Current through Register Vol. XLI, No. 50, December 13, 2024
Section 161-2-2 - DefinitionsAs used in this rule, all terms have the same meaning as provided in W. Va. Code Section 5A-7-1 and as follows:
(a) "Administration costs" means the costs (personnel, supplies, etc) associated with administering the Legislative Rules governing W. Va. Code § 5A-7-4a.(b) "Business days" means any day the State of West Virginia is open for business excluding official holidays and emergency closings.(c) "Components" means any ancillary documentation or backup data (hard copy, electronic copies, etc) that are required to complete the apportionment of the charges identified on the invoice.(d) "Due Date" means the date no more than thirty calendar days from the date the division sends a statement by which the spending unit shall submit payment or transfer to the fund all funds necessary to pay the spending unit's charges in full.(e) "Fund Application" means the "Telecommunications Services Payment and Reserve Fund Application.(f) "Invoice" means the vendor's invoice and any components that list all of the services and charges that IS& C is expected to apportion out to the spending units for reimbursement.(g) "IS& C" or ' the Division' means the Information Services and Communications Division of the Department of Administration as established in W. Va. Code § 5A-7-2.(h) "Legitimate Uncontested Invoice" means an invoice for shared account telecommunication services that is received by the Information Services and Communications Division (IS& C) of the Department of Administration which does not include: (1) charges not allowed, either by State law or contractually; (2) designation of specific spending unit for said service; (3) charges in error due to, but not limited to, overcharge, service failure, failure on the vendor's part to terminate services as requested or other failure of or error in vendor performance; and (4) where applicable, charges and/or services that are not in accordance with contract pricing.(i) "Received" or "receipt" means the date on which the invoice is marked as received by IS& C, or three business days after the date of the postmark made by the United States postal service as evidenced on the envelope in which the invoice is mailed, whichever is earlier.(j) "Rejected Invoice" means an invoice has been rejected for processing by IS& C for any of the following reasons: (a) charges not allowed, either by State law or contractually; (b) lack of designation of a specific spending unit for said service; and (c) where applicable, charges and/or services that are not in accordance with contract pricing.(k) "Shared Account" means an invoice for telecommunications services as defined in §5A-7-4a(k) that includes charges for two or more spending units.(l) "Spending Unit" means a department, agency or institution of the state government for which an appropriation is requested, or to which an appropriation is made by the Legislature: Provided, That spending unit does not include the Legislature or the judiciary.(m) "State Treasury" means any payments that are processed outside of the State's Financial Information Management System (FIMS).(n) "Statement" means an itemized listing of all telecommunications charges for each spending unit.(o) "Statement Date" means the last day the spending unit must submit full payment or transfer payment to the telecommunications services payment and reserve fund.(p) "Telecommunications Change Request" means a request form that is completed by the spending unit for requesting telecommunications services and then submitted to IS& C for processing and authorization.(q) "Telecommunications Services Expenses" means the expenses associated with the "Administration Costs".(r) "Vendor" means a vendor supplying telecommunications services to the state and its spending units which is properly registered and qualified and which supplies telecommunication services to two or more spending units under a shared account.