Navigating Carnegie Mellon Finance Forms

Carnegie Mellon University (CMU) has a comprehensive suite of finance forms designed to manage various financial transactions efficiently. Understanding these forms is crucial for students, faculty, staff, and even external partners engaged in financial activities with the university. This guide provides an overview of some commonly used finance forms and their purpose.

Common Finance Forms

• Expense Reimbursement Request (ERR)

  The ERR is one of the most frequently used forms. It allows individuals to request reimbursement for legitimate business expenses incurred while conducting university-related activities. These expenses might include travel, conference fees, meals, or supplies. Typically, supporting documentation like receipts is mandatory. The form requires details such as the purpose of the expense, date incurred, amount, and relevant account codes.

• Payment Request Form

  This form is used to request payments to vendors or individuals who are not CMU employees. This could be for services rendered, goods purchased, or honorariums. The form requires vendor information, invoice details, the purpose of the payment, and appropriate account coding. Depending on the payment type and amount, additional documentation like a W-9 form might be needed.

• Petty Cash Reimbursement Form

  When petty cash is used for small, incidental expenses, this form facilitates the reimbursement of the petty cash fund. Each expense needs to be documented with a receipt and explanation. The form ensures that the petty cash fund is replenished to its original level.

• Journal Entry Form

  Journal entries are used to correct errors, transfer funds between accounts, or record accounting adjustments that are not processed through other standard forms. This form requires a detailed explanation of the journal entry, the debit and credit accounts involved, and the justification for the adjustment. It usually needs approval from authorized personnel.

• Purchase Requisition

  Before making a purchase, especially for larger amounts or specific items, a purchase requisition might be required. This form initiates the procurement process. It outlines the items needed, their quantity, vendor information, and the budget account to be charged. After approval, the requisition converts into a purchase order.

• Budget Transfer Request

  When funds need to be moved between different budget accounts within the university, a budget transfer request is used. This form requires a clear explanation of the reason for the transfer and approval from the relevant budget managers.

Accessing and Submitting Forms

Most CMU finance forms are available online, often through the university’s financial portal or a designated online form repository. Submissions are typically electronic, routed through an approval workflow system. It’s essential to familiarize yourself with the specific submission process for each form, as it may vary.

Importance of Accuracy

Accuracy is paramount when completing finance forms. Errors or incomplete information can lead to delays in processing, incorrect accounting records, or even non-compliance with university policies. Double-check all information before submitting a form and ensure that all required documentation is attached.

Seeking Assistance

If you are unsure about which form to use or how to complete it, consult your department’s administrative staff or contact the CMU Finance Service Center. They can provide guidance and clarification on financial policies and procedures.