Code of Maine Rules › 09 - DEPARTMENT OF INLAND FISHERIES AND WILDLIFE › 137 - DEPARTMENT OF INLAND FISHERIES AND WILDLIFE - GENERAL › Chapter 21 - LICENSING AND REGISTRATION AGENTS › Section 137-21-04 - Agent Reporting & Payment Requirements

Current through 2024-29, July 17, 2024
1. MOSES Agents
MOSES agents will ordinarily be electronically billed on a
				  weekly basis for sales completed during the previous seven days. This seven-day
				  period will be considered the reporting period. All agents other than
				  municipalities will be required to provide the Department with access to a bank
				  account where the Department monies covering sales will be deposited. The
				  Department recommends that agents establish a bank account to be used
				  exclusively for Department money. The weekly electronic invoice will indicate
				  the amount to be electronically withdrawn from the bank account. The agent will
				  have 4 business days after the bill is initiated to review the invoice and
				  dispute any charges. If the charges are not disputed during those 4 days, the
				  Department will initiate an electronic transaction to remove the amount of
				  money owed the Department from the agent's bank account. If the agent disputes
				  the amount of the bill and the dispute cannot be resolved during the 4 days,
				  the Department will set aside the transaction in dispute and electronically
				  withdraw for the remainder of the funds. The Department and the Agent will
				  continue to work to resolve the disputed transaction, subject to final
				  determination by the commissioner. Upon resolution, any appropriate transaction
				  amount will be included in the next electronic invoice and withdrawal. If the
				  electronic withdrawal of funds is rejected by the banks for insufficient funds,
				  the agency will be considered delinquent. If the agent does not provide the
				  proper account numbers and the withdrawal is rejected, the agency will be
				  considered delinquent,
Municipalities will ordinarily be billed weekly.
				  Municipalities that sell over 500 licenses or registrations in a year (based on
				  1999 sales) will be encouraged to pay on a weekly basis, but will be allowed to
				  establish a payment schedule based on the municipality's approval process for
				  warrants. Lower volume municipalities will be allowed to pay weekly, bi-weekly,
				  or monthly as stated in the agreement with the department. Municipalities will
				  pay with an electronic funds transfer initiated by the agent or by submitting a
				  check with the payment stub(s) that will be generated as part of the weekly
				  bill. The Department will provide each municipality with the record layout
				  required for the funds transfer to be properly credited to the department's
				  account and then to the agent's outstanding liability with the department. If
				  the record layout required for transfer is not properly prepared and the
				  account is not credited on schedule, the agent will be considered delinquent.
				  Municipalities that submit payment by check will be considered delinquent if
				  the check is not received by the due date that is established at the time of
				  their enrollment in the MOSES system.
2. Manual Agents
Manual Agents with sales of 500 or more licenses or
				  registrations per year (based on 1999 sales) will report license and
				  registration transactions on the 5th and the 20th of each month using report
				  forms provided by the commissioner. The report due on the 5th will include
				  sales from the 16th through the end of the previous month. The report due on
				  the 20th will include sales from the 1st through the 15th of the current month.
				  Manual agents with sales of less than 500 licenses or registrations per year
				  (based on 1999 sales) will report license and registration transactions for the
				  previous month on the 5th of each month on report forms provided by the
				  commissioner from January through August. Sales transactions occurring from
				  September through December must be reported twice a month as described above
				  for agents with sales exceeding 500 licenses or registrations.
Agent reports submitted to the Department must contain a copy
				  of each sales transaction along with all fees in the form of a check, collected
				  for those sales as well as all supplemental supporting documents. Sales
				  reported outside of the proper reporting period will cause the agent to be
				  delinquent for the reporting period when the sales occurred. If no sales occur
				  during a reporting period, the agent must declare that by submitting a No-Sales
				  Report.
If the Department, within 5 days after the required
				  submission date, does not receive a report the agent will be considered
				  delinquent. If an agent's check is not submitted for the appropriate amount or
				  is returned for insufficient funds or any other reason, the agent will be
				  considered delinquent. In any municipality where municipal procedures preclude
				  compliance with the reporting and payment requirement as stated herein, the
				  municipality may submit a written request and the Commissioner may extend the
				  payment deadline for up to 10 days.