Welcome to the Procure to Pay Matrix

William & Mary departments have been delegated the authority to purchase goods and services up to a maximum of $5,000 per project. This matrix provides a guide for frequently purchased goods and services and allowable exemptions up to $50,000.

Any questions, please contact procurement services at procure@wm.edu or 757-221-3952.

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Accreditation fees, academic testing, tests, evaluations and research consulting services.
Commodity / Procurement Type SPCC
Transactions
under $5000
eVA
Exempt
Competition
Exempt
Funding
Source
Contract Approval
Needed
Owning
Dept
Links Expenditure
Codes
Accreditation fees, academic testing, tests, and evaluations YesYesYesState or LocalAuthorized ApproverProcurement 715410 Various
Academic and Research consulting services YesYesYesState or LocalAuthorized ApproverProcurement 715410 Various
Advertisements
Commodity / Procurement Type SPCC
Transactions
under $5000
eVA
Exempt
Competition
Exempt
Funding
Source
Contract Approval
Needed
Owning
Dept
Links Expenditure
Codes
Advertisements (such as in newspapers, magazines, journals, billboards, websites, radio, television or similar public media.) Cost of placing ads in newspapers and other media forms for faculty and classified position employment, drug studies, clinical research studies, research projects, and procurement advertisements (ads must meet university Identity standards.) YesYesYesState or LocalAuthorized ApproverN/A 712460 712480 712490
Air and Rail Tickets
Commodity / Procurement Type
Including non-employee business travel...
SPCC
Transactions
under $5000
eVA
Exempt
Competition
Exempt
Funding
Source
Contract Approval
Needed
Owning
Dept
Links Expenditure
Codes
Economy class and upgrades to business class when travel is 8 or more consecutive hoursYesYesYesState or LocalAir and Rail Source
Authorized ApproverTravelTravel's transportation guidelines 712830
Upgrade seating with appropriate justification

Note: First class flights are strictly prohibited
YesYesYesLocal Air and Rail Source
Authorized ApproverTravelTravel's transportation guidelines 712830
Baggage fees up to $60 per travelerYesYesYesState or LocalAir and Rail Source
Authorized ApproverTravelTravel's transportation guidelines 712830
Baggage fees over $60 per travelerYesYesYesLocalAir and Rail Source
Authorized ApproverTravelTravel's transportation guidelines 712830
Alcohol
Commodity / Procurement Type SPCC
Transactions
under $5000
eVA
Exempt
Competition
Exempt
Funding
Source
Contract Approval
Needed
Owning
Dept
Links Expenditure
Codes
Alcoholic Beverages up to $30 per person, including tax and tip, served in conjunction with food. (Not part of per diem cap)YesYesYesLocalAuthorized ApproverTravelTravel's transportation guidelines 713310
Architectural/Engineering
Commodity / Procurement Type SPCC
Transactions
under $5000
eVA
Exempt
Competition
Exempt
Funding
Source
Contract Approval
Needed
Owning
Dept
Links Expenditure
Codes
Architectural/Engineering - Purchasing and payments for services must go through Facilities Design and Construction.YesNoYesState or LocalDirector, Planning, Design & ConstructionVIMS Facilities Management W&M FPDC 712610
Art
Commodity / Procurement Type SPCC
Transactions
under $5000
eVA
Exempt
Competition
Exempt
Funding
Source
Contract Approval
Needed
Owning
Dept
Links Expenditure
Codes
Artwork for public spaces in University buildings. Original works of art; and original, or authentic antique period art frames (does not include newly created replacement or reproduction frames).YesNoYesLocalDean or VPN/A 722230
Athletics (Unlimited)
Commodity / Procurement Type SPCC
Transactions
under $5000
eVA
Exempt
Competition
Exempt
Funding
Source
Contract Approval
Needed
Owning
Dept
Links Expenditure
Codes
Athletics: Fees associated with participation in intercollegiate athletic tournaments and events including team lodging, registration and game guarantees for all athletic events. (Unlimited)YesYesYesState or LocalAuthorized ApproverAthletics 712240
Athletics: Intercollegiate athletic event entrance and related fees (e.g.,tournament entrance fees, game referees, officials, and umpires, etc.). (Unlimited)YesYesYesState or LocalAuthorized ApproverAthletics 712240
Business Cards
Commodity / Procurement Type SPCC
Transactions
under $5000
eVA
Exempt
Competition
Exempt
Funding
Source
Contract Approval
Needed
Owning
Dept
Links Expenditure
Codes
Business CardsYesNoNoState or LocalBusiness Cards
Authorized ApproverProcurement 713130
Business/Financial Transactions
Commodity / Procurement Type SPCC
Transactions
under $5000
eVA
Exempt
Competition
Exempt
Funding
Source
Contract Approval
Needed
Owning
Dept
Links Expenditure
Codes
Business/Financial Transactions to which public procurement regulations do not apply. NoYesYesState or LocalAuthorized ApproverProcurement Various
Cell Phones / Telecommunications Services
Commodity / Procurement Type SPCC
