W. Va. Code R. § 155-7-4

Current through Register Vol. XLI, No. 50, December 13, 2024

Section 155-7-4 - Power and Authority

4.1. The Director of Operations may:

4.1.a. Allow agency participation in the Pcard Program;

4.1.b. Require documentation of appropriate accounting and internal control procedures related to Pcard use;

4.1.c. Allow Pcard purchases of transactions not exceeding transaction limits;

4.1.d. Establish the procedures by which spending units may use the Pcard for cash advances;

4.1.e. Monitor spending unit records of transactions;

4.1.f. In joint effort with the Director of Auditing, resolve questions and conflicts regarding procedural matters related to the implementation and administration of the Pcard;

4.1.g. Revoke authority to use a Pcard at any level of use if it is determined that a spending unit is in violation of this rule;

4.1.h. Draft letters and memorandum concerning Pcard policies and procedures and changes in the program;

4.1.i. Maintain a current cardholder list;

4.1.j. Coordinate contractual agreements between the Provider and the State of West Virginia;

4.1.k. Receive, review and approve new Pcard application forms and cardholder maintenance forms reflecting cancellations or other changes to cardholder information;

4.1.l. Maintain a Pcard coordinator list;

4.1.m. Advise and train coordinators and cardholders in correct business usage of the Pcard;

4.l.n. Authorize cardholder renewals;

4.1.o. Approve all limit changes for cardholders and spending units as requested by the coordinators;

4.1.p. Research new applications for the Pcard;

4.1.q. Assist spending units with establishing Pcard Programs;

4.1.r. Assist point of sale vendors who wish to participate in the Pcard Program;

4.1.s. Direct the Pcard provider to restrict a point of sale vendor from using the program when the restriction is in the best interest of the State;

4.1.t. Establish procedures for documenting, reconciling and paying invoices for Pcard transactions;

4.1.u. Approve the format of Pcard provider invoices;

4.1.v. Monitor available credit by spending units on a daily basis, and, when necessary intervene with the provider and/or spending unit to prevent a spending unit from exceeding the maximum credit level; and

4.1.w. In joint effort with the Director of Auditing, market the program to spending units, the general public and municipalities.

4.2. The Director of Auditing may:

4.2.a. Establish the manner of inspection and review of all records and reconciliation of documents associated with Pcard transactions;

4.2.b. Conduct inspections and reviews associated with Pcard transactions;

4.2.c. Require documentation of appropriate accounting and internal control procedures;

4.2.d. Determine that goods and services purchased are properly received;

4.2.e. Determine if Pcard transactions are in compliance with applicable law, rules and regulations, and policies and procedures and other governing instruments;

4.2.f. In joint effort with the Director of Operations, resolve questions and conflicts regarding procedural matters related to the implementation and administration of the Pcard;

4.2.g. Revoke authority to use Pcards at any level of use if it is determined that a spending unit is in violation of this rule; and

4.2.h. In joint effort with the Director of Operations, market the program to spending units, the general public and municipalities;

4.3. Purchasing Card Coordinators:

4.3.a. Each spending unit's Chief Financial Officer or his or her designee shall serve as the spending unit Pcard Coordinator and shall determine to whom Pcards will be issued.

4.3.a.1. Pcard Coordinators may restrict usage of the Pcard consistent with the needs of the spending unit.

4.3.a.2. A Pcard Coordinator shall maintain appropriate accounting and internal control procedures for his or her spending unit.

4.4. Penalties:

The Auditor may, in cooperation with the State Treasurer, assess and collect penalty fees against spending units for failing to use the Pcard for transactions that qualify for the program, and deposit the fees in the Technology Support and Acquisition Fund. The Auditor and Treasurer shall set the fee in a legislative rule.

W. Va. Code R. § 155-7-4