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.
Car Rental	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)