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

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 The weekly electronic invoice will indicate the amount to be electronically withdrawn from the bank account.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.