South Carolina Code of Regulations › Chapter 38 - DEPARTMENT OF PUBLIC SAFETY › Article 5 - STATE TRANSPORT POLICE REGULATIONS › Subarticle 8 - SINGLE STATE, REGISTRATION SYSTEM FOR INTERSTATE MOTOR CARRIERS OPERATING FOR HIRE › Section 38-434 - Accounting

Current through Register Vol. 48, No. 6, June 28, 2024
1. Participating
				states shall maintain all documents required under these standards for a
				minimum of three years.
a. Each participating
				state shall maintain records of funds received from and remitted to other
				member jurisdictions. Such records shall identify registrants and remittances
				from each registrant.
b. 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.
c. Each participating
				state shall forward to other participating states the amount of funds for the
				number of vehicles indicated on receipts issued by that state. Each state will
				be forwarded the full 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.
d. The accounting transmittal shall include a
				remittance statement for that jurisdiction and identify the following:
1. Registration state submitting the
				transmittal;
2. Period the
				transmittal is for;
3. Number of
				motor vehicles for which fees have been paid; and
4. Total amount of fees received for each
				participating state.
e.
				This information is to be forwarded to other participating states on forms
				prescribed therefore.
f. 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:
1. Full name of registrant including all
				owners and fictitious name (d/b/a);
2. Full business and mailing address of
				registrant;
3. Number of vehicles
				for which fees have been paid;
4.
				Fees collected from each participant;
5. Date registration receipt issued;
				and
6. FHWA MC number, US DOT
				number and FEIN number.
g. 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.
h. When a
				jurisdiction has not received the monthly report within 45 days after the close
				of the reporting month, that jurisdiction 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 participating state 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.
i. Monies
				may be transmitted between participating states electronically, by check or any
				other method of payment accepted by another participating state.