Carla D. Jackson,Accounting Technician
Agreement for Services, Capital Outlay, Utilities,
813-253-7154
April L. Holmquist,Accounting Specialist
H-Z Invoices.
813-259-6519
INVO ICES
Demetric White,
Accounting Specialist
A-G Invoices.
813-253-7141
Michael R. Ermeling,Manager Financial
813-253-7123
Raquel C. Trapp,Accounting Technician
Carla D. Jackson,Accounting Technician
Demetric White,Accounting Specialist
April L. Holmquist,Accounting Specialist
813-259-6519
Accounts Payable
Invoices Original Invoice. Purchase Order Number. Payment authorization.
Accounts PayablePayment Package
Always verify there are funds available on your purchase order priorto ordering and prior to payment authorization.
Agreement for Services Contract signed and approved by the budget department, college attorney, college representative (SGA advisor, Dean, Campus President) and signing party to the contract.
Purchase Order Number. Payment memo, completion memo or pre-
payment memo (SGA only).
Agreement for Services Payment Package
Initiating Department Responsibility.http://www.hccfl.edu/dao/admin-and-finance/departments/purchasing/vendor-registration/vendor-forms.aspx
Legal Office Responsibility. Purchasing Department Responsibility. Accounts Payable Department
Responsibility.
Agreement for Service Contracts
Subscriptions.◦Order form or renewal notice .◦Check request signed by initiator in
prepayment section, supervisor’s signature.
Memberships.◦Renewal notice.◦Check request signed by initiator in
prepayment section, supervisor’s signature and College President signature.
Check Requests
Travel.◦Registration form, hotel confirmation,
rental car confirmation.◦Agenda.◦Travel form.
Refunds/Reimbursements.◦Supporting documentation showing
refund/reimbursement requested.◦Check request signed by initiator in
prepayment section, supervisor’s signature.
Check Requests Cont.
Please make sure the check request is submitted to budget at least 10 working days prior to the vendor needing the check. O
NLY
EXAM
PLE
Verify that your vendor is currently set up in the Datatel (Ellucian) system.
If the vendor is not in Datatel (Ellucian) or its information is wrong, you must contact Purchasing.
To add a vendor please provide them with the following link in our purchasing department web page. http://www.hccfl.edu/gwsc/admin-and-finance/departments/purchasing/vendor-registration.aspx
Vendors
$0.01 to $10,000.00 Must be approved by Directors, Deans, Managers, Other Supervisors
$10,000.01 to $25,000.00 Must be approved by Campus Presidents, Vice Presidents, Executive Directors
Over $25,000.00 Must be approved by the College President
Requisition Amounts
Small dollar purchasing (<$750)
Reduce the use of petty cash funds.
Reduce the number Po’s. Reduce check payments. Travel arrangements.
The HCC P- Card
General questions or comments concerning the P-Card should be directed to: Terry Fryman, P-Card Administrator at 7130
Prohibited PurchasesPurchase of the following items is specifically prohibited:•Alcoholic Beverages•Food Items (including Coffee and condiments)•Gratuities•Gifts•Office and Holiday decorations•Flowers•Pictures•Office Refrigerators•Microwaves•Plaques for office, birthday and retirement parties, staff meetings, etc.•Donations/Contributions•Expenses unrelated to official travel business such as sightseeing tours to museums, caves, theaters, amusement parks, nature trails, etc.•Greeting cards
Disbursement Department Job Responsibility
Raquel Trapp-Accounting Technician (813-253-7105)Process Out-of-District travel advances and reconciliationMaintain Travel LogApproving Air FaresProcess American Express
Carla Jackson- Accounting Technician (813-253-7154)Process All Agreement for Service contractsDaily Check run process Higher One/Credit card processProcess Athletic HousingProcess Sodexo invoicesProcess all Rent & Loan PaymentsSallie Mae/ Tuition ReimbursementsProcess All utilities(water/sewer, electric, telephone, cell phones, pagers, solid waste)Bookstore invoices, SGA invoicesProcess All Construction Invoices(Fund 7)Assist Raquel with travel advances
Demetric White- Accounting Specialist (813-253-7141)Process AP invoices for vendors(A-G)Process Office Max invoicesProcess Fleetcor(Fuelman)Process In-District travelFiling-checks, budget transfers, vouchersApril Holmquist- Accounting Specialist (813-259-6519)Process AP vouchers for vendors(H-Z)Sort mailFiling-checks, budget transfers, vouchersAlphabetize morning check run by 9am