Transactions
under $5000
eVA
Exempt
Competition
Exempt
Funding
Source
Contract Approval
Needed
Owning
Dept
Links Expenditure
Codes
Cell Phones / Telecommunications Services - Wireless Communication Device Services. View University Wireless Communication Device Policy.YesNoNoState or LocalCell Phone Stipend
OR
University Owned
Authorized ApproverProcurementWireless Communications Policy 712160 712170 712180
Charter Bus Services
Commodity / Procurement Type SPCC
Transactions
under $5000
eVA
Exempt
Competition
Exempt
Funding
Source
Contract Approval
Needed
Owning
Dept
Links Expenditure
Codes
Contracts for providing charter bus services YesYesNoState or LocalBus Transportation Contracts
Authorized ApproverProcurement 712830
Commercial Fisherman
Commodity / Procurement Type SPCC
Transactions
under $5000
eVA
Exempt
Competition
Exempt
Funding
Source
Contract Approval
Needed
Owning
Dept
Links Expenditure
Codes
Commercial Fisherman Contracts with commercial fisherman for replenishment, research & stock assessment activitiesYesYesYesState or LocalAuthorized ApproverN/A 712680
Computers (also see IT below)
Commodity / Procurement Type SPCC
Transactions
under $5000
eVA
Exempt
Competition
Exempt
Funding
Source
Contract Approval
Needed
Owning
Dept
Links Expenditure
Codes
Must be approved by IT prior to the commitment or processing the transactionYes (no ETF Purchases)NoNoState or LocalComputer Source
ITIT Procuring Technology at W&M 722110 722120 722140
Conferences
Commodity / Procurement Type SPCC
Transactions
under $5000
eVA
Exempt
Competition
Exempt
Funding
Source
Contract Approval
Needed
Owning
Dept
Links Expenditure
Codes
Conference facilities (to include conference support and related lodging and meals) only when the use of a specific facility is directed by an outside donor, sponsor or organization.YesYesYesState or LocalAuthorized ApproverProcurement Various
Conference registration or fees for participants in local, regional and/or national competitive academic events or mission related events (Use of Bank of America small purchase card is highly recommended)YesYesYesState or LocalAuthorized ApproverProcurement 712240 712280
Conference hosting services to include conference related expenses which costs are offset by vendor sponsorships and / or conference attendee registration fees YesYesYesState or LocalAuthorized ApproverProcurement Various
Consultants
Commodity / Procurement Type SPCC
Transactions
under $5000
eVA
Exempt
Competition
Exempt
Funding
Source
Contract Approval
Needed
Owning
Dept
Links Expenditure
Codes
A professional who provides professional or expert advice in their area of expertise on a temporary basis for a fee.YesNoYesState or LocalConsultants Source
See form for signature requirementsProcurementConsulting Template 712260 712680
Contract Types (Consultant, Honorarium, Independent Contractor, Speaker)
Commodity / Procurement Type SPCC
Transactions
under $5000
eVA
Exempt
Competition
Exempt
Funding
Source
Contract Approval
Needed
Owning
Dept
Links Expenditure
Codes
Consultant - A professional who provides professional or expert advice in their area of expertise on a temporary basis for a fee. YesNoYesState or LocalSee form for signature requirementsProcurementConsulting Template 712260 712680
Honorarium - A payment given for professional services that are rendered nominally without charge.NoYesYesState or LocalAuthorized ApproverAccounts PayableHonorarium Form 714130
Independent Contractor - Someone whose control and direction is limited to the end product of their work, not on how the work will be performed.NoNoYesState or LocalAuthorized ApproverProcurementIndependent Contractor Assessment 712680
Speaker - Payment to an individual who is not an employee of W&M coming to speak to a public audience where any portion of the engagement (ie. fees, travel, etc.) was negotiated and/or payment is expectedYesYesYesState or LocalAuthorized ApproverProcurementSpeaker/Presenter Agreement Short Form 714130
Contributions and Donations
Commodity / Procurement Type SPCC
Transactions
under $5000
eVA
Exempt
Competition
Exempt
Funding
Source
Contract Approval
Needed
Owning
Dept
Links Expenditure
Codes
Contributions and donations made by a universityYesYesYesLocalAuthorized Approver Various
Currency Exchange Services
Commodity / Procurement Type SPCC
Transactions
under $5000
eVA
Exempt
Competition
Exempt
Funding
Source
Contract Approval
Needed
Owning
Dept
Links Expenditure
Codes
Currency exchange servicesYesNoYesState or LocalAuthorized ApproverN/A Various
Employee Retirement Gifts
Commodity / Procurement Type SPCC
Transactions
under $5000
eVA
Exempt
Competition
Exempt
Funding
Source
Contract Approval
Needed
Owning
Dept
Links Expenditure
Codes
Employee Retirement Gifts - please refer to the linked policy for guidance / exclusionsYesNoNoLocalAuthorized ApproverTax ComplianceEmployee Retirement Gifts Policy Various
Event Rental (Tents, Tables, Chairs, A/V, etc.)
