Hillsborough Community College WELCOME TO ACCOUNTS PAYABLE

Carla D. Jackson, Accounting Technician Agreement for Services, Capital Outlay, Utilities, Sodexo April L. Holmquist, Accounting Specialist H-Z Invoices. du I N V O I C E S Demetric White, Accounting Specialist A-G Invoices. u

Michael R. Ermeling, Manager Financial Services Raquel C. Trapp, Accounting Technician Carla D. Jackson, Accounting Technician Demetric White, Accounting Specialist April L. Holmquist, Accounting Specialist Accounts Payable

Invoices  Original Invoice.  Purchase Order Number.  Payment authorization. Always verify there are funds available on your purchase order prior to 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).

 Initiating Department Responsibility. finance/departments/purchasing/vendor- registration/vendor-forms.aspx finance/departments/purchasing/vendor- registration/vendor-forms.aspx  Legal Office Responsibility.  Purchasing Department Responsibility.  Accounts Payable Department Responsibility.

 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.

 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.

Please make sure the check request is submitted to budget at least 10 working days prior to the vendor needing the check.

 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. finance/departments/purchasing/vendor- registration.aspx finance/departments/purchasing/vendor- registration.aspx Vendors

 $0.01 to $10, Must be approved by Directors, Deans, Managers, Other Supervisors  $10, to $25, Must be approved by Campus Presidents, Vice Presidents, Executive Directors  Over $25, Must be approved by the College President

 Small dollar purchasing (<$750)  Reduce the use of petty cash funds.  Reduce the number Po’s.  Reduce check payments.  Travel arrangements. General questions or comments concerning the P-Card should be directed to: Terry Fryman, P-Card Administrator at 7130

Prohibited Purchases Purchase 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 ( ) Process Out-of-District travel advances and reconciliation Maintain Travel Log Approving Air Fares Process American Express Carla Jackson- Accounting Technician ( ) Process All Agreement for Service contracts Daily Check run process Higher One/Credit card process Process Athletic Housing Process Sodexo invoices Process all Rent & Loan Payments Sallie Mae/ Tuition Reimbursements Process All utilities(water/sewer, electric, telephone, cell phones, pagers, solid waste) Bookstore invoices, SGA invoices Process All Construction Invoices(Fund 7) Assist Raquel with travel advances Demetric White- Accounting Specialist ( ) Process AP invoices for vendors(A-G) Process Office Max invoices Process Fleetcor(Fuelman) Process In-District travel Filing-checks, budget transfers, vouchers April Holmquist- Accounting Specialist ( ) Process AP vouchers for vendors(H-Z) Sort mail Filing-checks, budget transfers, vouchers Alphabetize morning check run by 9am

QUESTIONS

Thank you for joining us in Accounts Payable.