Current through Register Vol. XLI, No. 50, December 13, 2024
Section 155-1-5 - Receiving Report Requirements5.1. Time of Preparation. -- All receiving reports shall be prepared within 24 hours after the receipt of the commodities. 5.2. Form. -- A receiving report shall be in a format approved by the Auditor.5.3. Itemization. -- All receiving reports submitted to the Auditor shall contain the following: 5.3.1. -- An item description for each type of commodity received along with the quantity of each type received in sufficient detail that is in agreement with the vendor invoice and/or contract; and 5.3.2. -- The date the commodities were received., meaning the actual date on which the commodities were received by the authorized individual.5.4. Vendor information. -- All receiving reports shall contain the name and address of the vendor and remit-to address on the receiving report. This information must match the vendor name and remit-to address selected in the Vendor section of the receiving document. 5.5. Signed Acknowledgment. -- All receiving reports shall contain the original signature or electronic user ID of the authorized individual designated to receive commodities and prepare receiving reports or create Receiving Documents. This signature acknowledges both receipt and the fact that the commodities received are acceptable for payment. Signatures must be legible. If not legible, the authorized individual must print his or her name and title below or adjacent to the signature. 5.6 Acceptable forms of receiving reports for commodities procured using the PCard are contained in the State Purchasing Card Policies and Procedures. 5.7. A wvOASIS Receiver (RC) document is an approved receiving report format for payment request documents.