West Virginia State Budget Office

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Frequently Asked Questions

Signature Authority

1. How is a person granted signature authority?

All cabinet secretaries must have two electronic signature sheets signed in blue ink by the newly appointed official and the Governor. One signed sheet goes to the State Budget Office, Bldg. 1, W-310, Capitol Complex, Charleston, WV 25305, and one goes to the State Auditor's Office, Bldg. 1, W-114 Capitol Complex, Charleston, WV 25305. These signature sheets are originated in WVFIMS by an authorized person in each agency.
Each cabinet secretary, once approved by the Governor, has the authority to grant signature authority to anyone in his/her department by initiating signature sheets in WVFIMS, signing the form in blue ink, and having the individual sign each form and submitting it to the State Budget Office and the State Auditor's Office.
Cabinet secretaries usually grant each commissioner or division administrator in their agency signature authority and this signature authority is passed down to individuals in their agency by the division administrator. Signature authority can only be granted to individuals by the Governor, elected official, cabinet secretary, Higher Education chancellors, department commissioner, division administrator, or board chairman.
2. How does an agency withdraw authority?

The person authorized for adding/updating signature sheets for the agency can go into the WVFIMS "User Profile and Receiver Screen" (WVFA025) and enter a termination date to delete the person's authority.
Send a memo to the State Budget Office and the State Auditor's Office requesting that the signature authority be deactivated.
3. Who do I contact if I have questions regarding signature authority?

State Auditor's Office, (304) 558-2251 or State Budget Office (304) 558-0040.
IS&C, (304) 558-5315, for information relative to adding the signature sheets in WVFIMS.
4. What needs to be done when an appointing authority leaves?

Write a memo to the State Budget Office and State Auditor's Office advising that the appointing authority is leaving and include the effective date OR enter a termination date in WVFIMS.
New signature sheets will have to be done for everyone that was authorized for signature by the person leaving. Example: When a cabinet secretary leaves, all signature authority for the department becomes invalid until a new secretary is appointed and new sheets are done for the whole department. The first chart below applies to all executive branch agencies except for Higher Education, and the second chart is for Higher Education:








A.  EXPENDITURE SCHEDULES

1. When will the quarterly allotments be released for expenditure?
2. In WVFIMS, what does it mean when I get the error message “Overspent Quarterly Allotment?”
3. How soon can I get an expenditure schedule processed?
4. Can I submit General Revenue and Appropriated Special Revenue on the same schedule?
5. How do I increase my Appropriated Federal and Appropriated Special Revenue accounts?
6. In WVFIMS, what does “org. not at state level” mean?

B.  APPROPRIATION REQUESTS

1. When are the appropriation requests due?
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. Are the appropriation request forms available on diskette from the State Budget Office?
10. If I have a lot of statistics for performance measures, can I include all of them?
11. Who do I call for answers to my appropriation request?
12. Why are my actual expenditures changed when my appropriation request is returned for proofing?

C.  WV-11/PERSONNEL ACTION FORMS
Where can I obtain WV-11 forms?
*Special instructions for on-line WV-11 forms*

1. Can I still use the "Change of Name/Address" form if I'm an on-line PIMS (Position Information Management System) user?
2. How many days after the original effective date on a WV-11 can the effective date be amended? (New Hires Only)
3. Can I amend an approved effective date on a WV-11 to an earlier date?
4. How long do I have to amend the effective date forward on a new hire?
5. What is the difference in the effective date for an employee paid in arrears vs. an employee paid current?
6. Can I transfer a temporary employee to a permanent position with one transaction?
7. Can I do more than one Leave of Absence and Leave Return on the same WV-11?
8. What is the lowest that an FTE on a vacant position can be reduced to?
9. If there are not sufficient funds in "reserve" for the salary (position 99999), how do I move money?
10. Can I change the title and/or salary on a vacant position?
11. What is the highest percentage a person can receive in one year for a salary merit?
12. If I hire someone during the fiscal year, can I budget that salary just for the remainder of the fiscal year?

D.  STATE PAYROLL

1. What do I do if there is no one available with electronic approval to send a W document to the State Budget Office (ORG 0200)?


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A.  EXPENDITURE SCHEDULES

1. When will the quarterly allotments be released for expenditure?


The quarterly allotments will be released on the first working day of each quarter.
 
2. In WVFIMS, what does it mean when I get the error message “Overspent Quarterly Allotment?”


“Overspent Quarterly Allotment” means you are trying to spend more money in the current quarter than what you have budgeted. To resolve this problem, you must submit an expenditure schedule revision to amend your quarterly allotments.
 
3. How soon can I get an expenditure schedule processed?


Allow at least seven working days after it is received at the State Budget Office.
 
4. Can I submit General Revenue and Appropriated Special Revenue Fund on the same schedule?


No. A separate schedule must be submitted for both the General Revenue and the Appropriated Special Revenue.
 
5. How do I increase my Appropriated Federal and Appropriated Special Revenue accounts?


Refer to the Expenditure Schedule Instruction book, Section III, "Guidelines for Requesting Increased Spending Authority for Appropriated Special Revenue and Federal Funds."
 
6. In WVFIMS, what does “org. not at state level” mean?


It means you are in the wrong screen. Go to “Modify Agency Level Allotments” to modify your allotments (for extended agencies only).


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B.  APPROPRIATION REQUESTS (FY 2009)

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. Due to September 1 falling on a holiday, the appropriation requests for FY 2010 will be due September 2, 2008.
 
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 2, 2008. Also send two copies to the Legislative Auditor, Budget Division, Bldg. 1, Room W-314, Capitol Complex, on or before September 2, 2008.
 
