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Cost Containment & Funding Guidance

Updated November 19, 2021

Due to ongoing, university-wide financial constraints resulting from COVID-19, the budget reductions implemented in FY21 have been retained for FY22. However, many of the additional preapproval requirements associated with the need to limit expenditures to mission-critical endeavors have been relaxed within the constraints of the reduced budgets. 

Using the most appropriate funding source for expenditures remains essential in preserving funds that might be needed to support university jobs and salaries now and in the future.

This guidance is provided to assist you in identifying the most appropriate funding source and correct approval process.

We hope that the summaries below are helpful. Please contact the A&S Fiscal and Private Funds Manager with questions or suggestions. This information will be updated periodically.

Expense Categories

Category

Approval Flow*

Process Notes

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

Chairs and Directors may approve provided funding is identified within available department/program budget(s).

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 provided funding is identified within available department/program budget(s).

*Additional Funding-Specific Approval Requirements
Start-up Funds Dean’s Office will solicit requests for annual start-up budgets, and budget approval must be obtained prior to expenditure commitments.
Professorship Research Funds Chairs and Directors may approve expenditures requested by the named professor with the following exceptions: additional salary, furnishings, and personal/office computing equipment that duplicates what is provided at the central workplace.
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, 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

Please refer to the Procure to Pay Matrix on the Procurement Services webpage.

If approved for HEETF funding, refer to the W&M Budget Office’s Higher Education Equipment Trust Fund webpage for additional information.

Scholarships/Fellowships

Please consult Types of AP Payment on the Accounts Payable webpage for guidance, including the Student Payment Processing Guide.  

 Note: student payments are now processed through buyW&M (not Chrome River).

Food & Beverages Please refer to the Procure to Pay Matrix on the Procurement Services webpage and the Business Meal Policy on the Financial Operations Travel webpage
Business Meals Please refer to the Business Meal Policy for more information and current W&M policies and guidance.

Approval through Chrome River or America to Go is required for all business meals
Travel

Please refer to the Travel Policy for more information and current W&M travel policies and guidance.

Preapproval through Chrome River is required for all travel.

Guests/Speakers Please refer to the Procure to Pay Matrix on the Procurement Services webpage.
Student Events, on campus Please visit the Student Unions & Engagement webpage for more information and guidance.
Student Events, off campus co-curricular

Please visit the Travel Policy webpage for more information and current W&M travel policies and guidance.

Student Events, off campus social Please visit the Travel Policy webpage for more information and current W&M travel policies and guidance.
Funding Source Considerations
Funding Source Indexes Considerations
Department E&G 12xxxx Expenditures allowed if ample funds available in FY22 budget.
Individual Startup, E&G 12xxxx Expenditures allowed if ample funds were included in approved FY22 individual start-up budget.
Individual Startup, HEETF 121089

Expenditures allowed if equipment was included in approved FY22 individual start-up budget.

SPCC transactions may not be allocated to the HEETF index and expenses may not be transferred to the HEETF index once posted in Banner. Please refer to the W&M Budget Office’s Higher Education Equipment Trust Fund webpage for additional information.

External Grant 7xxxxx Expenditures allowed in accordance with grant and OSP requirements. 
Overhead Recovery (ORF or IDC) 14xxxx Expenditures allowed if ample funds available in FY22 budget(s).
Private 2Wxxxx, 2Zxxxx, etc.

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

Dean Supported 12xxxx (Dean Support Indexes) Only expenditures preapproved by the Dean’s Office and designated as Dean supported allowed in accordance with Dean’s Office requirements.
Professorship 2Wxxxx Expenditures allowed with the following exceptions: additional salary, furnishings, and personal/office computing equipment that duplicates what is provided at the central workplace.
Pre-major Academic Advising N/A These funds are paid as salary stipends.