Local Funds Expenditure Policy

Local funds can be used by academic and administrative units that have a bona fide business need to procure a good/service that is not fully covered by the state expenditure policy. Local university funds are those funds that are university-controlled that are not appropriated by the state or revenue derived from student fees. The purchase must be reasonable/necessary and support the mission of the College. Regardless of the funding source all procurement rules, SPCC requirements and donor restrictions must be followed.

To determine if an index is state or local please refer to the Financial Operations Search Tool: https://finops.wm.edu/

The below examples should be used as a reference guide (AP and Travel):

Description State University Local Funds
Flowers/Plants Flowers/Plants for public events Flowers for public events with bonfide business purpose (e.g., Commencement, Charger Day, public performances). Flowers for public events with bonfide business purpose (e.g., Commencement, Charger Day, public performances).
Public/Common Area Not Allowable Office plants when located in a public/common area in order to improve the office or building appearance.
Non-Employees Not Allowable Flowers/plants to non-employees up to $100 with a bona fide business purpose.
Employee Immediate Family Not Allowable Flowers/plants or donations in lieu of flowers/plants up to $100 for the death of an employee's immediate family member (i.e., parent, step-parent, spouse or child).
Non-Cash Gifts and Recognition for Employees Employee Non-Cash Awards Not Allowable Employee recognition awards up to $50 in a value per employee per year. Awards may include food, flowers, or gifts in recognition of exemplary service. Gift cards are NOT allowed.
Non-Cash Gifts and Recognition for Volunteers or Other Non-Employees Awards or recognitions for volunteers or other individiuals not employeed by The College Not Allowable Allowable up to $50 per individual per year with a bona fide business purpose. Gift cards are NOT allowed.
Retirement and Staff Appreciation Events Retirement and Appreciation Events Not Allowable Retirement or employee appreciation events within standard per diem rates.
Event Sponsorships Support for an event organized by an external third party that are essential to and support the mission of the university. Allowed up to $5,000 Allowed with approval by the Vice President for Strategic Initiatives and Public Affairs.
Public Art Artwork for public spaces in University buildings. Not Allowable Allowed with Dean or VP approval.
Office Beverages Coffee, Tea, Water or Other Beverages for Office Visitors and Guests. Not Allowable Allowed with Dean or VP approval.
Expense Type Description State Policy University Local Funds
Car Rental GPS and Fuel Service Plans Not Allowable Allowable with bona fide business purpose.
Insurance Not Allowable Extreme circumstances with justification of why traveler could not use the mandatory contract
Taxi Tip Maximum 15% Up to 15% Excess of 15%, not to exceed 20%
Airline/Train Economy Class Mandatory Upgrade to business class for travel greater than 8 consecutive hours Cost of excess of Economy class for travel that is less that 8 hours with justification.
Upgrade Seating Not Allowable Cost in excess of Economy class seat. First Class is prohibited.
Baggage Fee Up to $60 $61 and above with justification.
Parking and Tolls Parking and road tolls Allowable with a bona fide business purpose Allowable with a bona fide business purpose
Lodging Conference Hotel Excess of Lodging Allowance for Hotel Up to 200% with Departmental Approval Excess of 200% with CFO pre-approval and cost benefit comparison
Non-Conference Hotel Excess of Lodging Allowance for Hotel CHANGE: Up to 150% with Departmental Approval Excess of 150%, up to 200% with Dean or VP Approval
Excess of 200% with CFP pre-approval and cost benefit comparison.
Resort Fees Allowable Allowable
Business Meals Not Covered by Per Diem, Includes Catered Events Business Meals (e.g., meals with candidates, potential donors, guest speakers, etc.) Up to 150% maximum of per diem amounts Excess of 150% to 200% of standard rate with Dean or VP Approval
Expenses for candidates' spouses Not Allowable Allowable under the same rules as Business Meal Exception
Alcoholic Beverages Not Allowable Alcoholic Beverages up to $20 per person, including tax and tip. (Not part of per diem cap)