SPEND CATEGORY GUIDE (Conversion from Expense Type to Workday Spend Category) Revised July 2017

If there is not a code listed here that applies to the expense being processed, please contact a Financial Assistant in the Business Office.
Category/Oracle Expense Type Name Oracle Expense Workday Workday Spend Category Name Workday Description
Type Spend
Category
DUES & FEES
Dues
Dues & Membership Fees 915100 SC275 DUES AND MEMBERSHIPS Dues and membership fees paid to educational, business and athletic associations or societies.
Fees
License Fees 910400 SC271 LICENSE FEES Payments to the State of CT and other governmental units to cover professional license fees for doctors,
architects, engineers, etc. Also the registration/sitting fee for exam required as part of the professional
licensure process.
SEVIS Fees 910410 SC272 SEVIS AND USCIS FEES To Segregate accounting for payments of SEVIS (Student and Exchange Visitor Information System) fees in
behalf of students and visiting scholars seeking J-1 or F-1 visas. And students and visiting scholars to the us
citizenship and immigration services (premium processing, visa, etc.)
SC229 TRAINING AND DEVELOPMENT Training and development services [NOT provided by the Learning Center and/or other University units]
EQUIPMENT Oracle Expense Workday Workday Spend Category Name Workday Description
Type Spend
Category
Furniture Contact Building Services for furniture orders
Computers Contact ITS for computer equipment, printers, software orders, and supplies
Equipment Rental
General Equipment 883300 SC262 RENTAL OF EQUIPMENT Rental Charges for equipment rental
MATERIALS & SUPPLIES Oracle Expense Workday Workday Spend Category Name Workday Description
Type Spend
Category
Periodicals & Books
Periodicals & Books 820300 SC139 PERIODICALS & BOOKS Subscriptions or purchases of newspapers, journals, magazines, books and other publications (including
electronic format) which will not be incorporated into the University Library.
Materials
Film, Slides, Tapes & Recordings 820400 SC140 FILM, SLIDES, TAPES & RECORDINGS Films, slides, tapes, recordings and materials and supplies for developing these items, which are not to be
incorporated into the University Library.
Supplies
Miscellaneous Supplies 822100 SC178 SUPPLIES - OTHER Charges for supply costs not easily classified in any other expenditure type used for supply cost expenses.

Office Supplies 821000 SC498 OFFICE SUPPLIES Cost of basic office and similar supplies. Provides the ability to perform central evaluation of supply contracts.

Postage 821300 SC179 POSTAGE Payments for stamps, metered postage and rental of postage meters and post office boxes.
SERVICE EXPENSES Oracle Expense Workday Workday Spend Category Name Workday Description
Type Spend
Category
Design / Printing / Promotions
Graphic Design Services 833000 SC198 PRINTING, COPY AND DESIGN EXPENSE Charges for printing, graphic design and photocopying services, including preproduction (e.g., typesetting)
and finishing services (e.g., cutting, collating and binding).
Photographic, Digital Imaging, & Audio Srvcs 833075 SC198 PRINTING, COPY AND DESIGN EXPENSE Charges for printing, graphic design and photocopying services, including preproduction (e.g., typesetting)
and finishing services (e.g., cutting, collating and binding).
Print / Copy Services 832900 SC198 PRINTING, COPY AND DESIGN EXPENSE Charges for printing, graphic design and photocopying services, including preproduction (e.g., typesetting)
and finishing services (e.g., cutting, collating and binding).
Services - General
Copyright & similar fees 833150 SC208 COPYRIGHT AND SIMILAR FEES EXPENSE Fees for use of copyrighted materials, permissions and similar expenses (e.g. musical scores, drama/theater
royalties to publishing house agents)
Freight, Shipping, and Delivery 832800 SC204 FREIGHT SHIPPING AND DELIVERY Freight charges including FEDEX and other delivery services, armored car and courier services
Honoraria 833500 SC218 HONORARIA Payments to guest speakers (excludes payments for travel and related expenses)
Human Research Study participants 833800 SC226 HUMAN RESEARCH PAYMENTS Payments made to human subjects involved in research studies (do not split based on privileged/not
privileged list information)
Misc Services & Allowances 833600 SC206 SERVICES - OTHER Charges for service costs not easily classified in any other expenditure type used for specific service expenses.

Program & Event Fees & Services 833350 SC215 PROGRAM EVENT FEE SERVICES Bundled cost associated with holding special programs or events such as equipment and furniture rental,
labor cost for staging the event, etc.
Recycling & Shredding Services 833274 SC213 RECYCLING AND SHREDDING Costs associated with recycling, shredding and similar expenses.
Software Srvcs. 891500 SC231 PROFESSIONAL SERVICES - SOFTWARE Payments for software consultations, installation, upgrade and maintenance.
Services - Professional
Consulting Services 891000 SC230 PROFESSIONAL SERVICES - MGT CONSULTING Fees for consulting services provided to the University.

