Forms & Processes

Requests for payment from CARA accounts must be submitted using the CARA check reimbursement form or the travel expense report (see process below).

The form must include:

• Date
• To whom the check should be written and address if check is being mailed
• Total amount being requested
• CARA account number
• Detailed description of what the expense is for
• Contact for questions
• Approval signature of person responsible for the account along with printed name, title, and department or name of student organization if applicable
• Vendor invoice or all receipts that include date and detail of what was purchased and payment confirmation
• Distribution of payment (check one of the four boxes)

Email the above to CARAap@sdsmt.edu. Checks are cut weekly on Wednesdays. If the check request form is complete and all necessary documentation is submitted, requests received by noon on Friday will be paid the following Wednesday. Holidays may delay the check process.

Checks will be distributed as noted at the bottom of the check request form.

• Mail to Payee – check will be mailed the Wednesday payment is processed
• Campus Mail to Department or Student Mailbox – available after 12 noon the Wednesday payment is processed
• Hold for Pick Up – available at the CARA office after 12 noon on the Wednesday the check is processed or any time between 7:30 a.m. – 4:30 p.m. Monday through Friday during the academic year, or between 7:30 a.m. – 4 p.m. Monday through Friday during the summer months.

The travel expense report form should be used in place of the check request form for any travel-related expenses. Please make sure this form is thoroughly completed and that detailed receipts are provided. In addition to the person providing the approval for the reimbursement, the person to be reimbursed must sign the form. Be sure to include the CARA account number(s) to be charged (bottom left) and how the payment should be distributed (bottom right).

When using funds held at CARA, purchase orders are only needed if the vendor you are working with will not allow you to order the item(s) before invoicing without a purchase order.

NOTE:  When ordering from Simpsons Printing, a purchase order is always needed and must be ordered under Customer ID 005711.

• Use the Electronic Purchase Order Request Form
• Fill out the areas highlighted in yellow along with the quantity, item number, description, and unit price
• Note the person approving the purchase order request at the bottom left of the form
• Email the Excel version of the purchase order to Nicole.Haltiner@sdsmt.edu

Please allow one full business day for purchase order processing. Once you receive the processed purchase order from CARA, submit it to your vendor. CARA does not order the merchandise.

Once you receive the item(s) you ordered, submit the invoice with a completed check request form following the check request process described above.