Body
Overview
This article covers some of the most common spend categories used in Workday.
Details / Instructions
Business Meals - Non-travel
- Spend Code: SC00062
- Definition: Meals provided on campus or at an off campus university sponsored event, not related to business travel
- Examples: Donor meal, candidate meal
Social Activities & Entertainment
- Spend Code: SC00064
- Definition: Expenses related to events or promotion of gatherings that bring people together to build relationships and enjoy shared experiences
- Examples: Employee retreats or appreciation events, food and beverage for student gatherings, allowable office food and beverage supplies
Travel
- Spend Code: SC00057
- Definition: Expenses incurred when traveling for University business
- Examples: Transportation, accommodation, meals, incidental costs
Student Travel
- Spend Code: SC00058
- Definition: Expenses incurred by students when traveling for educational purposes
- Examples: Academic programs, field trips, study abroad, conferences, research projects, extracurricular activities
Conference & Training Fees
- Spend Code: SC00054
- Definition: Participation costs associated with conference or training attendance but not the associated travel expenses.
- Examples: Webinar fees, training fees, conference fees
Team Travel
- Spend Code: SC00059
- Definition: Typically used for Athletics, Team Travel refers to the coordinated transportation and logistical arrangements made for a group of individuals traveling
- Examples: Group travel for events, competitions, meetings, conferences, group activities
Office Supplies
- Spend Code: SC00018
- Definition: Various materials and tools used in workplaces to support administrative, clerical, and day-to-day business operations
- Examples: Pencils, pens, envelopes, folders
Educational Materials & Supplies
- Spend Code: SC00017
- Definition: Materials used by teachers and students to learn and teach
- Examples: printed or digital supplies, textbooks, tests, technology tools, school supplies
Lab Supplies
- Spend Code: SC00014
- Definition: Tools, materials, and non-hazardous consumables used in laboratories to conduct experiments, research, testing, and analysis
- Examples: lab glassware, lab safety tools, gloves, art lab supplies.
Honoraria & Speaker Fees
- Spend Code: SC00040
- Definition: Typically payments to speakers. Honoraria refers to the payment or item given to an individual as a token of appreciation for services rendered
- Examples: Guest lecture or speech or guest participation in an event or professional service
Postage & Shipping
- Spend Code: SC00025
- Definition: Postage refers to the fee paid to send letters, packages, or other mail through a postal service. Shipping refers to the broader process of transporting goods, packages, or freight from one location to another
- Examples: USPS, UPS, FedEx
Printing Services
- Spend Code: SC00027
- Definition: The production of printed materials using digital or offset printing techniques to meet professional and business needs.
- Examples: Documents, brochures, invitation, banners, and other media
Consulting Services
- Spend Code: SC00030
- Definition: Professional advisory services provided by experts or firms to help solve problems, improve performance, and achieve strategic goals
- Examples: Audit, create strategic plan, create recommendations, analyze current state
Professional Membership Fees & Dues
- Spend Code: SC00056
- Definition: Expenses for individual memberships related to occupations requiring a specific amount of advanced training, education or certification
- Examples: CPA, Lawyer, Architect, Engineer, Professor, organization membership
Subscriptions & Nonprofessional Memberships
- Spend Code: SC00055
- Definition: Non-library related subscriptions to a newspaper, magazine, or digital service or expenses for non-individual membership of a professional organization
- Examples: Digital service subscription, membership fees for NACUBO, Associated Colleges of The South, NASPA, ACPA
Software Subscriptions & Licenses
- Spend Code: SC00039
- Definition: A software subscription is a licensing model where users pay a recurring fee to access and use software. The subscription often includes updates, support, and additional features as long as the subscription remains active.
- Examples: Canva, Mentimeter, Basecamp
Equipment
- Spend Code: SC00008
- Definition: Tools, devices or machinery to perform specific tasks or activities. This is a trackable spend category and needs to be capitalized.
- Examples: Printers, lawnmowers, microscopes, oven, treadmill, audio-visual, scientific, facilities equipment
See Also
Workday Finance Roles