R 393.31 Licensee equipment responsibilities.

Rule 31. (1) A request for equipment shall be submitted to the promotional agent in writing. Equipment purchased by a licensee without the prior written approval of the promotional agent shall neither be reimbursed by the commission nor allowed to remain in the facility. All nonapproved equipment shall be removed. (2) A licensee may purchase small equipment items without prior approval. Small equipment items are items that may be purchased at a dollar value to be determined by the commission board with the active participation of the committee. Equipment shall be pertinent to the kinds of products sold and the type of facility to which the equipment is assigned. Licensee reimbursement for the cost of equipment is optional at the discretion of the promotional agent. Original invoices for the purchases shall be submitted to the promotional agent for reimbursement. (3) A licensee may purchase items that cost less than $500.00 only with the prior written approval of the promotional agent. For items that cost between $100.00 and $500.00, a licensee shall also secure 3 bids and submit written documentation, including the time of the bid, the date of the bid, the company bidding on the equipment, and the cost, to the promotional agent. A licensee who fails to provide written documentation of 3 bids shall not be reimbursed for the equipment. (4) An individual piece of equipment that costs more than $500.00 shall be authorized by the promotional agent for purchase through the state purchasing system. Reimbursement shall not be made for items that cost more than $500.00. (5) The equipment invoice shall be promptly submitted to the promotional agent for reimbursement. The invoice shall be the original, be legible, and contain all of the following: (a) The signature of the licensee. (b) The equipment company's federal employer identification number. (c) The date of delivery. (d) The invoice number. (e) The name and address of equipment company. (f) An itemized list of charges, total amount paid, and total amount due.