Commodity / Procurement Type SPCC
Transactions
under $5000
eVA
Exempt
Competition
Exempt
Funding
Source
Contract Approval
Needed
Owning
Dept
Links Expenditure
Codes
Event Rental (Tents, Tables, Chairs, etc.)YesNoNoState or LocalEvent Rental Source
Authorized ApproverN/A Various
Audio VisualYesNoNoState or LocalEvent Rental Source
Authorized ApproverN/A Various
Event Sponsorships
Commodity / Procurement Type SPCC
Transactions
under $5000
eVA
Exempt
Competition
Exempt
Funding
Source
Contract Approval
Needed
Owning
Dept
Links Expenditure
Codes
Support for an event organized by an external third party that are essential to and support the mission of the university. (State Funds allowed up to $5,000)YesYesYesState or LocalAuthorized ApproverN/A Various
Allowed with approval by the Vice President for Strategic Initiatives and Public Affairs.YesYesYesLocalVP for Strategic Initiatives & Public AffairsN/A Various
Exhibition Rental Fees - artifacts & artwork
Commodity / Procurement Type SPCC
Transactions
under $5000
eVA
Exempt
Competition
Exempt
Funding
Source
Contract Approval
Needed
Owning
Dept
Links Expenditure
Codes
Exhibition Rental Fees for exhibitions of historical artifacts or original works of art. (The rental fee may include charges other than the rental of the exhibition, such as transportation costs.)YesYesYesState or LocalAuthorized ApproverN/A 722230
Express Delivery Services
Commodity / Procurement Type SPCC
Transactions
under $5000
eVA
Exempt
Competition
Exempt
Funding
Source
Contract Approval
Needed
Owning
Dept
Links Expenditure
Codes
Express Delivery Services YesYesNoState or LocalUPS
Authorized ApproverProcurement 712110
EZ Pass
Commodity / Procurement Type SPCC
Transactions
under $5000
eVA
Exempt
Competition
Exempt
Funding
Source
Contract Approval
Needed
Owning
Dept
Links Expenditure
Codes
EZ Pass - may be purchased and used for University related business purposes onlyYesYesYesState or LocalAuthorized ApproverN/A 712830
Facilities Requirements
Commodity / Procurement Type SPCC
Transactions
under $5000
eVA
Exempt
Competition
Exempt
Funding
Source
Contract Approval
Needed
Owning
Dept
Links Expenditure
Codes
Renovations/Construction/Repairs/Improvements. If repairs are needed, submit a work order to Facilities Management (FM)YesNoNoState or LocalFacilities ManagementService Request Various
Financing when goods/services procured from one source are being financed by another (i.e. third party) source.
Commodity / Procurement Type SPCC
Transactions
under $5000
eVA
Exempt
Competition
Exempt
Funding
Source
Contract Approval
Needed
Owning
Dept
Links Expenditure
Codes
Financing when goods/services procured from one source are being financed by another (i.e., third party) source. The financing exclusion does not apply to lease purchases.YesYesYesState or LocalAuthorized ApproverProcurement Various
Flowers/Plants
Commodity / Procurement Type SPCC
Transactions
under $5000
eVA
Exempt
Competition
Exempt
Funding
Source
Contract Approval
Needed
Owning
Dept
Links Expenditure
Codes
Flowers/Plants for public events with bona fide business purpose (e.g., Commencement, Charter Day, public performances).YesNoNoState or LocalAuthorized ApproverAccounts Payable 722610
Public/Common Area in order to improve the office or building appearanceYesNoNoLocalAuthorized ApproverAccounts Payable 722610
Non-Employees and Volunteers up to $100 with a bona fide business purposeYesNoNoLocalAuthorized ApproverAccounts Payable 722610
Employee immediate family flower donations up to $100 for the death of an employee's immediate family member (i.e., parent, step-parent, spouse or child)YesNoNoLocalAuthorized ApproverAccounts Payable 722610
Food (Catering, Business Meals, etc.)
Commodity / Procurement Type SPCC
Transactions
under $5000
eVA
Exempt
Competition
Exempt
Funding
Source
Contract Approval
Needed
Owning
Dept
Links Expenditure
Codes
All on-campus events serving food shall order through the ATG portal with business rules embeddedNoYesNoState or LocalAmerica To Go Portal
Department HeadProcurementAmerica To Go - On-Campus Catering Various
Off-campus Catering / Business Meals involving external parties (e.g. meals with candidates, potential donors, guest speakers, etc.) Tip not to exceed 20%
Per diem rules in funding source
YesNoNoState or Local up to 150% - Local up to 200%Department HeadTravelSPCC Business Meal Form 712640 713620 713630
Expenses for candidate's spouse under same rules as Business Meal ExceptionYesNoNoLocalDepartment HeadTravelSPCC Business Meal Form 712640
Retirement and appreciation events up to 200% of standard per diem rate YesNoNoLocalDean or VPAccounts Payable 712640 713620 713630
University Employee Meal with Non-Employee Covering His/Her Own Expense. Up to standard per diem rate and alcohol rate (if applicable) with receipt NoYesNoLocalDean or VP Travel 712640
Foreign Purchases
Commodity / Procurement Type SPCC
Transactions
under $5000
eVA
Exempt
Competition
Exempt
Funding
Source
Contract Approval
Needed
Owning
Dept
Links Expenditure
Codes
