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Frequently Asked Questions

 

  Frequently Asked Questions  

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Comptroller

All · Accounts Payables · Payroll · Purchasing Card · Subagreements · Travel

Accounts Payables


1. Is there a way to get my payment history?
    Yes, the Department of Financial Services has a website which contains statewide payment history for vendors and employees. The address is http://flair.dbf.state.fl.us


2. If we need office supplies and I pay for them with my own money, how can I get reimbursed?
    Complete form C-676-B Reimbursement Voucher for Non-Travel Related Expenses and submit the approved form to the Budget officer.

Payroll


1. How can I view my paycheck?
    Click on the Employees link on the FLAIR website located at http://flair.dbf.state.fl.us


2. When are the OPS timesheets due?
    OPS Timesheets are due into the People First system on the 15th of each month (day after the pay period ends) OPS timesheets completed and submitted correctly are paid on the last day of each month.

Purchasing Card


1. Who can have a Pcard?
    Those individuals that management (bureau chief or higher) determined has travel or purchasing requirements assigned to their position. The purchasing card program is voluntary participation in the Department of Education.


2. How do I obtain a Pcard?
    Contact the Purchasing Card Administrator, located in the Office of the Comptroller, room 944J via email at Donna.Robertson@fldoe.org or by phone at (850) 245-9160, to obtain a cardholder profile to be completed with your program area bureau chief or higher.

Subagreements


1. Do the subagreement rules apply to all Funds (i.e., General and Federal Funds)?
    Yes. Consistency in treatment of costs is required.


2. If an LEA hires a company (as opposed to an individual) to perform speech pathology services, is the contract considered a subagreement?
    No. This is a professional service providing an auxiliary expertise normally provided in house and is considered an operational contract. The costs would not be treated as a subagreement and are not subject to the “exclusion of amounts over $25,000.”


3. If an LEA has several students who are court ordered to facilities full-time, are the contracts with these facilities considered subagreements?
    Yes. The contracts would be treated as subagreements and the exclusion of amounts over $25,000 applies.


4. Are School Resource Officers contracts considered subagreements?
    If this is a professional service providing an auxiliary expertise normally provided in house, it is considered an operational contract. The costs would not be treated as in a subagreement and are not subject to the “exclusion of amounts over $25,000.”


5. Would a contract with a School Nurse who has nothing to do with the instruction of the students, but provides medication in order for them to function in the classroom, be considered a subagreement?
    No. This is a professional service providing an auxiliary expertise normally provided in house and is considered an operational contract. The costs would not be treated as in a subagreement and are not subject to the “exclusion of amounts over $25,000.”


6. An LEA receives a state funded grant award for the Boys and Girls Mentoring Services in the amount of $66,405. This is a pass-through expense. The LEA pays the Boys and Girls Club the full amount to take care of the children. Does this qualify as a subagreement?
    Yes. This should be treated as a subagreement and the exclusion of amounts over $25,000 applies.


7. An LEA received a state funded grant (School Safety/Emergency Preparedness Emergency Notification Service) that pays for $20,126.02 of this $62,866.80 expense. Does this qualify as a subagreement?
    No.


8. An LEA has a Consortium that is composed of several school districts. The Consortium writes joint grants for the districts. The districts bill the Consortium and the Fiscal Agent (a designated school district) issues each district a check that is recorded as an “Other Purchased Services” expense to the grant. Would these expenses be considered to fall under a subagreement?
    No.


9. An LEA contracted with a food service management company in 2007-08. Direct costs (food and supplies) are paid through the company. The contract is a fixed price contract with a guarantee. If the LEA operates within the contract amount, it earns a general and administrative fee. In 2007-08 the company exceeded the contract amount and the District was refunded the general and administrative fees. Is this type of contract considered a subagreement?
    Yes. However, the costs for food and supplies are excluded from the base for calculation of the indirect cost rate.


10. An LEA hires consultants to present workshops or training for teachers to help them in special areas. This is directly linked to student instruction. Would this constitute a subagreement, even though the consultants themselves do not directly interact with students?
    If this is an extension of a grant activity or other direct activity and is intended to assist in carrying out a programmatic effort, then the exclusion applies. If this is a service normally provided in house by LEAs, then it is considered an operational contract. The costs would not be treated as in a subagreement and are not subject to the “exclusion of amounts over $25,000.” If this is a consultant type vehicle and not a subcontract or subgrant award, then the exclusion does not apply.


11. If an LEA contracts with a Boys and Girls Club to provide after-school tutoring assistance to at-risk children, would this be considered a subagreement?
    Yes.


12. If an LEA contracts out for assistance in providing services to homeless students, and the LEA contributes to the community coordination and staffing, would this be considered a subagreement?
    Yes.


13. If an LEA contracts with a software vendor to provide technical support and enhancement of existing Business Software, would this be considered a subagreement?
    No. If this cost is for organization-wide support, then it is an indirect cost.

Travel


1. How do I find map mileage?
    The map mileage website address is http://www3.dot.state.fl.us/mileage/default.asp


2. Where can I find the travel forms for Department of Education?
    On the Forms page of the Comptroller's website.