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Cost Containment & Funding Guidance

Updated February 8, 2021

Due to ongoing, university-wide financial constraints resulting from COVID-19, ALL expenditures, no matter the funding source, must be preapproved as mission critical per the COVID-19 Purchasing Support and Cost Containment Plan.

Further, using the most appropriate funding source for mission-critical expenditures is essential in preserving funds that might be needed to support university jobs and salaries.

Specific preapproval requirements apply to various types of expenditures and funding sources. The following summaries will guide you in identifying the most appropriate funding source and correct preapproval process.

We hope that the summaries are helpful. Please familiarize yourself and use this guide as a reference. Please contact the A&S Fiscal and Private Funds Manager with questions or suggestions. This information will be updated periodically.

Expense Categories

Cost containment expense categories

Category

Mission Critical Preapproval Flow*

Process Notes

Faculty Personnel Actions Chair/Director, Dean Dean’s Office will solicit requests and/or receive requests via Ewell Deans as in the past.
Other Personnel Actions, non-student Chair/Director, Dean Dean’s Office approval is required using former approval processes through PeopleAdmin.
Other Personnel Actions, students Chair/Director

Chairs and Directors may approve as mission critical provided funding is identified within available budget(s) and any additional funding source preapproval requirements are met.

If using department E&G funds, M&O budget must be transferred to labor accounts to accommodate any otherwise unbudgeted student worker positions.

Non-personnel Expenditures Chair/Director

Chairs and Directors may approve as mission critical provided funding is identified within available budget(s) and any additional funding source preapproval requirements are met.

*Additional Funding-Specific Preapproval Requirements
Private Funds If not dedicated to a specific purpose, Dean’s exemption must be obtained for mission-critical expenditures greater than $500 using the  Research and Gift Fund Exception Request.
Research Funds, Dean Supported and Eminent Scholars/Professorships Dean’s exemption must be obtained  for all mission-critical expenditures using the Research and Gift Fund Exception Request.
Non-personnel Expenditure Notes
Type Notes
Technology Regardless of cost or funding source, consult Purchases Requiring IT Approval to determine if IT approval is required. Email [[support]] for questions or advice about technology-related purchases or use Request IT to begin the IT review process. 
Technology, computers

Since the Dean’s Office provides A&S faculty computers per a renewal schedule, and the University’s COVID-19 guidance restricts institutional support to a single computer, no computer purchases will be considered unless eligible per the renewal schedule or specifically included in an individual start-up budget or approved HEETF request.

Please contact the A&S Fiscal and Data Manager to confirm renewal eligibility prior to initiating the lease or purchase of a Dean’s Office-funded computer. If the Dean’s Office contribution is not sufficient to cover the proposed lease or purchase, please ensure that a supplemental funding source is identified and that all applicable preapprovals for that funding source are also obtained.

Equipment Discouraged (COVID-19 Purchasing Support and Cost Containment Plan)
Professional Organizations

One professional membership/conference per faculty member may be preapproved as mission critical.

Dean preapproval through Chrome River is required for all conference registrations, including virtual.

Scholarships/Fellowships Department-approved scholarship/fellowship payments may be requested per regular process (Payments to Students Guide [pdf])
Food & Beverages Deemed not to be mission critical
Business Meals Dean preapproval through Chrome River is required for all mission-critical business meals.
Travel

Please visit the Travel Announcements webpage for more information and current W&M Travel Policies.

If you are traveling on behalf of W&M, you must first apply to the Travel Review Committee (TRC).

Once approved by the TRC, Dean preapproval through Chrome River is required for all travel.

Guests/Speakers Remote only (The Path Forward/Health & Safety)
Student Events, on campus Must be scheduled through Student Unions & Engagement
Student Events, off campus co-curricular

Chair/Director approval required if walking to destination with masks and distancing.

Per current W&M Travel Policies, undergraduate travel is suspended. In the case of mission-critical programmatic or curricular need, Dean’s Office preapproval is required.

Student Events, off campus social Not permitted at this time
Funding Source Considerations
Funding Source Indexes Considerations
Department E&G 12xxxx Mission-critical expenditures approved by chair/program director allowed if ample funds available in final FY21 budget.
Individual Startup, E&G 12xxxx Expenditures allowed if ample funds were included in FY21 individual start-up budget request.
Individual Startup, A&S HEETF 121089

Expenditures allowed if equipment was included in individual start-up budget request.

All HEETF purchases require an eVA purchase requisition. SPCC transactions may not be allocated to the HEETF index and expenses may not be transferred to the HEETF index once posted in Banner.

External Grant 7xxxxx Expenditures allowed in accordance with grant and OSP requirements. Dean’s Office preapproval is not needed except for travel through Chrome River.
Overhead Recovery Funds (ORF or IDC) 14xxxx Mission-critical expenditures allowed per OSP requirements. 
Private Funds, Dedicated 2Wxxxx, 2Zxxxx, etc.

Expenditures allowed in accordance with the narrow restrictions of the fund.  

Private Funds, Other 2Wxxxx, 2Zxxxx, etc. Mission-critical expenditures allowed, but with Dean’s exemption for expenditures greater than $500.
Research Funds, Dean Supported and Eminent Scholars/Professorships Dean support index (12xxxx) ) and 2Wxxxx Mission-critical expenditures are only allowed when Dean exemption is obtained.
Pre-major Academic Advising N/A These funds are paid as salary stipends beginning FY21.