Purchases made by a university employee or agent while located in another country and the required goods/services are purchased from a vendor located in that country and the purchased goods/services will be used in the country where they are purchased.YesYesYesState or LocalAuthorized ApproverProcurement Various
Furniture
Commodity / Procurement Type SPCC
Transactions
under $5000
eVA
Exempt
Competition
Exempt
Funding
Source
Contract Approval
Needed
Owning
Dept
Links Expenditure
Codes
Purchases < $50,000 must be from university contracted supplier (see link for additional information)YesNoNoState or LocalFurniture Contracts
Authorized ApproverProcurementFurniture Web Page 722620
Purchases > $50,000 must be from VCE or release obtained thru Procurement ServicesNoNoNoState or LocalAuthorized ApproverProcurementFurniture Web Page 722621
Gifts (Non-Cash), Awards and Recognition for Students & Employees
Commodity / Procurement Type SPCC
Transactions
under $5000
eVA
Exempt
Competition
Exempt
Funding
Source
Contract Approval
Needed
Owning
Dept
Links Expenditure
Codes
Employee recognition awards up to $100 in value per employee per year. Awards may include food, flowers, or gifts in recognition of exemplary service. Gift cards / vouchers are NOT allowed. YesNoYesLocalAuthorized ApproverAccounts Payable 714130
Awards or recognitions for student contributions to the organization up to $100 per student with appropriate documentation. Gift cards / vouchers are NOT allowed. YesNoYesLocalAuthorized ApproverAccounts Payable 714130
Non-Employees and Volunteers up to $100 with a bona fide business purpose. Gift cards / vouchers are NOT allowed. YesNoNoLocalAuthorized ApproverAccounts Payable 714130
Governmental and Public Entities (Unlimited)
Commodity / Procurement Type SPCC
Transactions
under $5000
eVA
Exempt
Competition
Exempt
Funding
Source
Contract Approval
Needed
Owning
Dept
Links Expenditure
Codes
Governmental and Public Entities (Federal, State, local, town, city, state colleges and universities, international) other than purchases from mandatory sourcesYesYesYesState or LocalAuthorized ApproverN/A Various
Grant Awards
Commodity / Procurement Type SPCC
Transactions
under $5000
eVA
Exempt
Competition
Exempt
Funding
Source
Contract Approval
Needed
Owning
Dept
Links Expenditure
Codes
By agencies and institutions to public bodies or tax exempt non-profit charitable organizations. (Does not apply to expenditures of grant funds by agencies and institutions for the purchase of goods and/or services)YesYesNoState or LocalAuthorized ApproverN/A Various
Honorarium
Commodity / Procurement Type SPCC
Transactions
under $5000
eVA
Exempt
Competition
Exempt
Funding
Source
Contract Approval
Needed
Owning
Dept
Links Expenditure
Codes
A payment given for professional services that are rendered nominally without charge.NoYesYesState or LocalAuthorized ApproverAccounts PayableHonorarium Form 714130
Independent Contractors (Excluding Speakers, Entertainers and Performers)
Commodity / Procurement Type
Exemptions...
SPCC
Transactions
under $5000
eVA
Exempt
Competition
Exempt
Funding
Source
Contract Approval
Needed
Owning
Dept
Links Expenditure
Codes
Someone whose control and direction is limited to the end product of their work, not on how the work will be performed.NoNoYesState or LocalAuthorized ApproverProcurementIndependent Contractor Assessment 712680
Information Technology (also see Computers above)
Commodity / Procurement Type SPCC
Transactions
under $5000
eVA
Exempt
Competition
Exempt
Funding
Source
Contract Approval
Needed
Owning
Dept
Links Expenditure
Codes
Must be approved by IT prior to the commitment or processing the transactionYes (no ETF Purchases)NoNoState or LocalIT Source
ITIT Procuring Technology at W&M 722110 722120 722140
Lab and Scientific Equipment and Supplies
Commodity / Procurement Type SPCC
Transactions
under $5000
eVA
Exempt
Competition
Exempt
Funding
Source
Contract Approval
Needed
Owning
Dept
Links Expenditure
Codes
Lab and Scientific Equipment and SuppliesYes (no ETF Purchases)NoNoState or LocalLab & Scientific Equipment/Supplies Sources
Authorized ApproverN/A 713410 722410
Legal Services (Unlimited)
Commodity / Procurement Type SPCC
Transactions
under $5000
eVA
Exempt
Competition
Exempt
Funding
Source
Contract Approval
Needed
Owning
Dept
Links Expenditure
Codes
Legal services or expert witnesses or other services associated with litigation or regulatory proceedings approved in advance by the General Counsel's Office or the Attorney General's Office. (Unlimited)YesNoYesState or LocalAuthorized ApproverUniversity Counsel 712470
Licenses
Commodity / Procurement Type SPCC
Transactions
under $5000
eVA
Exempt
Competition
Exempt
Funding
Source
Contract Approval
Needed
Owning
Dept
Links Expenditure
Codes
Licenses (Federal, State or local) excluding software licensesYesYesNoState or LocalAuthorized ApproverProcurement 713320
Local Funds
Commodity / Procurement Type SPCC
Transactions
under $5000
eVA
Exempt
Competition
Exempt
Funding
Source
Contract Approval
Needed
Owning
Dept
Links Expenditure
Codes
