Business Community

Hillsborough County’s Small Business Information Center can provide businesses with information on how to prepare for a disaster and will have the latest information on recovery assistance available from various government entities. The Small Business Information Center is also hosting several disaster preparedness workshops throughout the season and the county. See this section’s Events for more information.

Businesses should have their “Go Box” ready to go in case of an emergency. The “Go Box” should contain copies of important information, documents and supplies essential for your business to recover quickly as well as documentation needed for insurance and various loans in the aftermath of a disaster. This information should be stored in a fireproof/waterproof container in an alternate location. Although the following items are recommendations, each business should design its own “Go Box” specific to its needs:

• Copy of key contacts for administration of your business, emergency response and resumption of critical business functions including telephone numbers and addresses. This includes employees, key customers and suppliers.
• Voice mail box #, remote password information and instructions so you can update messages, providing information to employees so they can call to receive instructions if they cannot reach you. Arrange for programmable call forwarding for your main business line.
• Designate a local phone number as well as an out-of-town phone number (possibly family member/or friend) where employees can leave an “I’m okay” message
• Copy of all of your insurance policies, agent contact information and the main contact phone number.
• Copy of list of suppliers, vendors and emergency vendors (plumbers, electricians, restoration contractors, mold remediation, etc.) essential for mission critical activities. You should also make contact with these emergency vendors once a year making sure they are still in business, still cover your area and are willing to provide service to you, if they are open for business. Also, discuss what type of payment they will take in an emergency situation.
• Extra copies of your “Authorized Passage Under Emergency Conditions Memo or Letter” in case one of your key employees misplaces their letter or it is destroyed. Usually, if you and your employees have this authorization letter and when it is safe to return, the authorities will let the holder of the letter into the business. This letter should only be given to key trusted employees.
• Copy of emergency payroll procedures, expedited financial decision – making and bookkeeping system. If the power is out, you should consider how much cash you might need and how will you access it.
• Back-up files/tapes or server(s) of electronic data.
• Copy of essential papers, emergency procedures and your “Business Continuity Plan.”
• General Office supplies: pens, pencils, stapler, tape, paper, any special forms, etc. used in your business.
• Camera (disposable is fine) to take pictures of damage. Also, place current pictures of both the inside and outside of your business in your “Go Box.” A video tape is the best.
• Copy of County Occupational License and City License (if applicable). This information confirms that your business was in Hillsborough County.
• Make sure that each of your employees has completed the Employee Contact Form and you have placed it in your “Go Box.”

In the aftermath of a disaster, assistance may be available from the Small Business Administration, the Bridge Disaster Loan program and other programs. Below is a list of copies usually required:

Sole Proprietorships

• Current Profit & Loss Statement (within 90 days)
• Listing of Inventory
• Schedule of Liability
• Balance Sheet (as recent as possible)
• All required licenses, such as the County Occupational License, City Business Tax License, Contractor License, State of Florida Professional License, etc.
• Three years of tax returns with all Schedules (if this is a new business submit copies of the ones you have filed)

Corporations/Partnerships

• Three years of tax returns with all Schedules / one year personal tax returns on principal/partners (affiliates with greater than 20% interest)
• Current Profit and Loss Statement (within 90 days)
• Listing of Inventory
• Schedule of Liability
• Balance Sheet (as recent as possible)
• All required licenses, such as County Occupational License, City Business Tax License, Contractor License, State of Florida Professional License etc. (if applicable)

For more information, call Hillsborough County’s Small Business Information Center at 813-914-4028.