(b) Weekly sales report.

1. (1)

   1. (A) The weekly sales report reflects the sales and expenses of the vendor during the counting week (from the beginning of the day on Friday through the end of the day on Thursday).
   2. (B) A weekly sales report will be completed by the vendor after the close of business on each Thursday (see weekly sales report instructions in Appendix A).
2. (2) Use of the weekly sales report form is recommended but is optional.

3. (3) The following essential information, however, must be reported to the Bookkeeping Section in writing after the close of business on each Thursday:

   1. (A) Total supplies/operating expenses;
   2. (B) Total purchase of stock;
   3. (C) Total weekly deposit; and
   4. (D) Total weekly sales.

(c)

1. (1) Reports containing the above listed information may be submitted in typed or legible written form with appropriate accompanying invoices.
2. (2) Since the vendor's commissions are calculated from this report, extreme care should be taken to ensure its accuracy.

(d)

1. (1) The weekly sales report should be sent to: Division of State Services for the Blind P.O. Box 3237 Little Rock, AR 72203

2. (2)

   1. (A) The report should be accompanied by:

(i) Invoices for the purchase of stocks and supplies during the week covered by the report; and

1. (ii) The deposit, which must be in the form of a:

(b) (b) Cashier’s check; or

1. (c) (c) Personal check.

   1. (B) Cash will not accompany the report and is not accepted.
   2. (C) Cashier's checks or money orders are preferred.
   3. (D) If more than one (1) personal check must be returned or held because of insufficient funds in a six-month period of time, personal checks will no longer be accepted from the vendor unless the vendor can provide documented evidence that the returned check or checks were not the fault of the vendor.
2. (3) Invoices for purchases of stock and supplies that are not accompanied by a completed weekly sales report will not be accepted by the Bookkeeping Section so long as the vendor has had adequate training in the procedure of completing the report.
3. (4) If it is necessary to hire assistance in preparing the weekly sales report, the necessary cost may be charged as an operating expense.

4. (5)

   1. (A) Personal checks should be made payable to the Vending Facility Program.
   2. (B) The cost of cashier's checks or money orders may be charged as a miscellaneous operating expense.
   3. (C) Receipts for the cost of cashier's checks or money orders should be included with the following week's invoices.

5. (6)

   1. (A) The report must reach the Vending Facility Program's Bookkeeping Section by 9:00 a.m. on the Wednesday following the Thursday of the week for which the report is applicable.
   2. (B) A report arriving after 9:00 a.m. on Wednesday will be considered a late report.

6. (7)

   1. (A) The Bookkeeping Section will notify the respective Vending Facility Program Specialist of any late reports after mail delivery on Wednesday morning.
   2. (B) The specialist will then contact the affected vendor or vendors to notify them of late reports.
7. (8) Reports that are consistently late through the fault of the vendor will be cause for suspension or termination.

(e) Operating expenses.

1. (1) Items that are needed in the day-to-day operation of the facility but are neither equipment nor consumable supplies are to be:

   1. (A) Paid for from the cash drawer; and
   2. (B) Charged as operating expenses on the weekly sales report.
2. (2) Itemized bills on these purchases will accompany the weekly sales report.
3. (3) Examples of these items are ashtrays, coffee pots, salt and pepper shakers, cream pitchers, napkin holders, brooms, mops, etc.

(f) Period report.

1. (1) The purpose of the period report is to provide the vendor with an itemized statement of all income and expenses during a four-week period (see instructions in Appendix A).

2. (2) This report is compiled from the:

   1. (A) Four (4) weekly sales reports completed by the vendor during the period; and
   2. (B) Extra-help payroll information forms completed by the specialist during the period.

(g) Draw payroll.

1. (1) Each vendor assigned to a facility is guaranteed a fair minimum return (draw).

2. (2)

   1. (A) Currently, the draw is one hundred dollars ($100) per week or twenty dollars ($20.00) per day if the vendor is not assigned to a facility for a full week.
   2. (B) The one hundred dollars ($100) per week draw will not be exceeded even if the facility is open for business more than five (5) days per week.
3. (3) The draw payroll is prepared monthly, and the vendor is paid a four-week draw on commission two (2) weeks prior to commission.

4. (4)

   1. (A) The vendor must inform the specialist of any changes concerning:

      1. (i) Name;
      2. (ii) Address;
      3. (iii) Marital status; and
      4. (iv) Insurance coverage.
   2. (B) It is necessary that the vendor notify the specialist as soon as possible of a change concerning the preceding items enough in advance to permit the specialist to submit the change to the Bookkeeping Section before the next check is issued.
5. (5) When a new vendor is assigned to a facility, the vendor will receive the first draw check at the time the draw payroll is processed after the vendor received his or her assignment.

6. (6)

   1. (A) A vendor will remain on the draw payroll during holidays.
   2. (B) A holiday is defined as a day when the establishment in which the facility is located is closed for the purpose of observing a holiday.

(h) Lost draw, commission, or payroll checks. If the vendor or their extra help has not received their check seven (7) days after mailing (Wednesday mailing to Wednesday of the following week), a stop payment will be made and the check reissued on Thursday.

1. (i) Commissions.
2. (1) Commissions are the profits of a facility after the cost of goods sold, the cost of consumable supplies, operating expenses, set-aside contributions, and the fair minimum return (drawing account) have been subtracted from the gross sales.
3. (2) Commissions are paid to vendors in a lump sum check for a four-week period.
4. (3) The vendor will receive commission payments approximately two (2) weeks after the close of the previous four-week period.
5. (4) The commissions are calculated from the period report (see subsection (f) of this section).

6. (5)

   1. (A) There will be some situations in which the payment of the minimum guarantee for lower earning periods will be offset by commissions in other periods.
   2. (B) In order to prevent serious fluctuations in the vendor's income, arrangements will be made on an individual basis to withhold a portion of commission payments to make up for payments made as fair minimum return.
   3. (C) The objective will be to so space the withholding from commission payments as to balance out at the end of the fiscal year.

7. (6)

   1. (A) Occasionally, situations may arise where excess payments have been made to a vendor during a fiscal year.
   2. (B) Such overpayments will be recovered through prorated deductions from commissions during the next fiscal year.
8. (7) In those situations where the net earnings of the stand do not exceed the minimum guarantee, the deficit will be erased.