Local funds owned by trust-agent organizations. These funds are non-state and are not owned and controlled by the university. The university's sole responsibility is writing checks out of a local account maintained on behalf of the organization that owns the funds. This exclusion does not include Auxiliary Enterprises.YesNoYesLocalAuthorized ApproverFinancial Operations Various
Logos/Trademarks
Commodity / Procurement Type SPCC
Transactions
under $5000
eVA
Exempt
Competition
Exempt
Funding
Source
Contract Approval
Needed
Owning
Dept
Links Expenditure
Codes
University departments are required to use an officially licensed W&M vendor when ordering items bearing the University's trademarks.YesNoNoState or LocalAuthorized ApproverLicensing OfficeLicensing & Trademark 715410
Maintenance - License agreements
Commodity / Procurement Type SPCC
Transactions
under $5000
eVA
Exempt
Competition
Exempt
Funding
Source
Contract Approval
Needed
Owning
Dept
Links Expenditure
Codes
Maintenance agreements, license agreements (including software licenses) and the purchase of consumable items from the manufacturer/producer for existing software and/or sophisticated scientific equipment provided the maintenance, license and/or consumables are only available from the manufacturer. File documentation to include verification of exclusivity. YesNoYesState or LocalMaintenance, Repair & Op. Supplies Source
Authorized ApproverProcurement & Category Dept 712520 712530 712550 712560 712570 712590 712740 712750 722180
Medical/Health Care
Commodity / Procurement Type SPCC
Transactions
under $5000
eVA
Exempt
Competition
Exempt
Funding
Source
Contract Approval
Needed
Owning
Dept
Links Expenditure
Codes
Services provided by public and private hospitals, medical practices, medical clinics, and individuals that are licensed and authorized by law to engage in the prevention, diagnosis, or treatment of human illness, injury, physical disability, mental health, special needs, substance abuse, or emotional condition YesYesYesState or LocalAuthorized ApproverProcurement & Category Dept 712310 712320 712330 712340 712350 712360
Memberships
Commodity / Procurement Type SPCC
Transactions
under $5000
eVA
Exempt
Competition
Exempt
Funding
Source
Contract Approval
Needed
Owning
Dept
Links Expenditure
Codes
Memberships - Professional organizational membership dues and training classes sponsored by the professional organization when payment is made directly to the professional organization sponsoring the training class.YesYesYesState or LocalAuthorized ApproverProcurement 712210
Moving and Relocation
Commodity / Procurement Type SPCC
Transactions
under $5000
eVA
Exempt
Competition
Exempt
Funding
Source
Contract Approval
Needed
Owning
Dept
Links Expenditure
Codes
Moving and RelocationNoNoNoState or LocalMoving and Relocation Source
Authorized ApproverTravel 712810
Stipends for moving and relocation for new employeesN/AN/AN/AState or LocalNew employee moving & relocation stipend policy
Authorized ApproverTravel Various
Multi-Media
Commodity / Procurement Type SPCC
Transactions
under $5000
eVA
Exempt
Competition
Exempt
Funding
Source
Contract Approval
Needed
Owning
Dept
Links Expenditure
Codes
Multi-Media Books, pre-printed materials, reprints and subscriptions (e.g., print or electronic), pre-recorded audio and video cassettes, compact discs, slide presentations, etc., when only available from the publisher/producer.YesNoYesState or LocalAuthorized ApproverProcurement 722210 722240
Nonprofit (purchases from)
Commodity / Procurement Type SPCC
Transactions
under $5000
eVA
Exempt
Competition
Exempt
Funding
Source
Contract Approval
Needed
Owning
Dept
Links Expenditure
Codes
Nonprofit sheltered workshops or other nonprofit organizations that offer transitional or supported employment services serving the handicappedYesNoYesState or LocalAuthorized ApproverProcurement Various
Purchases from non-profit organizations YesNoYesState or LocalAuthorized ApproverProcurement Various
Office Beverages
Commodity / Procurement Type SPCC
Transactions
under $5000
eVA
Exempt
Competition
Exempt
Funding
Source
Contract Approval
Needed
Owning
Dept
Links Expenditure
Codes
Coffee, tea, water, or other beverages for office visitors and guestsYesNoNoLocalDean or VPN/A 713120
Office Supplies
Commodity / Procurement Type SPCC
Transactions
under $5000
eVA
Exempt
Competition
Exempt
Funding
Source
Contract Approval
Needed
Owning
Dept
Links Expenditure
Codes
Must use W&M contracted supplier (see link)YesNoNoState or LocalTSRC
Authorized ApproverProcurement 713120 722630 713130
On-campus book store
Commodity / Procurement Type SPCC
Transactions
under $5000
eVA
Exempt
Competition
Exempt
Funding
Source
Contract Approval
Needed
Owning
Dept
Links Expenditure
Codes
On-campus book store provider: Barnes & Noble College Bookstore.

Pay in-person vs. online to receive tax exemption and discounts on applicable goods.
YesYesNoState or LocalW&M Bookstore
Authorized ApproverAuxiliary Services 722210 722240
Parking and Tolls
Commodity / Procurement Type
Including non-employee business travel...
