West Virginia Code of State Rules › Agency 155 - Auditor › Title 155 - PROCEDURAL RULE STATE AUDITOR › Series 155-07 - State Purchasing Card Program › Section 155-7-2 - Definitions

Current through Register Vol. XLI, No. 28, July 12, 2024
2.1. "Auditor"
				means the Auditor of the State of West Virginia.
2.2. "Cardholder" means the individual
				responsible for and named on the Pcard.
2.3. "Chief Financial Officer" means the
				individual responsible for oversight of the financial activity within a
				spending unit.
2.4. "Director of
				Auditing" means the audit program administrator for the Auditor's purchasing
				card division.
2.5. "Director of
				Operations" means the operations' program administrator for the Auditor's
				purchasing card division.
2.6.
				"Emergency management or response personnel" means all persons acting under
				color of authority of state law engaged in rescue efforts, emergency or
				disaster relief recovery or coordination of emergency services, and are
				identified as such by a Board of Public Works member or the President of an
				institution of higher education as set forth in subsections 3.2 and 3.3 of this
				rule.
2.7. "Executive Director"
				means the individual appointed by the Auditor to oversee and coordinate the
				operations and audit functions of the Purchasing Card Program and manage the
				purchasing card division.
2.8.
				"Goods" means commodities, supplies, materials, printing, equipment, and any
				other articles or items used by or furnished to a spending unit.
2.9. "Maintenance" means services including,
				but not limited to, the care and preservation of facilities, grounds, equipment
				or computer software, including parts incidental to providing the service.
2.10. "Point of Sale Vendor" means
				the point of sale or supplier of goods or services that accepts the purchasing
				card for payment.
2.11. "Purchasing
				card" or "Pcard" means the payment account issued by the financial institution
				to make payment for transactions.
2.12. "Purchasing Card Coordinator" or
				"Coordinator" means the spending unit's Chief Financial Officer or his or her
				designee responsible for the administration of the Pcard Program within his or
				her spending unit.
2.13.
				"Purchasing Card Provider" or "Provider" means the financial institution
				providing the State with Pcard services.
2.14. "Services" means the furnishing of
				labor, time or effort by a vendor.
2.15. "Spending unit" means a department,
				agency or institution of State government.
2.16. "State Purchasing Card Program" or
				"Pcard Program" means the Division of the Auditor's office that administers,
				oversees and enforces the rules, procedures, and operations governing use of
				the Pcard.
2.17. "Transactions"
				means the payment for:
2.17.a.
				Goods;
2.17.b. Services, including
				but not limited to, maintenance and utilities;
2.17.c. Registration, license or membership
				fees for spending units or for individuals where the fees are required for the
				performance of the employee's job;
2.17.d. Tuition for seminars, academic
				courses, or other education, continuing or otherwise as are required for the
				performance of an employee's job duties and authorized by law or Attorney
				General opinion;
2.17.e. Travel in
				accordance with the applicable spending unit guidelines; and
2.17.f. Routine, regularly scheduled
				payments. This includes all payments which have either received Attorney
				General approval in accordance with statute or do not require approval, and are
				made on a regular, predictable and routine basis whether weekly, monthly,
				annually, or on any other regular schedule. The routine, regularly scheduled
				payments shall include but are not limited to the following: association dues;
				accreditation fees; contracts; software licenses and maintenance fees; resale
				merchandise; maintenance contracts; temporary space rentals; inter-library loan
				charges; inter/intra-institutional charges; contracts for artists,
				entertainers, and speakers; open end contracts; license fees of all types;
				utilities of all types; federal, state and municipal fees and assessments; real
				property rental fees; postage; books and related items, including those for
				libraries and bookstores; hospitality expenses; travel expenses; shipping,
				handling, and freight charges; advertising; subscriptions; periodicals, and
				publications; athletic and academic team related expenses; and necessary job
				related medical or drug testing and treatment.