Editing / Translation / Research Srvcs 896150 SC238 DATA EDITING, TRANSLATION, AND ANALYSIS Fees for data management, data sets, and analysis. (e.g. translation services,biostatistician services, research
services, on-line surveys, grant writing, etc.)
Misc Professional Services 896000 SC236 PROFESSIONAL SERVICES - OTHER Payments to individuals or companies providing a service who are not employees of Yale; includes fees for
portraits
Musical Services - Professional 895100 SC235 PROFESSIONAL SERVICES - MUSICAL Payments to professional musicians, singers, and persons or groups tasked with providing music.
STUDENT / POST DOC AID Oracle Expense Workday Workday Spend Category Name Workday Description
Type Spend
Category
Fellowships
Fellowship Payments 910701 SC077 STIPEND OR FELLOWSHIP - DEGREE Stipends or fellowships paid to degree candidates (undergrad, graduate, professional school, doctoral
CANDIDATE candidates). See tax website for additional details; includes but not limited to tuition at Yale or other
institutions, living or travel expenses, etc.
TRAVEL & BUSINESS Oracle Expense Workday Workday Spend Category Name Workday Description
Type Spend
Category
In Workday, the same Spend Categories will be used for Domestic and International transactions
Meals
Business Meals, Domestic 874000 SC249 GROUP MEALS AND FOOD Group meals (business meals) and food other than kitchen and breakroom supplies
Food & Beverage (not a meal) 820800 SC250 GROUP MEALS AND FOOD Kitchen and breakroom supplies including but not limited to bottled water, water filtering service (e.g.
provided by Poland Spring, Nestle Waters). Not for use on SPAGR awards.
Entertainment & Alcohol 873000 SC256 ENTERTAINMENT AND ALCOHOL, INCLUDES If the non-alcohol part of the bill will be charged to a Grant, then alcohol, whether as part of a meal or
INT'L social/holiday function, must be separated out from the total bill and reported on this line .

Conference & Seminar Fees

Registration Fees 875000 SC257 CONFERENCE AND SEMINAR ATTENDANCE Fees to attend meetings, conferences or seminars.
SC403 ADMISSIONS CHARGES Expenses paid for admission to museums, exhibitions and similar events. Conferences and seminars have a
standalone spend category and should not be charged here.
Travel - Domestic/Foreign Business
Air/Rail 871010/872010 SC251 TRAVEL - TRANSPORTATION Transportation expense during travel on University business (includes rental car, mileage, cab, train, etc.)
Airfare costs in excess of economy fare 876000/876001 SC258 TRAVEL - UNALLOWABLE Any costs associated with domor inter travel that are unallowable for federal purposes. Includes costs in
(charge to a non-grant account) excess of the lowest available commercial discount airfare (coach or equivalent). These items must be
separated and charged to this account.
Car Rental 871030/872030 SC251 TRAVEL - TRANSPORTATION Transportation expense during travel on University business (includes rental car, mileage, cab, train, etc.)
Ground Transportation 871040/872040 SC251 TRAVEL - TRANSPORTATION Transportation expense during travel on University business (includes rental car, mileage, cab, train, etc.)
Lodging 871020/872020 SC252 TRAVEL - LODGING Lodging expenses during travel on University business
Meals-Actual 871050/872050 SC253 TRAVEL - MEALS Individual meals during travel on University business
Meals-Per Diem 871070/872070 SC253 TRAVEL - MEALS Individual meals during travel on University business
Telephone & Internet 871090/872090 SC254 TRAVEL - OTHER Other expenses during travel within the United States (United States, Puerto Rico, U.S. Virgin Islands). Other
expenses during travel outside the US (US, Puerto Rico, USVI). Also for non-US Visa costs & required
immunizations for Yale people traveling outside US. SPAGR must refer to awarding agency for definition of
domestic & international.
Entertainment & Alcohol 873000/873001 SC256 ENTERTAINMENT AND ALCOHOL If the non-alcohol part of the bill will be charged to a Grant, then alcohol, whether as part of a meal or
social/holiday function, must be separated out from the total bill and reported on this line .

Other 872060 SC254 TRAVEL - OTHER Other expenses during travel within the United States (United States, Puerto Rico, U.S. Virgin Islands). Other
expenses during travel outside the US (US, Puerto Rico, USVI). Also for non-US Visa costs & required
immunizations for Yale people traveling outside US. SPAGR must refer to awarding agency for definition of
OTHER EXPENSES Oracle Expense Workday Workday Spend Category Name Workday Description
Type Spend
Category
Rental of Non-Yale Room 937900 SC284 RENTAL - BUILDING AND OTHER SPACE Rental charges for space and buildings not owned, but occupied by the University (permanently or semi-
permanently - likely through operating lease). Do not use to charge for "event rental" of space.
Flowers 911250 SC297 APPRECIATION AND RECOGNITION Cost of items to show favor toward someone, honor an occasion, or make a gesture of appreciation (e.g.
retirement/farewell gift, sympathy fruit basket/flowers, shirts, caps, pins, etc.) Also for donations in lieu of
flowers (Policy 3303.2)