If a state agency makes an unencumbered commitment on behalf of the state to a supplier, the state may, if in the best interest of the state, ratify the commitment. This is used when an agency receives a good or service and the funds for the acquisition were not encumbered within 30 days of the commitment. Pursuant to the Statewide Accounting Manual, an encumbrance can be created by having a fully approved requisition, which creates a pre-encumbrance, or by a fully approved purchase order within the state accounting system.

1. (1) State agency actions. The chief administrative officer of the state agency shall approve or disapprove a request for ratification of an unencumbered commitment.
2. (A) Chief administrative officer approves request. If the chief administrative officer approves the request, the state agency shall complete the OMES Ratification Form (FORM CP131) and submit a requisition for the purchase.
3. (B) Chief administrative officer disapproves request. If the chief administrative officer disapproves the request, the state agency shall retain documents from the supplier and the state agency.
4. (2) State Purchasing Director actions. The State Purchasing Director will review and track ratifications within the state accounting system.

Added at 31 Ok Reg 1526, eff 9-12-14

Amended at 38 Ok Reg 631, eff 1-20-21 (emergency)

Amended at 38 Ok Reg 1870, eff 9-11-21

Amended at 42 Ok Reg, Number 21, effective 10-1-25

Amended at 42 Ok Reg, Number 21, effective 10-1-25