SPCC
Transactions
under $5000
eVA
Exempt
Competition
Exempt
Funding
Source
Contract Approval
Needed
Owning
Dept
Links Expenditure
Codes
Parking and road tollsYesYesYesState or LocalAuthorized ApproverAccounts Payable 712850 712830 712840
Participation stipends and Human subject research payments
Commodity / Procurement Type SPCC
Transactions
under $5000
eVA
Exempt
Competition
Exempt
Funding
Source
Contract Approval
Needed
Owning
Dept
Links Expenditure
Codes
Participation stipends and Human subject research payments NoYesYesState or LocalAuthorized ApproverFinancial OperationsFinancial Operations Procedure for Paying Human Subjects 714180
Pass-through-procurements
Commodity / Procurement Type SPCC
Transactions
under $5000
eVA
Exempt
Competition
Exempt
Funding
Source
Contract Approval
Needed
Owning
Dept
Links Expenditure
Codes
Pass-through-procurements (Examples include contracting for alumni functions for which the institution is reimbursed by the alumni and materials purchased for students by a faculty member using State funds and for which the students fully reimburse the institution). Requires approval by Director, University Purchasing.YesYesYesState or LocalProcurement DirectorN/A Various
Petty cash Reimbursements
Commodity / Procurement Type SPCC
Transactions
under $5000
eVA
Exempt
Competition
Exempt
Funding
Source
Contract Approval
Needed
Owning
Dept
Links Expenditure
Codes
Petty cash ReimbursementsNoYesNoState or LocalAuthorized ApproverN/A Various
Photographers
Commodity / Procurement Type SPCC
Transactions
under $5000
eVA
Exempt
Competition
Exempt
Funding
Source
Contract Approval
Needed
Owning
Dept
Links Expenditure
Codes
Photographers (other than graduation and yearbook photographers).YesNoYesState or LocalAuthorized ApproverN/A 712680
Point of Sale
Commodity / Procurement Type SPCC
Transactions
under $5000
eVA
Exempt
Competition
Exempt
Funding
Source
Contract Approval
Needed
Owning
Dept
Links Expenditure
Codes
Over the counter charge card purchases that are made at the site of the sale and picked up by the individual card holder (i.e., BOA, Voyager-the Commonwealth fleet gas card) YesYesNoState or LocalAuthorized ApproverN/A Various
Postal Services
Commodity / Procurement Type SPCC
Transactions
under $5000
eVA
Exempt
Competition
Exempt
Funding
Source
Contract Approval
Needed
Owning
Dept
Links Expenditure
Codes
Postal Services - including those from USPS or third party providersYesYesNoState or LocalAuthorized ApproverN/A 712140 712110
Print and Copy Services
Commodity / Procurement Type SPCC
Transactions
under $5000
eVA
Exempt
Competition
Exempt
Funding
Source
Contract Approval
Needed
Owning
Dept
Links Expenditure
Codes
Print and Copy ServicesYesNoNoState or LocalPrint & Copy Services Source
Authorized ApproverITTechnology Support Center 712150
On-campus Print Shop providerYesYesYesState or LocalPrint Management Services- Print Shop
Authorized ApproverAuxiliary ServicesThe Print Shop 712150
Private educational institutions (Unlimited)
Commodity / Procurement Type SPCC
Transactions
under $5000
eVA
Exempt
Competition
Exempt
Funding
Source
Contract Approval
Needed
Owning
Dept
Links Expenditure
Codes
Private educational institutions. (Unlimited)YesNoYesState or LocalAuthorized ApproverN/A Various
Promotional and Licensed Products
Commodity / Procurement Type SPCC
Transactions
under $5000
eVA
Exempt
Competition
Exempt
Funding
Source
Contract Approval
Needed
Owning
Dept
Links Expenditure
Codes
Promotional items for giveaways (e.g. mugs, key rings, portfolios, water bottles, t-shirts, etc). Design must meet W&M identity standards. Products depicting William & Mary trademarks or likeness must be purchased through licensed vendors.YesNoNoState or LocalPromotional Products Contracts
Authorized ApproverN/ALicensing & Trademark 714130
Public Auctions (non-electronic)
Commodity / Procurement Type SPCC
Transactions
under $5000
eVA
Exempt
Competition
Exempt
Funding
Source
Contract Approval
Needed
Owning
Dept
Links Expenditure
Codes
Public Auctions (non-electronic) YesNoYesState or LocalAuthorized ApproverN/A Various
Public Utilities
Commodity / Procurement Type SPCC
Transactions
under $5000
eVA
Exempt
Competition
Exempt
Funding
Source
Contract Approval
Needed
Owning
Dept
Links Expenditure
Codes
Public Utilities (Electricity, Water, Sewage, Natural Gas, Propane)YesYesYesState or LocalAuthorized ApproverN/A 715420 715440 713220
Rare and Historic Prints
Commodity / Procurement Type SPCC
Transactions
under $5000
eVA
Exempt
Competition
Exempt
Funding
Source
Contract Approval
Needed
Owning
Dept
Links Expenditure
Codes
Rare and Historic Prints - Rare and historic manuscript, printed and photographic materials (e.g. books, ephemera, maps, manuscripts, photographs, and prints) that are one of a kind or exist in very limited supply.YesNoYesState or LocalAuthorized ApproverN/A 722230
Real Estate Leases
Commodity / Procurement Type SPCC
Transactions
under $5000
eVA
Exempt
Competition
Exempt
Funding
Source
Contract Approval
Needed
Owning
Dept
Links Expenditure
Codes
Real Estate LeasesYesYesYesState or LocalAuthorized ApproverN/A 715350 715360 715370
Reimbursements
Commodity / Procurement Type SPCC
Transactions
under $5000
eVA
Exempt
Competition
Exempt
Funding
Source
Contract Approval
Needed
Owning
Dept
Links Expenditure
Codes
General reimbursementsYesYesNoState or LocalAuthorized ApproverN/A Various
Rental Vehicles
Commodity / Procurement Type
Including non-employee business travel...
