2023 Laws of Puerto Rico › TITLE TWO - Legislature (§§ 1 — 1015) › Chapter 39 - Legislative Donations (§§ 901 — 920) › § 913 - Regulations and administration of donations

Every recipient entity shall comply with the following regulations and provisions, which shall be included in the legislative donations regulations established in § 912 of this title:
(a) Maintain a strict accounting system of the money received, its uses and remainders, pursuant to the regulations established to such effects by the designated agency, which shall implement a uniform system to control the legislative donations funds, pursuant to generally accepted public accounting standards.
(b) Deposit the donation money in a special banking account apart from any other, no later than the next working day following the receipt of the money, and remit a copy of the deposit slip to the designated agency within the following five (5) working days after the deposit was made.
(c) Require at least two (2) signatures in order to draw against said account, and notify the designated agency of the name, address and signature of those persons.
(d) Designate a fiscal agent, who shall have the responsibility of receiving accounting and disbursing money, as well as keeping all the receipts and related fiscal documents. This person shall have the legal obligation of seeing to it that the legislative donation is used solely to defray the necessary expenses of the public functions or activities for which it was granted, and shall keep the records and corresponding documents to prepare and support the fiscal reports required in this chapter. The entity’s director or administrator shall not act as the entity’s fiscal agent, at the same time.
(e) Make disbursements only by checks and for the payment of purchase orders, bills, payrolls, services or other needed expenses that are directly related to the activity or public function for which the legislative donation is granted.
(f) Checks shall not be drawn to the order of the bearer, nor shall cash payments be made chargeable to the legislative donation.
(g) The entity shall be responsible of any salary claim and other fringe benefits owed to the person contracted or employed by it or who was subcontracted to render any service related to the activity or function for which the donation was appropriated.
(h) File in the Secretariat of each House of the Legislature, a quarterly report on the expenses incurred to be charged to the donation, including all the information required by the designated agency for such purposes. This report shall be submitted in each House, in the original and two (2) copies. A copy of such report shall be also submitted to the designated agency.
(i) To keep a book of the minutes of the meetings of the boards or directing bodies in which the decisions or resolutions on the institutional policy concerning the use and disposal of the legislative donation are summarized.
(j) Keep the checks, bills, purchase orders and services payment orders, payrolls, records, minutes, equipment inventory, documents related to the acquisition of real property and any other documents related to the donation, up to date and duly filed in a safe place, for the term established by the regulations of the designated agency.
In the case of donations for a public activity or function to be carried out, developed, executed, held or completed within a certain or specific date, the documents related to the legislative donation such as disbursements, vouchers and any others of a fiscal nature, or related to the use of the donation, shall be handed over to the designated agency, for their conservation and custody, no later than thirty (30) days following the date that the activity or public function in question was completed, held or performed.
History —Dec. 29, 1995, No. 258, § 14.