Hillsborough Community College

WELCOME TO

ACCOUNTS PAYABLE

Carla D. Jackson,Accounting Technician

Agreement for Services, Capital Outlay, Utilities,

Sodexo.cjackson@hccfl.edu

813-253-7154

April L. Holmquist,Accounting Specialist

H-Z Invoices.

aholmquist@hccfl.edu

813-259-6519

INVO ICES

Demetric White,

Accounting Specialist

A-G Invoices.

dwhite1@hccfl.edu

813-253-7141

Michael R. Ermeling,Manager Financial

Servicesmermeling@hccfl.edu

813-253-7123

Raquel C. Trapp,Accounting Technician

rtrapp@hccfl.edu813-253-7105

Carla D. Jackson,Accounting Technician

cjackson@hccfl.edu813-253-7154

Demetric White,Accounting Specialist

dwhite1@hccfl.edu813-253-7141

April L. Holmquist,Accounting Specialist

aholmquist@hccfl.edu

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.

ALL GOODS SHOULD BE DELIVERED TO THE WAREHOUSE

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

http://www.hccfl.edu/gwsc/admin-and-finance/departments/finance/departments/accounts-payable/forms.aspx

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

Prohibited Purchases

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

QUESTIONS

Thank you for joining us in Accounts Payable.