf]

This form must be completed to receive direct deposit of your pay. Please list all accounts to which you would like your pay distributed.

2/13/2015
Qatar Employee Authorization for Direct Deposit in QAR [.pdf]

This form must be completed to receive direct deposit of your pay. Please list all accounts to which you would like your pay distributed.

2/13/2015
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. 12/9/2014
Federal Funding Accountability and Transparency Act Information Form [.pdf] The purpose of this form is to collect information required to report in compliance with the Federal Funding Accountability and Transparency Act (FFATA) of 2006. 12/8/2014
Request for Oracle Currency [.pdf] 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
International Travel Registration Form - Non-Qatar Travel [.docx]

This form is used to gather information about individuals traveling for CMU business purposes. ITRF provides pertinent information for Risk Management and Human Resources regarding each traveler’s relationship with the university to ensure that insurance benefits and coverage are in place for faculty, staff, and students traveling abroad.

Updated by Human Resources
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
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

W-8-BEN [.pdf]

IRS Form See Form
W-8BEN-E [.pdf] IRS Form See Form
W-8-ECI [.pdf] IRS Form See Form
W-8-EXP [.pdf] IRS Form See Form
W-9 [.pdf] IRS Form See Form
1099-Misc Withholding Exemption Certificate [.pdf] Pennsylvania Department of Revenue Form REV-1832 See Form