The State Purchasing Division specifies the following timeline for purchase orders:

EXPIRING ACCOUNTS - Agencies must submit all expiring requisitions no later than May 1, 2003 to allow ample time to bid, evaluate, award, secure bonds, acquire signatures; encumber and distribute purchase orders by June 30.

All requisitions submitted to Purchasing Division should be clearly marked as EXPIRING FUNDS. It is necessary to monitor all expiring fund requisitions being processed in the Purchasing Division and not assume the buyer is aware that the requisition is expiring. ALL EXPIRING ACCOUNT REQUISITIONS ARE TO BE IN THE DOT PROCUREMENT OFFICE NO LATER THAN APRIL 25, 2003.

JUNE 9 - Deadline for non-bid expiring requisitions to be submitted to Purchasing Division. These requisitions may be walked through expiring requisitions up to 1:00 p.m. on June 30; however, remember the Attorney General's approval may be required.

This is also the first day that fiscal year 2004 encumbrance documents may be entered into WVFIMS. They may only be approved to the Purchasing Division. ALL NON-BID EXPIRING REQUISITIONS ARE TO BE IN THE DOT PROCUREMENT OFFICE NO LATER THAN JUNE 20.

JULY 1 - First day for the Purchasing Division to electronically approve fiscal year 2004 encumbrance documents to the State Auditor's Office.

NON-EXPIRING ACCOUNTS - JUNE 9 - Deadline for fiscal year 2003 encumbrance documents to be submitted to the Purchasing Division. ALL NON-EXPIRING REQUISITIONS ARE TO BE IN THE DOT PROCUREMENT OFFICE NO LATER THAN JUNE 20.

JUNE 23 - All encumbrance transactions not processed by this date will be rejected to the agency of origin. The DOT Procurement Office will handle all documents related to these transactions.

JULY 1 - Agencies may begin approving fiscal year 2004 transactions, depending upon approved budget. Purchase orders with a July 1, 2003 start date will be held by the Purchasing Division until the funds associated with the contract can be encumbered on WVFIMS for fiscal year 2004.

IF ADDITIONAL INFORMATION IS REQUIRED, PLEASE CONTACT THE PROCUREMENT SECTION AT 558-0080.