W. Va. Code R. § 141-79-IX

Current through Register Vol. XLI, No. 45, November 8, 2024

Section 141-79-IX - DISPOSITION OF AND ACCOUNTING FOR FUNDS

1. Public use of armories, except as may be provided in agreements executed pursuant to Paragraph 3, Section VIII, shall be on a cash basis, and payments of fees must be made by the user upon or before completion of the use.

2. All fees received by the Managerial Committee for the use of the armory and miscellaneous income shall be deposited immediately in a special account in the name of the State of West Virginia and Armory name, in a reputable bank located in the State of West Vir-girua. All disbursements shall be paid out of such account by checks signed by the armory manager, or his designated representative and cosigned by a member of the Managerial Committee designated in writing by the Managerial Committee for such purpose. Checks used by this account will be numbered. Checks and check stubs will contain rental agreement number, where applicable. There will be no personal loans made or checks cashed from the account. There will be no revolving accounts utilized by the Managerial fund. A check must be issued for each purchase and items purchased will be listed on the check stub and in the remarks on Armory Board Form 2. All purchases made from this account shall be made within the State's purchasing policies and procedures. Purchases of equipment in excess of $100. will be approved by the Managerial Committee. The Managerial Committee may set a limit to which the armory manager may expend without the approval of the Committee for purchases other than equipment.

3. Rent for the use of the armories shall be disposed of as follows:

a. Rent received for the use of leased armories shall be paid by the manager to the Adjutant General monthly, on or before the fifth day of the succeeding month.

b. Where agreements with local governmental bodies and organizations direct that rent shall be paid to such local governmental bodies or organizations, rent received for the use of State-owned armories shall be remitted by the manager as directed in such agreements.

c. Where there is no agreement for the payment of rent to local governmental bodies or organizations, rent received for the use of State-owned armories shall be remitted by the manager to the Adjutant General monthly, on or before the fifth day of the succeeding month.

4. Operating charges shall be disposed of as follows:

a. Charges made for the services of the caretaker or representative shall be paid by the manager to said individual per contract, by check, with the contract number appearing on the check and check stub.

b. Charges for utilities shall be remitted by the manager to the Adjutant General monthly, on or before the fifth day of each succeeding month.

c. Charges for extra help and other direct costs shall be paid out when incurred by check, with the contract number appearing on each check and Form 2.

d. The amount charged for defraying incidental expenses of the Managerial Committee shall be retained in the Managerial Account and used by the Managerial Committee as necessary for the operations and improvement of the armory.

5. The armory manager shall account for all monies received and paid out on an Armory Board Form 2. Computer generated Form 2's are exceptable if they are completed in the same format, contain all information, and are signed. The account shall be kept and completed in duplicate. The first entry of each month will be the balance in the Managerial Committee bank account to be entered under "REMARKS". The account will be totaled at the close of business at the end of each month, and the last entry will be the balance in the Managerial Account, to be entered in the "Remarks" Column. The Remarks Column will be used to explain all Receipts and Expenditures. Adding the total receipts to and subtracting the total disbursements from the beginning balance must equal the closing balance. This report is a recap of the baivk account. Only those dollars deposited in that month will be shown on Armory Board Form 2. Balances due are not to be reported or accural accounting is not to be used. The report will be signed by the manager or designated representative and the member of the Managerial Committee designated to cosign checks. The original, together with the manager's remittances for rent and operating charges (separate checks), shall be forwarded to the Division of Engineering and Facilities/State Armory Board prior to the fifth day of the following month. The duplicate copy shall be retained by the manager at the armory in an appropriate binder, and shall constitute his account of receipts and disbursements.

6. A copy of the Armory Managerial Committee bank statement will accompany the Armory Board Form 2 each month. Should the bank statement be received after the due date of the Armory Board Form 2, separate mailing is acceptable.

7. All rental agreements, vouchers, and receipts shall be retained by the Managerial Committee in monthly files, until such time as disposition is directed by the Adjutant General.

8. Social Security wage reports will be submitted quarterly on all wages covered. Monthly deposits will be made directly to a local bank for all FICA taxes due. This deposit must be made within three (3) banking days from the end of each month. Deposit slips will be obtained from the Division of Engineering and Facilities/State Armory Board office. A copy of the deposit will be forwarded with the State Armory Board Form 2 each month. Failure to make timely deposits will result in payment of penalties by the Managerial Committee. W-2's will be prepared by the Managerial Committee for all wages paid by the Committee. Copy A of all W-2's will be forwarded to the Armory Board prior to 30 January each year.

9. The books, records, and accounts of the Managerial Committee shall be subject to audit by the Legislative Auditor, the Adjutant General, and the State Armory Board at all times, and shall be audited at least annually by the Managerial Committee. Statement of audit will be furnished to the Adjutant General by the first of September each year.

W. Va. Code R. § 141-79-IX