Laws, Policies & Procedures

For Procurement of Goods & Services

• The Governing Rules
• Higher Ed Manual (pdf) (Revised 7-23-21)
• Management Agreement
• Mandatory General Terms and Conditions (Revised 9-9-25)
• Policy on University Faculty or Staff with University Vendor Affiliation/Conflict of Interest
• Procedures for Sponsoring On-Campus Mobile Food Vendors
• Retention Schedule for Unsuccessful Formal Bids and Proposals (Effective March 1, 2020)
• Small Purchase Charge Card (SPCC) Policy & Procedures (Revised FY20)
• Special Terms and Conditions(Revised 9-9-25)
• Special Terms and Conditions - IT (Revised 2-19-24)
• Virginia Public Procurement Act (VPPA)
• Virginia Sales and Use Tax Exemptions
• W&M Purchase Order Terms and Conditions (Revised 7-9-26)
• W&M Small Purchase Procedures (Revised 3-20-25)

Unauthorized Procurement Tracking Policy

An unauthorized procurement (unauthorized purchase/transaction) is any agreement or transaction made on behalf of an organization by someone who lacks the delegated authority or uses a prohibited method to bind the organization to a vendor.

The procurement of goods and services, regardless of funding source, must be processed in accordance with Commonwealth laws and William & Mary policies and procedures. Orders should be processed using William & Mary's e-procurement system, buyW&M, prior to the initiation of a purchase (not after-the-fact). Procurement transactions that are executed "after" the purchase has been initiated are in violation of (i) 23-28.90 of the Code of Virginia and the Rules Governing Procurement of Goods, Services, Insurance and Construction (the "Rules"), (ii) the Governor's initiative, and (iii) 2.2-4350 Prompt payment of bills by state agencies. 

Individuals who do not comply with policy may have buyW&M system access suspended or permanently revoked. Disciplinary action will be enforced by the Quality Assurance Director and/or Supply Chain Services based on the severity of the violation. Typical suspension periods for failure to comply with policy will be 15, 30 or 60 days. Severe infractions will result in revocation of system access.

Violations of policy include but are not limited to:

• If an individual without written signature authority signs a contract or verbally agrees to buy goods or services.
• If an individual places an order or commits to a vendor before obtaining an approved purchase order.
• If an authorized individual exceeds their specific delegated authority. 
• If an individual authorizes a vendor to start work before the official contract is processed.

Policy

1st Occurrence - courtesy email warning
2nd Occurrence - 15-day system suspension
3rd Occurrence - 30-day system suspension
4th Occurrence- 60-day system suspension

Occurrences will re-set at the beginning of each Fiscal Year

Procure-to-Pay Matrix

William & Mary departments have been delegated the authority to purchase goods and services up to a maximum of $10,000 per project. The Procure-to-Pay Matrix provides a guide for frequently purchased goods and services and allowable exemptions up to $200,000. All purchases of goods and services expected to exceed $200,000 shall follow the procedures as set forth in the Commonwealth of Virginia Purchasing Manual for Institutions of Higher Education and their Vendors.

William & Mary shall not issue payment of any invoice for any department covering the purchase of goods and services, when such purchases are in violation of law. Contracts awarded in violation of the law/Governing Rules, are voidable. Contracts signed by individuals without authority to do so are void from the beginning. Individuals signing/awarding contracts without the authority to do so may be held personally liable for payment to the vendor.