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.

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 OR no later than November 14.
 
7. What is the deadline for requesting a supplemental request for FY 2009?


September 2, 2008, 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?


Requests for additional appropriation above current level should be filed on Form AR4, "Improvement Above Current Level." You do not need a new account (fund) 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. Are the appropriation request forms available on CD from the State Budget Office?


Yes, they are available in Excel. Contact Jerri Rucker at 558-0040.
 
10. If I have a lot of statistics for performance measures, may I include all of them?


The new guideline is to choose a maximum of five good measures that best reflect your agency's goals.  (Refer to the section "Narrative Instructions for Divisions" in the Narrative chapter of the Appropriation Request Instructions book for specifics on the kind of performance measures you should use.)
 
11. Who do I call for answers to my appropriation request?


Call the budget analyst who is your agency’s contact. For a list of analysts and their phone numbers and agencies, refer to http://www.wvbudget.gov/staff.htm. If your contact is unavailable and you need more immediate assistance, ask for one of the other budget analysts.
 
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 13^th month.


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C.  WV-11/PERSONNEL ACTION FORMS

Where can I obtain WV-11 forms?
You can obtain standard WV-11 forms from the WV Correctional Industries' stockroom/warehouse by calling 304-558-3636.

*Special instructions for on-line WV-11 forms*
If you use the Corel WordPerfect or Microsoft Word WV-11 forms on our Web site, you may need to adjust the page and/or line spacing to print as a single page (depending upon your particular printer).

If you use the WV-11 form from our Web site, you must first fill out the form, then make specific copies on carbonized colored paper (carbonless NCR paper) as follows:
        1. White            State Budget Office
        2. Green            Agency Payroll Office
        3. Canary           Division of Personnel 
        4. Pink               Agency Originator 
        5. Goldenrod     Keep until signed original is returned

1. Can I still use the "Change of Name/Address" form if I'm an on-line PIMS (Position Information Management System) user?


No. Enter WV-11 using transaction codes:  AC = Address Change; NC = Name Change. Agencies with workflow can update NC or AC electronically on the HRIS side (Human Resource Information System).


2. How many days after the original effective date on a WV-11 can the effective date be amended? (New Hires Only)


60 days forward from the original date - Use transaction code AE = Amend Effective Date, and enter the original WV-11 reference number in the justification section of the WV-11.

"AE" can be used for the following employment transactions:

AB – Reinstate
AF – Affiliation
AG – Recall
EO – Original Appointment
EP – Provisional Appointment
EX – Classified Exempt Appointment
OP – Original Appointment - Preference
PN – New Hire (ONLY for use by Constitutional Officers, Higher Education, and State Police)
XS – Seasonal Aide
XW – 720 Hours in a 12 month Period
 

3. Can I amend an approved effective date on a WV-11 to an earlier date?


No.
 
4. How long do I have to amend the effective date forward on a new hire?


If the employee does not report to duty on the approved effective date on the WV-11, you have 30 days after they report to work in which to correct the date. For example, if the employee was approved to start work May 1 but did not actually report to work until May 16, you have until June 16 to file the papers to correct the effective date. Use transaction code AE = Amend Effective Date.
 
5. What is the difference in the effective date for an employee paid in arrears vs. an employee paid current?
   

None. All WV-11s are required to be in the State Budget Office prior to the effective date of the transaction, not the employee's check date. For example, if the salary advancement is to be effective July 1, it's for the pay period July 1-16, and the WV-11 is due in the Budget Office as per the Schedule of WV-11 Due Dates. If the employee is paid in arrears, the employee will not receive the check until July 31.
 
6. Can I transfer a temporary employee to a permanent position with one transaction?


No. First you must complete a WV-11 to terminate the temporary position (transaction code = SW TE LT), then do a second WV-11 using an employment transaction for the permanent position - select appropriate transaction code EO = Original Appointment.
 
7. Can I do more than one Leave of Absence (LOA) and Leave Return on the same WV-11?


No. Refer to the list of acceptable common transaction combinations provided by the Personnel Division.

Only one Leave of Absence or Leave Return can be done at a time. If an employee does not have a matching Leave of Absence and Leave Return, you will get the error message “Invalid Tran, the employee has an open LOA." You will not be able to submit any other transactions until the problem is resolved.
 

8. What is the lowest that an FTE on a vacant position can be reduced to?


0.20
 
9. If there are not sufficient funds in "reserve" for the salary (position 99999), how do I move money?


Prepare a standard WV-11 to reduce the overtime (position 66666) by the amount that you want to move into "reserve" OR prepare a standard WV-11 to reduce a vacant position (the vacant position has to hold the same fund and activity). If  these accounts are unclassified or nonappropriated, you may amend your expenditure schedule to increase personal services.
 
10. Can I change the title and/or salary on a vacant position?


Yes. Prepare a standard WV-11, but the salary cannot be reduced below the entry level of the position title.
 
11. What is the highest percentage a person can receive in one year for a salary merit?


No more than 10% in a 12 month period is allowed for employees in classified positions in agencies covered by the Division of Personnel.
 
12. If I hire someone during the fiscal year, can I budget that salary just for the remainder of the fiscal year?


No, the salary must be annualized. For example, if you hire someone at an annual salary of $30,000 to start April 1, you must budget for the full $30,000.


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D.  STATE PAYROLL

1. What do I do if there is no one available with electronic approval to send a W document to the State Budget Office (ORG 0200)?


The W document can be printed and signed by someone with signature authority and the cover sheet delivered to the State Budget Office in Room W-310 in the capitol building.


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