Western Carolina University

Delivery Within Fiscal Year Purchase Made

Policy
The statues of North Carolina require that unexpended appropriated funds be reverted to the State at the end of the fiscal year unless special permission is given by the State Budget Division to carry them forward to the next fiscal year. University policy requires delivery to be made before payment can be made for the goods or services.

Procedure

1. Since delivery on many equipment items may require as much as six months or more, orders, particularly for equipment, must be placed as early in the year as it is possible to anticipate the need. This does not preclude placing purchase orders late in the fiscal year, but if delivery cannot be made before June 30, payment will be made from the next fiscal year's budget. Orders cannot be placed contingent upon receipt of the goods prior to the end of the fiscal year.
2. Departments anticipating the need for supplies or equipment to be delivered after July 1 and charged against the next year's budgeted funds may process purchase requests prior to June 30 provided that the requests carry the following statement:
   
   FOR DELIVERY WITHIN NEXT FISCAL YEAR
   "TO BE PAID FROM 20__ - __ FUNDS"
   ______________________________
   ACCOUNTABLE OFFICER
   
   The purchase request will be encumbered against next year's funds immediately after July 1.