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 William & Mary 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 university. 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.
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 bona fide business purpose (e.g., Commencement, Charger Day, public performances). | Flowers for public events with bona fide business purpose (e.g., Commencement, Charger Day, public performances). |
| Decorate Public/Common Area | Not Allowable | Office plants when located in a public/common area in order to improve the office or building appearance. (Includes President's House) | |
| Recognize Non-Employees (volunteers, donors, and sympathy of death of family member) | Not Allowable | Up to $150 with a bona fide business purpose. | |
| Employee Immediate Family | Not Allowable | Flowers/plants or donations in lieu of flowers/plants up to $150 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 $100 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 individuals not employed by William & Mary. | Not Allowable | Allowable up to $100 per individual per year with a bona fide business purpose. Gift cards are NOT allowed. |
| 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. | Allowed with Dean or VP approval | 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 | 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 | Up to 200% of standard rate with Dean or VP Approval | |
| Employee Appreciation Events | Not Allowable | Up to 200% of standard rate with Dean or VP Approval | |
| University Employee Meal with Non-Employee Covering His/Her Own Expense | Not Allowable | Up to standard per diem rate and alcohol rate (if applicable) with receipt and with Dean or VP approval; may not be charged directly to SPCC | |
| Alcoholic Beverages | Not Allowable | Alcoholic Beverages up to $30 per person, including tax and tip. (Not part of per diem cap) |
