W. Va. Code R. § 145-17-10 - Encumbrance

10.1. Account Designation.

10.1.1. 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 Procurement Officer.

10.2. Procurement Office Review.

10.2.1. Prior to issuing a contract, the Procurement Office will verify the amount of funds encumbered is appropriate and the account being encumbered matches what the section or office has requested.

10.3. Encumbrance Amounts.

10.3.1. Contracts must be encumbered prior to issuance in the following amounts:

10.3.1.a. One-time purchase in current fiscal year. Sections or offices seeking a contract for a one-time purchase in the current fiscal year must encumber the full contract amount.

10.3.1.b. Contract spanning multiple years. Sections or offices 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.

10.3.1.c. Contract to begin in a future year. Sections or offices 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 are not required to encumber funds prior to issuance of the contract.

10.3.1.d. Open-end and statewide contracts. Sections or offices seeking an open-end contract or a statewide contract issued by the Procurement Office are not required to have funds encumbered prior to the issuance of the contract.

Notes

W. Va. Code R. § 145-17-10