Contract and Agreement Routing (CAR) Form
To expedite processing please refer to CAR Form Instructions before completing .
Step 1: The person arranging the contract/agreement must complete all fields.
Do not attach a Purchase Requisition.
Date: _________ Requestor:________________________Ext:_____ Dept: _____________Email:_________@stmarys-ca.edu
Name of Vendor performing service: _______________________________________________________________________
Name of Payee if different than Vendor: (Payee must match W-9) _______________________________________________
W9 on file? ___ Yes ___ No. If No, please attach.
Is vendor non-California resident? Yes ___ No ___
If Yes, see CAR Form Instructions for required CA tax forms.
I have reviewed the Worksheet on Worker Status. Yes ___ No ___ If No, please explain why not on back.
Estimated total dollar amount to be paid over entire length of contract. $ _____________
GL Code: ________________________________ $__________ GL Code: ______________________________ $__________
Authorized approvals for above funding source and dollar amount. Refer to CAR Instructions for more info.
Printed Name:____________________________________Signature:___________________________________________
Printed Name:____________________________________Signature:___________________________________________
Step 2: Identify type of service, when will be performed and payment requirements.
Note all agreements require proof of insurance. See CAR Form Instructions for more information.
Speaker/Performer/Artist _____ Consulting _____ Food Service/Catering* _____ Transportation _____ Other _____
Space Rental _____ Equipment Rental _____ Hotel _____ Agreement renewal (attach prior year agreement) _____
*Catering service on campus must attach signed Food Liability Waiver, Food Handling Guidelines and proof of insurance.
*Catering service off campus must attach Food Handling Guidelines form and proof of insurance.
Insurance Certificate Attached? ___Yes ___No If No, please explain: _____________________________________________
Services will begin on: _____________________; Services to be completed on: ____________________________
Deposit Amount: $____________ Due by: _________Final Payment Amount: $______________Due by:____________
Multiple billings: ____Yes ____No
Payment Method: Entire contract amount must be paid by one method (either all by check or all by P card).
____ Check request or Invoice will be submitted to Accounts Payable when payment is due
____ Payment is due now, please go ahead and process payment. I have attached the payment request.
____ Requesting to put on my P card (Please note CAR # in comments at sign off.)
Upon completion of Steps 1 and 2, attach CAR form to all pages of contract/agreement that is signed by your vendor and turn
into Purchasing. Note: The VP for Finance is the authorized signer for the College.
Step 3: To be completed by the Business Office.
Advertising/Promotion
Vice President for Communications
Technology
Chief Technology Officer
Funding Approval:
Controller: ______ Accounting Mgr: ______
Administrative Services
______Insurance Certificate Attached
______Food Waiver Liability Form
______Food Handling Guidelines
______Prior Year Renewal Reviewed
General Counsel
Vendor provided agreements
Peter Michell
Agreements for Corporations
Jeanne DeMatteo
Agreements for Individual/Sole Proprietors
FOR PURCHASING DEPT ONLY:
PO ________________
Vendor ________________
Received ________________
Scanned ________________
W9 to AP ____
Payment Request to AP ____
CAR# ________________
R 3/16