Rule 105-3-.08. Reporting and Recordkeeping Requirements

Rule 105-3-.08. Reporting and Recordkeeping Requirements

1. (1) Monthly Reporting and Payment Requirements to the Commission.

   1. (a) FVIPs shall report to the Commission the following information by the tenth (10) day of the month through the Commission-designated reporting system:

      1. 1. New and updated locations where classes are being held.
      2. 2. Changes to the videoconferencing platform used for online classes.
      3. 3. New and updated class schedules, including the day, time, type of class, class format, and certified Facilitator(s) assigned to the class.
      4. 4. Participants must be entered into the reporting system by the tenth (10) day of the month following the participant's enrollment or re-enrollment in the program.
      5. 5. Participants who have completed, transferred, or been terminated from the program must be reported in the reporting system by the tenth (10) day of the following month. FVIPs must record the date of completion, transfer, or termination for each participant in the designated reporting system.
      6. 6. FVIPs must report if no new participants were enrolled in the previous month.

   2. (b) The Commission will issue an invoice to FVIPs once a month. FVIPs shall submit payment to the Commission within thirty (30) calendar days of the issuance date on the invoice. If payment is not submitted within thirty (30) calendar days, late fees will be assessed as follows:

      1. 1. After forty-five (45) calendar days, a $30 late fee will be applied to the outstanding invoice.
      2. 2. After sixty (60) calendar days, the assessed late fee will increase to $60.
      3. 3. After ninety (90) calendar days and then at ninety (90) day intervals, the assessed late fee will increase to $90.

2. (2) Recordkeeping Requirements.

   1. (a) The Program shall keep a record of the following for all participants for three (3) years. The Commission has the authority to review these documents upon request.

      1. 1. Participant Intake and Application Forms
      2. 2. Participant Assessment Forms
      3. 3. Victim Liaison Contacts & Notifications
      4. 4. Referral Contacts & Notifications
      5. 5. Participant Attendance Records
      6. 6. Participant Payment to the FVIP
      7. 7. Participant Reporting and Payment to the Commission

Authority: O.C.G.A. §§ 19-13-13(a) & (b), 19-13-14(a), (d) & (e), 19-13-17.

History. Original Rule entitled "Reporting and Recordkeeping Requirements" adopted. F. Dec. 3, 2018; eff. Dec. 23, 2018.

Amended: F. Feb. 23, 2026; eff. Mar. 15, 2026.