Dr. Gwendolyn W. Stephenson District Administration Center
 

FREQUENTLY ASKED QUESTIONS


Scroll below for answers to common questions.

Q:

Now that I have my award how do I start the spending on my grant?

 
A:

We will assign you a budget department number. This number will identify your source of funds. Local, state and federal are classified by a separate two digit fund number. The 8 digit department number assigned to your grant will identify the grant by the functions as addressed by the state accounting manual. This will be your individual number. The final two digit number is your location; the campus where your grant is located.Your grant award budget will be reviewed with you and entered into the system. You are then officially ready to begin your grant.




Q:

Do I receive training on the Datatel system?

 
A:

You and any member of your staff will be trained on the Datatel system. You are responsible for the management of your budget through the timeline of your grant. Most grants will continue across the College fiscal year. Your understanding of the Datanel system is necessary to manage your grant.




Q:

Who files the reports?

 
A: The grant area files all the fiscal reports necessary for your grant. When a program report is necessary the grant program officer will be responsible. When both fiscal and program are required at the same time then we will prepare the financial report and send to you to file with the program report.



Q:

Can I transfer funds?

 
A:

This is dependent on the individual grant requirements. If you are allowed to transfer you will need to use the HCC transfer form located in public folders. If your grant requires a budget amendment to transder funds then we will work with you on the process. The information on a budget amendment will be included in your award information.




Q: Must I supply my Vendor with the Sales TAX exempt form?
 
A: Yes.



Q:

Must the Invoice(s) be sent to Accounts Payable?

 
A: Yes.  P.O. Box 31127, Tampa, FL 33631-31127 



Q:

Must the merchandise be shipped directly to the Warehouse?

 
A: Yes, unless Office Max or approved through Purchasing. 



Q:

Where can I get my check?

 
A: Either pick it up in AP (DAO #517), the campus or it can be mailed.  



Q:

Why didn’t you pay tax?

 
A: Because we are tax exempt and then I have to send them a copy. 



Q:

When reconciling travel, there are times that the person spends more than originally approved. Why the traveler can’t add and subtract, get it approved and then send to us?

 
A: Instead of me having to send it to their supervisor to see if ok to pay.  



Q:

Who do I contact to know if a check has been cashed?

 
A: Mary Beth Comas.



Q: Who can “accept” a PO?
 
A:

Kevin Minnifield in the Warehouse or Terry Fryman in Purchasing.