WVOT Finance Management Division

Ensuring Strategic Procurement and Accounting for State Technology

The WVOT Finance Division operates and manages the office of technology fund defined in. It is the backbone of our state’s technology infrastructure. We manage the financial lifecycle of IT investments, from initial procurement to long-term budget management. Our mission is to provide transparent, cost-effective financial services that empower state agencies to deliver digital excellence to our citizens.

Procurement & Strategic Sourcing

The Procurement unit handles the acquisition of all hardware, software, and IT services. We leverage the state's collective buying power to secure the best value for taxpayers.

Vendor Relations: Vetting and onboarding new suppliers to ensure they meet state security and performance standards.
Compliance: Ensuring all purchases adhere to state bidding laws and diversity/inclusion requirements
Contract Management: Negotiating and maintaining master service agreements with top-tier technology partners.
- 1. View current statewide IT contracts
  2. View Telecommunications overview

True-Up

Every year, West Virginia agencies must perform a digital "spring cleaning." The accounts active in our systems during the True-Up period dictate our mandatory licensing costs for the entire following Fiscal Year. Failing to decommission accounts on time results in "paying for empty seats" using taxpayer funds.

While the internal "sweep" must be completed by May 15th, the official reporting dates to our vendors are as follows:

Microsoft 365: June 1st
Google Workspace: July 1st

Image of the service request employee network deprovision

How to Decommission Accounts

To officially remove the user and stop the billing cycle, you must submit a formal request via the WVOT Service Portal:

Catalog Item: Search for "Employee Network Deprovision" in the Service Catalog.
Action: Complete the form for each former employee or unneeded account.
Crucial Step: Simply disabling an account in your local directory is not enough to stop the billing. You must complete the Employee Network Deprovision process to release the Microsoft or Google license back into the pool and remove it from your agency's fiscal year invoice.

WVOT Service Rates Catalog

The FY2026 Schedule of Rates outlines the approved pricing for WVOT services, effective July 1, 2025. The accompanying Service Description Catalog provides easy-to-understand summaries of each service WVOT offers, helping agencies make informed decisions about their technology needs.

View the documents:

Billing & Invoicing Support

Submit a Billing Dispute

If your agency has identified a discrepancy in a monthly IT invoice, please send email of disputes to otbilling@wv.gov and provide the information below

What you will need:

Invoice Number
Detailed description of the discrepancy
Supporting documentation

Note: Disputes must be submitted within 30 days of the invoice date to ensure timely resolution and credit adjustments.

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