Okla. Admin. Code § 260:135-3-19

Current through Vol. 42, No. 4, November 1, 2024

Section 260:135-3-19 - Ordering supplies and inventory control of accountable items

Licensed operators should continually monitor their inventory of all Service Oklahoma supplied items and order all needed items on a timely basis. All orders are to be entered into the Service Oklahoma computer licensed operator supply ordering system. If the order is to be picked up, the licensed operator is to place the order no less than twenty-four (24) hours in advance of their requested designated pick up date and timeframe. At time of placing the order, the licensed operator is to advise of their intention to pick it up and select the pick up date and timeframe from the options designated by Service Oklahoma. If the licensed operator is unable to retrieve the items on the selected date/timeframe, it is the licensed operator's responsibility to timely contact Service Oklahoma to reschedule. Absent rescheduling, unclaimed orders will be cancelled after ten (10) business days.

(1)Verification of consignment order. Upon receipt of consigned numbered items from Service Oklahoma, the licensed operator is to verify all items listed on the consignment sheet have been received, pursuant to the provisions under paragraph (2) of this subsection. If received items do not correspond with the consignment sheet, the licensed operator is to notify Service Oklahoma within ten (10) days of receipt of the consignment. The original copy of the consignment sheet, with any necessary adjustments noted, is to be signed by the licensed operator and returned to Service Oklahoma within ten (10) days of receipt of the consignment. The second copy of the consignment sheet is to be retained by the licensed operator. Failure to advise Service Oklahoma of consignment discrepancies within ten (10) days of receipt of the consignment will result in the entire consignment being considered as received by the licensed operator and the licensed operator will be held accountable for all items therein, with the exception of the individual sealed box/container process outlined in (2)(B) of this Section.

(2)Verification of contents of all containers.

(A) If the manufacturer's seal on the box and/or package has been broken, the receiving licensed operator is to open it and verify all items upon receipt of the consignment.

(B) If the manufacturer's seal has not been broken, it is not necessary to confirm the contents of the package upon receipt of the consignment - only that the contents listing on the outside of the package coincides with the consignment sheets. As the sealed individual boxes and/or packages of numbered items are opened prior to issuance, all numbered items should be checked to make sure all were received in the individual package or box. If the package contents do not correspond to the contents listing on the outside of the package, the licensed operator is to notify Service Oklahoma within ten (10) days of opening the container. Failure to advise Service Oklahoma of individual items missing from the box/package within ten (10) days of the first item issued from that box/package will result in the entire contents of the box/package being considered as received by the licensed operator and the licensed operator will be held accountable for all items therein. When receiving inventory from another licensed operator, the items are to be verified against the system order. Once verified, the receiving licensed operator is to change the order status to received and on hand.

(3)Procedure for reporting discrepancies, missing items. To report consignment discrepancies pursuant to the process outlined in this Section, a notarized affidavit of fact from the licensed operator is to be completed and submitted to Service Oklahoma.

(4)Procedure for mutilated or defective items.

(A)License plates. Any license plate received that has a noticeable graphics error (i.e. discoloring, smearing, etc.) or is mis-numbered (i.e. out of sequence; duplicated number, etc.) is not to be issued, but returned to Service Oklahoma for inventory credit and cancellation.

(B)Other items. The remains of any registration decal that is of inferior quality (i.e. inadequate adhesive), or is torn or otherwise mutilated, must be returned to Service Oklahoma for inventory credit and cancellation, accompanied by a statement of fact from the licensed operator.

(5)Procedure for transferring accountable items to another licensed operator. When releasing accountable items to another licensed operator, the releasing licensed operator is to immediately notify Service Oklahoma via a system notification message. The licensed operator originally consigned the accountable items is responsible for numbered items transferred to another licensed operator until such time as Service Oklahoma is notified of the transfer.

(6)Licensed operator liability for missing items. Following an inventory audit, normally conducted in conjunction with a field audit, licensed operators will be notified of any unaccounted for items and will be given the opportunity to provide any information/documentation they may have relating to the items. Any numbered item for which the licensed operator remains unable to account for will be charged to the licensed operator's account as a missing item. The missing item rate is based upon the average amount received throughout the state for that type of item during the period of time in which it became unaccountable, except for license plates and certain forms which have a fixed fee established. If a numbered item which a licensed operator is previously unable to account for is found by Service Oklahoma to have been issued, the licensed operator will be charged the amount the applicant remitted to the licensed operator.

(7)Reconciliation of statements of missing items to inventories. All statements submitted to account for missing items must be signed by the licensed operator and notarized by a notary public. All information submitted for consideration for credit is subject to approval by Service Oklahoma. Upon receipt, the statements may be filed by Service Oklahoma and subsequently reviewed at the time an inventory audit is completed. Licensed operators are to keep a copy of all statements sent into this office for consideration of credit.

(8)Preservation of accountable items. licensed operators are to never destroy or dispose of accountable items which must be properly reported as issued, reconsigned to another licensed operator, or returned to Service Oklahoma for credit and deletion from the licensed operator's inventory.

(9)Forms. Forms supplied to agents by Service Oklahoma are to be used only for the purposes for which they have been provided.

Okla. Admin. Code § 260:135-3-19

Transferred from 710:60-9-54 by HB 3419 (2022), eff. 5/19/2022

Amended by Oklahoma Register, Volume 40, Issue 24, September 1, 2023, eff. 9/11/2023