W. Va. Code R. § 90-10-10
Current through Register Vol. XLI, No. 25, June 21, 2024
Section 90-10-10 - Encumbrance10.2. The words and phrases used herein have the same meanings assigned to them in West Virginia Code § 5A-1-1.10.3. Account Designation. 10.3.1. Agency Sections must designate the appropriate account from which funds to pay for a contract will be taken prior to a contract being awarded, unless the contemplated contract is a type that cannot be encumbered as determined by the Director or designee.10.4. Purchasing Office Review. 10.4.1. Prior to issuing a contract, the Purchasing Office will verify that the amount of funds encumbered is appropriate and that the account being encumbered matches what the Agency Section has requested.10.5. Encumbrance Amounts. 10.5.1. Contracts must be encumbered prior to issuance in the following amounts:10.5.1.a. One-time purchase in current fiscal year. Agency Sections seeking a contract for a one-time purchase to be completed in the current fiscal year must encumber the full contract amount.10.5.1.b. Contract Spanning Multiple Years. Agency Sections seeking a contract that will span multiple fiscal years must encumber at least the amount of funds that will be spent under the contract in the current fiscal year.10.5.1.c. Contract to Begin in a Future Year. Agency Sections seeking a contract that will be awarded prior to the end of a current fiscal year but will become effective after that same fiscal year has ended is not required to encumber funds prior to issuance of the contract.10.5.1.d. Open-End and Statewide Contracts. Agency Sections seeking an open-end contract or a division-wide contract issued by the Purchasing Office is not required to have funds encumbered prior to the issuance of the contract.W. Va. Code R. § 90-10-10