WV Department of Education
OFFICE OF INTERNAL OPERATIONS

 

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TOPICS (listed in alphabetical order):

Closeout Process

Q. What is the latest date to have documents in the fiscal office for approval during the closeout process?

Documents pending Agency-delegated approval: Must be internally approved (within your office’s guidelines) and physically placed in the In-baskets (located within the Purchasing area) of the Office of Internal Operations no later than 4:00 p.m. on the third Friday preceding the grant end date. Grants processed after this cutoff will either be returned or assigned the next period’s funding.


Illustration: Grants ending June 30 would be due by June 15.

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Due Date

3rd Friday

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2nd Friday

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1st Friday

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Grant Ends


Illustration: Grants ending September 30 would be due by September 13.

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Due Date

3rd Friday

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2nd Friday

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1st Friday

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Grant Ends







Illustration: Grants ending December 15 would be due by November 26.

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Due Date

3rd Friday

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2nd Friday

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1st Friday

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Grant Ends






Documents requiring the Purchasing Division’s approval (i.e. bids over the Agency-delegated limit): Must be approved by the Office of Internal Operations and sent to the Purchasing Division no later than 4:00 p.m. on the last day of the second month (no less than 50 days before the grant end date) preceding the month in which the grant ends. Grants processed after this cutoff will either be returned or assigned the next period’s funding. Please allow adequate processing time (usually 48 hours) within the Office of Internal Operations. Same day approval will not be considered adequate processing time.


Illustration: Grants ending June 30 would be due the last week of April.

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Due Date

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30 To Purchasing




May (1st month preceding grant end date)





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June

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Grant Ends





 

 

HOME | STAFF | FORMS | LINKS | PROCEDURES

1900 Kanawha Boulevard, East
Building 6, Room 204
Charleston, WV 25305
Phone: 304-558-2698
FAX: 304-558-8867