Current through Register Vol. XLI, No. 50, December 13, 2024
Section 155-7-2 - Definitions2.1. "Auditor" means the Auditor of the State of West Virginia.2.2. "Cardholder" means the individual responsible for and named on the Pcard.2.3. "Chief Financial Officer" means the individual responsible for oversight of the financial activity within a spending unit.2.4. "Director of Auditing" means the audit program administrator for the Auditor's purchasing card division.2.5. "Director of Operations" means the operations' program administrator for the Auditor's purchasing card division.2.6. "Emergency management or response personnel" means all persons acting under color of authority of state law engaged in rescue efforts, emergency or disaster relief recovery or coordination of emergency services, and are identified as such by a Board of Public Works member or the President of an institution of higher education as set forth in subsections 3.2 and 3.3 of this rule.2.7. "Executive Director" means the individual appointed by the Auditor to oversee and coordinate the operations and audit functions of the Purchasing Card Program and manage the purchasing card division.2.8. "Goods" means commodities, supplies, materials, printing, equipment, and any other articles or items used by or furnished to a spending unit.2.9. "Maintenance" means services including, but not limited to, the care and preservation of facilities, grounds, equipment or computer software, including parts incidental to providing the service. 2.10. "Point of Sale Vendor" means the point of sale or supplier of goods or services that accepts the purchasing card for payment.2.11. "Purchasing card" or "Pcard" means the payment account issued by the financial institution to make payment for transactions.2.12. "Purchasing Card Coordinator" or "Coordinator" means the spending unit's Chief Financial Officer or his or her designee responsible for the administration of the Pcard Program within his or her spending unit.2.13. "Purchasing Card Provider" or "Provider" means the financial institution providing the State with Pcard services.2.14. "Services" means the furnishing of labor, time or effort by a vendor.2.15. "Spending unit" means a department, agency or institution of State government.2.16. "State Purchasing Card Program" or "Pcard Program" means the Division of the Auditor's office that administers, oversees and enforces the rules, procedures, and operations governing use of the Pcard.2.17. "Transactions" means the payment for:2.17.b. Services, including but not limited to, maintenance and utilities;2.17.c. Registration, license or membership fees for spending units or for individuals where the fees are required for the performance of the employee's job;2.17.d. Tuition for seminars, academic courses, or other education, continuing or otherwise as are required for the performance of an employee's job duties and authorized by law or Attorney General opinion;2.17.e. Travel in accordance with the applicable spending unit guidelines; and2.17.f. Routine, regularly scheduled payments. This includes all payments which have either received Attorney General approval in accordance with statute or do not require approval, and are made on a regular, predictable and routine basis whether weekly, monthly, annually, or on any other regular schedule. The routine, regularly scheduled payments shall include but are not limited to the following: association dues; accreditation fees; contracts; software licenses and maintenance fees; resale merchandise; maintenance contracts; temporary space rentals; inter-library loan charges; inter/intra-institutional charges; contracts for artists, entertainers, and speakers; open end contracts; license fees of all types; utilities of all types; federal, state and municipal fees and assessments; real property rental fees; postage; books and related items, including those for libraries and bookstores; hospitality expenses; travel expenses; shipping, handling, and freight charges; advertising; subscriptions; periodicals, and publications; athletic and academic team related expenses; and necessary job related medical or drug testing and treatment.2.18. "Transaction Limit" means the maximum dollar amount permitted in any single transaction as approved by the Auditor.2.19. "Utilities" means electricity, gas, heating oil, telecommunications, water, sewage, garbage collection, and similar services.