SPCC
Transactions
under $5000
eVA
Exempt
Competition
Exempt
Funding
Source
Contract Approval
Needed
Owning
Dept
Links Expenditure
Codes
Must use W&M contracted supplier (see link)YesYesNoState or LocalEnterprise Rental Cars
Authorized ApproverTravel 712830
GPS and fuel service plan is allowable with bona fide business purpose.YesYesNoLocalEnterprise Rental Cars
Authorized ApproverTravel 712830
Insurance in extreme circumstances with justification of why traveler could not use mandatory contract.YesYesNoLocalEnterprise Rental Cars
Authorized ApproverTravel 712830
Revenue contracts
Commodity / Procurement Type SPCC
Transactions
under $5000
eVA
Exempt
Competition
Exempt
Funding
Source
Contract Approval
Needed
Owning
Dept
Links Expenditure
Codes
Revenue contracts (consignment sales)YesYesYesState or LocalAuthorized ApproverN/A 713340
Royalties and film rentals
Commodity / Procurement Type SPCC
Transactions
under $5000
eVA
Exempt
Competition
Exempt
Funding
Source
Contract Approval
Needed
Owning
Dept
Links Expenditure
Codes
Royalties and film rentals when only available from the producer or protected distributors.YesNoYesState or LocalAuthorized ApproverN/A 712680
Scholarships/ Fellowships
Commodity / Procurement Type SPCC
Transactions
under $5000
eVA
Exempt
Competition
Exempt
Funding
Source
Contract Approval
Needed
Owning
Dept
Links Expenditure
Codes
Scholarships/ FellowshipsNoYesYesState or LocalAuthorized ApproverN/A 714210 714250
Software
Commodity / Procurement Type SPCC
Transactions
under $5000
eVA
Exempt
Competition
Exempt
Funding
Source
Contract Approval
Needed
Owning
Dept
Links Expenditure
Codes
Specialized software ,website or browser plugins, website or desktop applications or subscriptions, electronic databases, software-as-a-service (SAAS), mobile apps, and maintenance or upgrages for software already purchased and in use at the University. Any and all software purchases require IT approval before purchasingYesNoYesState or LocalAuthorized ApproverIT Various
Upgrades and consulting services related to existing software provided the purchase is made from the existing exclusive supplier.YesNoYesState or LocalAuthorized ApproverIT Various
Speakers Entertainers and Performers
Commodity / Procurement Type
Includes...
SPCC
Transactions
under $5000
eVA
Exempt
Competition
Exempt
Funding
Source
Contract Approval
Needed
Owning
Dept
Links Expenditure
Codes
Payment to an individual who is not an employee of W&M coming to speak to a public audience where any portion of the engagement (ie. fees, travel, etc.) was negotiated and/or payment is expectedYesYesYesState or LocalAuthorized ApproverProcurementSpeaker/Presenter Agreement Short Form 714130
Store Memberships
Commodity / Procurement Type SPCC
Transactions
under $5000
eVA
Exempt
Competition
Exempt
Funding
Source
Contract Approval
Needed
Owning
Dept
Links Expenditure
Codes
Departmental memberships at club discount stores can be only used for University related business purposes onlyYesYesYesState or LocalAuthorized ApproverN/A 712210
Sub awards
Commodity / Procurement Type SPCC
Transactions
under $5000
eVA
Exempt
Competition
Exempt
Funding
Source
Contract Approval
Needed
Owning
Dept
Links Expenditure
Codes
Sub awards from grants on which the sub award recipient(s) are expressly listed in the grant award (Grant contract number must be listed on payment request form)NoYesYesStateSponsored ProgramsSponsored Programs Various
Subscriptions
Commodity / Procurement Type SPCC
Transactions
under $5000
eVA
Exempt
Competition
Exempt
Funding
Source
Contract Approval
Needed
Owning
Dept
Links Expenditure
Codes
News journals, periodicals and magazines when the subscription is necessary to fulfill ones professional responsibilityYesNoYesState or LocalAuthorized ApproverN/A 712220
Surplus property
Commodity / Procurement Type SPCC
Transactions
under $5000
eVA
Exempt
Competition
Exempt
Funding
Source
Contract Approval
Needed
Owning
Dept
Links Expenditure
Codes
Surplus property YesYesYesState or LocalAuthorized ApproverFixed Assets ManagementEquipment Transaction Requested- Surplus & Room Changes Various
Tax and Tax Exemption
Commodity / Procurement Type SPCC
Transactions
under $5000
eVA
Exempt
Competition
Exempt
Funding
Source
Contract Approval
Needed
Owning
Dept
Links Expenditure
Codes
Tax and Tax ExemptionYesNoNoState or LocalTax and Tax Exemption Source
Authorized ApproverTax OfficeCommonly Used Tax Exempt Forms Various
Taxi & Driver Services
Commodity / Procurement Type
Including non-employee business travel...
