W. Va. Code R. § 141-74-III
Current through Register Vol. XLI, No. 45, November 8, 2024
Section 141-74-III - Services and Local Purchases, State Active Duty3.1 General: a. Procurement of services and local purchases required to support State Active Duty will be accomplished in accordance with The State of West Virginia Agency Purchasing Procedures Manual. The Agency Purchasing Procedures Manual is for reference purposes only. It is not to be construed as a complete or final determination of any purchasing matter and may be amended or changed at any time at the discretion of the State of West Virginia Purchasing Director to ensure compliance with the laws, rules and policies of the Purchasing Division and the State of West Virginia. b. The State of West Virginia Credit Card will be the primary method for processing services and completing local purchases to support State Active Duty when the cost of a single purchase does not exceed $500. c. When a vendor does not accept The State of West Virginia Credit Card or the purchase exceeds $500, AGO Form 60 will be utilized for billing. d. With the exception of the following services, when the cost of purchase is less than $500, each purchase requires prior approval of the DCSOPS or his representative, regardless of total purchase price. (2) Routine Medical Services e. State tax exemption number 55-600-0780-001 will be furnished to each vendor by the purchasing unit so that State taxes will not be included in billing statement. 3.2 Purchasing Procedures - State of West Virginia Credit Card: a. The State of West Virginia Credit Card will be utilized as the preferred method of payment for services and local purchases when the cost of a single purchase does not exceed $500.b. The following services may be purchased by use of State of West Virginia Credit Card: (2) Routine Medical Services (5) Construction Materialsc. The Brigade, Group or Battalion S4/PBO or other designated fqli time unit logistical personnel will be trained and appointed by the West Virginia Purchasing Division, Department of Administration, as the State Active Duty Ordering Officer for the unit. (1) Commanders will ensure that as Ordering Officers are transferred or otherwise depart their assigned unit, a new Ordering Officer will be trained and appointed. (2) Commanders will coordinate training and appointment of Ordering Officers through TAG-VW, ATTN: WVAR-PO-P. (3) Ordering Officers will comply with State of West Virginia Credit Card guidelines published by Purchasing Division, Department of Administration. 3.3 Purchasing Procedures - AGO Form 60: a. AGO Form 60 will be utilized as the alternate method of payment for services and local purchases when the vendor will not accept State of West Virginia Credit Card, or the cost of a single purchase exceeds $500. ( See Figure 3) b. Ordering Officers will ensure that the vendor submits the original receipt of a purchased item. (1) The Auditor's Office, State of West Virginia, will not process or pay vendors submitting AGO Form 60 that does not include an original receipt.(2) All signatures must be legible and completed in BLUE INK ONLY. c. A Purchase Authority Number must be obtained from DCSOPS for all services and local purchases, with the exceptions noted in paragraph 3-1 d. d. If the vendor cannot provide an original itemized invoice or ticket, then the Ordering Officer will utilize AGO Form 60-1. (See Figure 4) e. Ordering Officer will forward AGO Form 60 and supporting documentation to TAG-WV, ATTN: WVAR-PO-P, not later than seven working days from date of purchase. 3.4 Subsistence: a. The primary method for providing subsistence is preparing Class A rations or providing Government provided meals such as Meals Ready to Eat (MRE). (1) Total expenditure for meal preparation of Class A raw subsistence may not exceed the current Basic Daily Food Allowance (BDFA), without prior approval of the DCSLOG. The WVARNG 12 day menu will be used as a guide to assist in determining menu selection and quantity of food required for purchase. (2) Arrangements will be made with the vendor to return any excess, non-perishable rations for credit. (3) Personnel will not be charged for meals. b. When operating mess facilities is not practical, commercially prepared meals provided by a restaurant may be authorized by the commander. (1) The unit member must print their name, unit designation and provide their signature on the back of the original meal ticket for each meal consumed. Each period of ration or restaurant purchase must be accompanied by AGO Form 60, executed by the vendor and Ordering Officer if the vendor does not accept the State of West Virginia Credit Card.(2) Each period of ration or restaurant purchase must be itemized on an original vendor invoice. If the vendor cannot provide an itemized invoice, then AGO Form 60-1 will be utilized and signed by the Ordering Officer making the purchase. c. Billing period for restaurant or ration purchases will not be extended beyond seven days to facilitate prompt payment to vendors.3.5 POL: a. Procurement of POL will be accomplished in the following priority: (1) State Department of Highway (SDH) Garages. State Department of Highways Credit Cards will be used for the purchase of fuel. The following agency number will be annotated on all SDG fuel purchase tickets: GL5400R(2) State of West Virginia Credit Card at commercial vending station. Print "STATE DUTY" and unit designation on the ticket (4) Wright Express Credit Card. May be authorized in emergency situations only, based upon prior approval of the USPFO for West Virginia. Print "STATE DUTY" and unit designation on the ticket. b. US Government Credit Card may be utilized for purchase of aviation fuel. Prinf'STATE DUTY" and unit designation on the ticket. 3.6 Services. Types of services normally authorized for State Active Duty: a. Laundry/Dry Cleaning. Except for cook's whites and for specific types of SD where personnel are required to operate for extended periods away from their home station, laundry and dry cleaning expenses are the individual's responsibility. When the service is authorized, the bill must be itemized (individual tickets, itemized invoice or AGO Form 60-1) and attached to AGO Form 60 executed by vendor and receiver. (Figures 3 and 4) b. Telephone. (1) When using existing telephones, a log of SD calls (including date, person calling, party called, reason) will be maintained. Upon receipt of statement that includes these calls, line out all non-SD related entries on one copy, total SD calls and forward to TAG-WV, ATTN: WVAR-PO-P. AGO Form 60 is not required for telephone billing. (2) Additional telephones lines or cellular telephone service must be submitted to the DCSOPS for approval and be coordinated by the DOIM.(3) Address all requests for additional telephone services and billing statements to: TAG-WV. State Duty ATTN: WVAR-PO-P 1740 Coonskin Drive Charleston. WV 25311 (4) Request the installing telephone company provide an original and four copies of the billing statement and submit the original and three copies to TAG-WV, ATTN: WVAR-PO-P for payment. c. Emergency Repair of Equipment and Repair Parts.(1) Obtain original itemized invoice from vendor, identify on invoice item of equipment for which repair and/or part was required and submit with AGO Form 60 for payment to TAG-WV, ATTN: WVAR-PO-P.3.7 USPFO Federal Reimbursement: a. The USPFO for West Virginia will submit a request to the State of West Virginia for reimbursement to the federal government for all services and expenses incurred during periods of State Active Duty. b. Separate invoices are required for fuel, turnpike fees and other charges which are reimbursable to the federal government. Substantiating documentation must be attached to support reimbursements being claimed. W. Va. Code R. § 141-74-III