W. Va. Code R. § 150-22-10

Current through Register Vol. XLI, No. 38, September 20, 2024

Section 150-22-10 - Registration State Accounting

10.1. Records retention.

The Commission shall maintain all documents required under these standards for a minimum of three years.

10.2. Records of funds.

The Commission shall maintain records of funds received from and remitted to other member jurisdictions. Such records shall identify registrants and remittances from each registrant. (See Appendix 150-22E.)

10.3. Availability of records.

These records, which may be kept on microfilm, microfiche or other similar type of documentation, shall be made available to any participating state upon request.

10.4. Transmittal of funds.

The Commission shall forward to other participating states the amount of funds for the number of vehicles indicated on receipts issued by that state. The Commission will forward the full fee amounts. It will be the responsibility of each registration state to collect the proper fee amounts if a registration state accepts a check that fails to clear the bank. No amounts will be carried forward to other states for bad checks. These funds shall be transmitted only once each month. All funds received by the last day of the month shall be forwarded by the last day of the following month. Reports of no activity are required when no funds are collected.

10.5. Transmittal statements.

10.5.1. The accounting transmittal shall include a remittance statement for that jurisdiction and identify the following:

-the registration state submitting the transmittal;

-the period the transmittal is for;

-the number of motor vehicles for which fees have been paid; and

-the total amount of fees received for each participating state.

10.5.2. This information is to be forwarded to other participating states in the manner specified using the form attached to these procedures.

10.5.3. The supplemental information attached to the transmittal form shall be forwarded to each state for which fees were collected by the registration state. During the months of August through December, each registration state will prepare two reports (whether paper reports or exchange of computer data). One report will indicate only those receipts issued and monies collected for the current registration period. The second report will indicate only those receipts issued and monies collected for the next registration period. If a registration state had no activity during a month from August through December for one of the registration periods, the registration state must prepare a report or send a separate accounting transmittal indicating "No Activity" and reference the registration period. The supplemental information to be sent to the registration state with the transmittal will include the following information:

-Full name of registrant including all owners and fictitious name (d/b/a);

-Full business and mailing address of registrant;

-Number of vehicles for which fees have been paid;

-Fees collected from each participant;

-Date registration receipt issued; and

-ICC MC number, US DOT number and FEIN number.

10.5.4. When an error in overpayment or underpayment for a reporting period has been detected by a registration state, the registration state that has made the error must notify the affected states in writing within two (2) weeks of the discovery of the error. The documentation to the affected state must contain the date of original payment, amount of over/under- payment and the motor carrier involved. The registration state in error may simply produce a copy of the original data report highlighting the transaction in error and indicate to the affected states the proper charges. The affected states and the state in error will determine how the over/under payment will be handled in accordance with each state's statutory requirements.

10.6. Delinquent reports.

When the Commission has not received the monthly report within 45 days after the close of the reporting month, the Commission shall contact the delinquent jurisdiction and request compliance with the standards set forth. If the delinquent jurisdiction has failed to transmit a monthly report and funds by the next reporting period, the Commission shall file its monthly report, but withhold transmission of funds, to the delinquent jurisdiction until the delinquent jurisdiction complies fully with the established accounting procedures.

10.7. Methods of payment.

Monies may be transmitted between participating states electronically, by check or any other method of payment accepted by another participating state.

10.8. Content of monthly report.

The monthly report will consist of the transmittal and supplemental information and mailed according to the requirements in the accounting procedures. If no activity occurred for a participating state during the reporting period, the transmittal shall be sent indicating "no activity".

W. Va. Code R. § 150-22-10