SPCC
Transactions
under $5000
eVA
Exempt
Competition
Exempt
Funding
Source
Contract Approval
Needed
Owning
Dept
Links Expenditure
Codes
Taxi to include Maximum tip amount not to exceed 15%YesYesYesState or LocalAuthorized ApproverTravel 712830
Taxi to include Maximum tip amount not to exceed 20%YesYesYesLocalAuthorized ApproverTravel 712830
Televised or radio programs
Commodity / Procurement Type SPCC
Transactions
under $5000
eVA
Exempt
Competition
Exempt
Funding
Source
Contract Approval
Needed
Owning
Dept
Links Expenditure
Codes
Televised or radio programs (e.g., athletic events, televised conferences, etc.) whereby specific stations are selected because of market demographics.YesNoYesState or LocalAuthorized ApproverN/A Various
Testing and evaluation of products
Commodity / Procurement Type SPCC
Transactions
under $5000
eVA
Exempt
Competition
Exempt
Funding
Source
Contract Approval
Needed
Owning
Dept
Links Expenditure
Codes
Testing and evaluation of products/equipment (limited to purchases of quantities considered necessary for complete and adequate testing)YesNoYesState or LocalAuthorized ApproverN/A Various
Training
Commodity / Procurement Type SPCC
Transactions
under $5000
eVA
Exempt
Competition
Exempt
Funding
Source
Contract Approval
Needed
Owning
Dept
Links Expenditure
Codes
Training that is specialized, proprietary, not typically available to the general public for which competition is generally unavailable, off-site, and requires a registration fee.YesNoYesState or LocalAuthorized ApproverN/A 712240 712280
Payment to a vendor providing specialized technical training on their equipment. YesNoYesState or LocalAuthorized ApproverProcurement 712260
Training sessions, instructional services, and workshops YesNoYesState or LocalAuthorized ApproverN/A 712240 712280
Travel / Lodging
Commodity / Procurement Type
Including non-employee business travel...
SPCC
Transactions
under $5000
eVA
Exempt
Competition
Exempt
Funding
Source
Contract Approval
Needed
Owning
Dept
Links Expenditure
Codes
Local lodging for out of town guests with direct bill.NoYesYesState or LocalTravel/Hotels & Lodging Source
Authorized ApproverTravel 712850
Travel for employee while on official University businessNoYesYesState or LocalTravel/Hotels & Lodging Source
Authorized ApproverTravel 712850
Excess of lodging allowance up to 150%NoYesYesState or LocalTravel/Hotels & Lodging Source
Authorized ApproverTravel 712850
Excess of lodging allowance up to 200% NoYesYesLocalTravel/Hotels & Lodging Source
Dean or VPTravel 712850
Excess of lodging allowance above 200%, requires CFO pre-approval and cost-benefit comparisonNoYesYesLocalTravel/Hotels & Lodging Source
CFOTravel 712850
Resort FeesNoYesYesState or LocalTravel/Hotels & Lodging Source
Authorized ApproverTravel 712850
Tuition/Seminar Fees
Commodity / Procurement Type SPCC
Transactions
under $5000
eVA
Exempt
Competition
Exempt
Funding
Source
Contract Approval
Needed
Owning
Dept
Links Expenditure
Codes
Tuition for coursesNoYesYesState or LocalAuthorized ApproverN/A 712240
Unemployment Compensation and Worker's Comp
Commodity / Procurement Type SPCC
Transactions
under $5000
eVA
Exempt
Competition
Exempt
Funding
Source
Contract Approval
Needed
Owning
Dept
Links Expenditure
Codes
Unemployment Compensation and Worker's CompNoYesNoState or LocalAuthorized ApproverN/A 714140 711510 711520
Used Equipment & Furniture
Commodity / Procurement Type SPCC
Transactions
under $5000
eVA
Exempt
Competition
Exempt
Funding
Source
Contract Approval
Needed
Owning
Dept
Links Expenditure
Codes
This also includes used equipment purchased at a public or online auction, if determined in writing that the purchase would be in the best interest of the public.YesNoYesState or LocalAuthorized ApproverProcurement Various
Vehicles (Automobiles, Parts and Maintenance)
Commodity / Procurement Type SPCC
Transactions
under $5000
eVA
Exempt
Competition
Exempt
Funding
Source
Contract Approval
Needed
Owning
Dept
Links Expenditure
Codes
Vehicles - requires form from Parking & TransportationNoNoNoState or LocalVehicles Source
Authorized ApproverAuxiliary ServicesParking & Transportation 722540
Repair and MaintenanceYesNoNoState or LocalAuthorized ApproverAuxiliary ServicesParking & Transportation 722540
Writers
Commodity / Procurement Type SPCC
Transactions
under $5000
eVA
Exempt
Competition
Exempt
Funding
Source
Contract Approval
Needed
Owning
Dept
Links Expenditure
Codes
WritersYesNoYesState or LocalAuthorized ApproverN/A 712680