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FAQs for Appropriation Request Instructions

  2. Can I get an extension for filing the appropriation request?
  3. What happens if I don't file the appropriation request with the State Budget Office and Legislative Auditor by the due date, September 1st?
  4. With whom do I file the Appropriation Request?
  5. How do I amend the Appropriation Request after it has been submitted to the State Budget Office and the Legislative Auditor?
  6. What is the deadline for amending the request?
  7. What is the deadline for requesting a supplemental request for the current fiscal year?
  8. How do I request an appropriation for a new program? Do I have to have a new account number when I file the request?
  9. How can I get a copy of the appropriation request forms if I cannot download from the State Budget Office Web site?
  10. If I have a lot of statistics for performance measures, can I include all of them?
  11. Who do I call when I have questions about my appropriation request?
  12. Why are my actual expenditures changed when my appropriation request is returned for proofing?

  1. When are the appropriation requests due?
    According to W.Va. Code §11B-2-3, the original and one copy shall be at the State Budget Office and two copies to the Legislative Auditor’s Office by September 1st (or by the first working day after September 1st).

  2. Can I get an extension for filing the appropriation request?
    No.

  3. What happens if I don't file the appropriation request with the State Budget Office and Legislative Auditor by the due date?
    The date is established by statute that states: "The legislative auditor or the state budget office shall notify the secretary, auditor and treasurer of such failure, and thereafter no funds appropriated to such spending unit shall be encumbered or expended until the spending officer thereof has transmitted such copies to the legislative auditor." This expenditure restriction includes all payments, including payroll.

  4. With whom do I file the Appropriation Request?
    File an original and one copy (Forms AR1 through AR11) to the Department of Revenue, State Budget Office, Bldg. 1, Room W-310, Capitol Complex, on or before September 1st (or by the first working day after September 1st). Also send two copies to the Legislative Auditor, Budget Division, Bldg. 1, Room W-314, Capitol Complex, on or before September 1st (or by the first working day after September 1st).

  5. How do I amend the Appropriation Request after it has been submitted to the State Budget Office and the Legislative Auditor?
    FIRST: Make necessary adjustments on each affected page of the appropriation request on file with the State Budget Office. Indicate the changes with red ink. Make necessary adjustments on each affected page of the appropriation request on file with the State Budget Office. Indicate the changes with red ink.
    SECOND: Indicate the amendment number and date. Each time an appropriation request revision is filed, all pages that change should have the same amendment number. For instance, if the request is amended (pages 1, 3, and 5) on September 10, and then amended again (pages 1, 2, and 4) on October 15, then the September 10 revision would be Amendment No. 1, and the October 15 revision would be Amendment No. 2. Then make sure to send the original and a copy of the amendment to the State Budget Office and two copies to the Legislative Auditor's Office.

  6. What is the deadline for amending the request?
    At least five work days prior to your budget hearing with the State Budget Office.

  7. What is the deadline for requesting a supplemental request for the current fiscal year?
    September 1st (or by the first working day after September 1st), the same date when the appropriation requests are due.

  8. How do I request an appropriation for a new program? Do I have to have a new account (fund) number when I file the request?
    A request for an appropriation above current level funding should be filed on Form AR4, "Improvement Above Current Level." You do not need a new account (fund) number or activity number when filing the request. Leave the fund blank, and if the program is appropriated by the Legislature, the number will be assigned later.

  9. How can I get a copy of the appropriation request forms if I cannot download from the State Budget Office Web site?
    In that case, contact Jerri Rucker at 304-558-0040, and a digital copy can be sent to you by email or on a CD or a hard copy can be mailed.

  10. If I have a lot of statistics for performance measures, may I include all of them?
    Although the rule of thumb is to choose three to five good performance measures that best reflect your agency's goals, it depends upon the particular agency.  Some agencies with many programs, or agencies with large numbers of FTEs and/or funding, may present more than five measures.  (Refer to the section "Narrative Instructions for Divisions" in the Narrative chapter of the Appropriation Request Instructions book for specifics on the kinds of performance measures you should use.)

  11. Who do I call when I have questions about my appropriation request?
    Call your agency’s budget analyst at the State Budget Office. For a list of analysts, their assigned agencies and phone numbers, refer to http://www.budget.wv.gov/Pages/staffdirectory.aspx. If your analyst is unavailable and you need more immediate assistance, one of the other budget analysts can help you.

  12. Why are my actual expenditures changed when my appropriation request is returned for proofing? Actuals must agree with the amounts on the Auditor’s year-end Monthly Line Item Report for the 13th month.