Okla. Admin. Code § 260:135-3-32

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

Section 260:135-3-32 - Procedure for use of remittance slip in making deposits, corrections, adjustments, and reconciliations

(a)Use of Service Oklahoma computer-generated remittance slip. The remittance slip is a four purpose form. It serves as an overall reconciliation statement on a licensed operator's individual report against deposits applied to that report.

(1)Deposits. All deposits, debit card, and credit card remittances that apply to a specific report should be listed and totaled where indicated on the remittance slip. Should the total deposits not equal the report total, the filing licensed operator is to indicate the amount long or short and detail the reason(s) for the discrepancy in the section provided on the remittance slip.

(2)Corrections. A deposit correction entry may result from the depository account bank reconciliation performed by Service Oklahoma.

(3)Adjustments. Monetary adjustments may be required in the Service Oklahoma audit process. Any audit adjustment will be explained in a notice to the agent. Audit notices should be reviewed upon receipt by the licensed operator and questions or concerns directed to Service Oklahoma.

(4)Reconciliations. Service Oklahoma will complete a reconciliation of the remittance slip, summarizing total deposits versus total taxes and fees due Service Oklahoma for the period, and incorporating any Service Oklahoma adjustments. The balance due licensed operator or Service Oklahoma listed on a particular remittance slip is for that report only.

(b)Procedures for common problem situations.

(1)Shortage resulting from failure to collect proper fees. Upon receiving notification of a failure to collect the proper tax and/or fee amount, the licensed operator should contact the applicant with an explanation and request for payment. Upon receipt of payment, the licensed operator should deposit the money into the Service Oklahoma account, issue the appropriate transaction receipt to the applicant as proof of payment, and notify Service Oklahoma of the collection.

(2)Shortage resulting from inadequate documentation. Upon receiving notification of failure to provide proper supporting documentation for a reduced or special rate, the licensed operator must either collect and send in the documentation for review and cancellation of the notification by Service Oklahoma, or contact the applicant for the additional amount due. Credit will be given if the documentation justifies withdrawal of the assessment.

(3)Requests for credit resulting from encoding errors or failures. If licensed operator requests credit for additional fees reflected in error on semimonthly reports as a result of failure to encode a special code or exemption, consideration will be made upon receipt of a statement of fact from the applicant denoting fees actually paid to the licensed operator.

Okla. Admin. Code § 260:135-3-32

Transferred from 710:60-9-92 by HB 3419 (2022), eff. 5/19/2022

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