Workday: Spend Categories and Expense Items
In Workday, Spend Categories and Expense Items are used to classify purchases. Worktags are linked to Budgetary ledger accounts. Use the tables below to understand how Financial Edge codes translate to Workday. Please note that some legacy codes were replaced by new worktags and others were combined into one worktag. If you feel you need a new spend category or expense item for reporting or tracking purposes, please email accountspayable@brynmawr.edu.
Procurement Spend Categories
These worktags are used on Requisitions, Supplier Invoices, and Ad Hoc Payments. They correlate to the second part of the Financial Edge account string. New or special Spend categories are highlighted in the note column.
Click the Workday Ledger Accounts below to see the related Procurement Spend Categories:
- 5400: Supplies
- 5410: Equipment
- 5420: Library Acquisitions
- 5500: Services
- 5510: Professional Services
- 5600: Travel
- 5610: Entertainment
- 5700: Utilities
- 5800: Other Student Support
- 5820: Auxiliary Purchases
5400: Supplies - Consumable items frequently replaced or refilled
Financial Edge Account Code | Financial Edge Account Description | Workday Spend Category | Note |
|---|---|---|---|
| 51701 | Office Supplies | Office Supplies | |
| 51704 | Paper/Linen Supplies | Paper and Linen Supplies | |
| 51705 | Uniforms | Uniform Purchases | |
| 51706 | Cleaning Supplies | Cleaning Supplies | |
| 51710 | Lab Supplies | Lab Supplies | |
| 51711 | Chemical supplies | Chemical Supplies | |
| 51716 | Photographic supplies | Photographic Supplies | |
| 51717 | Misc.Expendable Supplies | Other Supplies | |
| 51718 | Teaching Supplies | Teaching Supplies | |
| 51719 | Replacements & Repairs | Repair Supplies | |
| 51722 | Books/Publctns/Subscriptions | Books and Publications | |
| 51723 | Costumes | Costumes | |
| 51728 | Copier Supplies | Office Supplies | |
| 51732 | Gas & Oil Supplies | Auto Supplies | |
| 51733 | Auto Supplies & Repairs | Auto Supplies | |
| 51738 | Shop Supplies | Shop Supplies | |
| 51740 | Computer Supplies | Computer Supplies | |
| 51750 | Computing Software | Computer Software | |
| 51761 | Visual Aids | Office Supplies | |
| 51799 | Miscellaneous Supplies | Other Supplies |
5410: Equipment - Tangible items not frequently replaced
Workday uses systematic rules to determine if the purchase is major or minor in value. Therefore, we did not recreate a Worktag for 51720 Minor Equipment and 53000 Major Equipment. When purchasing capital equipment using External Grants, use the Spend Category "Grant Major Equipment". Back to Top
Financial Edge Account Code | Financial Edge Account Description | Workday Spend Category | Note |
|---|---|---|---|
| 53010 | Furnishings | Furnishings | |
| 53050 | Computing Equipment | Computer Equipment | |
| Vehicles | New to Workday! | ||
| Scientific Equipment | New to Workday! | ||
| Network Equipment | New to Workday! | ||
| Musical Instruments | New to Workday! | ||
| Mechanical & General Equipment | New to Workday! | ||
| Audio-Visual Equipment | New to Workday! | ||
| Athletic Equipment | New to Workday! | ||
| Grant Major Equipment | New to Workday! |
5420: Library Acquisitions - Only to be used by the Library
Financial Edge Account Code | Financial Edge Account Description | Workday Spend Category | Note |
|---|---|---|---|
| 53500 | Libraries - Books | Library - Books | |
| 53501 | Libraries - Book Rentals | Library - Book Rental | |
| 53502 | Libraries - Electronic Books | Library - Electronic Book | |
| 53600 | Libraries-Presvtn/Bnding/Mfrms | Library - Preservation and Binding | |
| 53700 | Libraries - Periodicals | Library - Periodicals | |
| 53701 | Libraries-eResources | Library - eResources | |
| 53702 | Libraries-ILL & Doc.Delivery | Library - Interlibrary Loan and Document Delivery | |
| 53703 | Libraries - Bibliogr.Utilities | Library - Bibliographic Utilities |
5500: Services - Non-professional services rendered by external companies or individuals
These should never be used to process payment to employees or students Back to Top
Financial Edge Account Code | Financial Edge Account Description | Workday Spend Category | Note |
|---|---|---|---|
| 51801 | Postage | Postage | |
| 51802 | Outside Printing/Copying | Outside Printing and Copying | |
| 51803 | Publication Expenses | Publication Expense | |
| 51804 | Linens | Linen Services | |
| 51805 | Uniforms/Linens/Laundry | Laundry Services | |
| 51806 | Licenses, Permits, and Fees | Licenses, Permits, and Service Fees | |
| 51807 | Membership Dues/Fees | Membership Dues and Fees | |
| 51808 | Contributions | Other Services | |
| 51809 | Maintenance Contracts | Maintenance Services | |
| 51810 | Equipment Leasing & Rentals | Equipment Leasing and Rentals | |
| 51811 | Exterminating | Exterminating | |
| 51812 | Subcontracts | Subcontracts | |
| 51813 | Overseas Instructor/Lecturers | Overseas Instruction | Avignon Use Only |
| 51814 | Lecturer/Artist Fees | Lecturer and Artist Honorarium | |
| 51816 | Advertising | Advertising | |
| 51818 | Mailing House Services | Books and Publications | |
| 51819 | Equipment Repair Non-Contract | Equipment Repair | |
| 51820 | Conference Dining Services | Conference Dining Services | |
| 51821 | Junior Year Away Tuition | Study Abroad Tuition | |
| 51826 | Fines & Penalties | Fines and Penalties | |
| 51831 | Bank & Collection Fees | Bank and Collection Fees | |
| 51836 | Non-Payroll Services | Contracted and Consulting Services | |
| 51849 | Software/Hosting Fees | Software and Hosting Fees | |
| 51850 | Software Maintenance | Software Maintenance | |
| 51852 | Consultants | Contracted and Consulting Services | |
| 51855 | Trash & Recycling Fees | Trash and Recycling Fees | |
| 51865 | Outside Contractors | Contracted and Consulting Services | |
| 51880 | Participant Support Misc | Participant Support Other Services | |
| 51895 | Rent | Rent and Rentals | |
| 51899 | Miscellaneous Expense | Other Services | |
| Water Delivery Service | New to Workday! | ||
| Investment Office Research | New to Workday! |
5510: Professional Services - Professional services rendered by external companies or individuals
These should never be used to process payment to employees or students Back to Top
Financial Edge Account Code | Financial Edge Account Description | Workday Spend Category | Note |
|---|---|---|---|
| 51832 | Legal Fees | Legal Fees | |
| Legal Settlements | New to Workday! | ||
| 51834 | Self-Insurance Costs | Insurance | |
| 51835 | Insurance | Insurance | |
| 51837 | Accounting Fees | Accounting Fees | |
| 51842 | Investment Manager Fees | Investment Manager Fees | |
| Architectural and Engineering Consulting | New to Workday! |
5600: Travel - Expenses related to College employees, students and guests
Travel Worktags will be required to categorize the type of travel (foreign or domestic, student or guest related). Expense Items and Business Purposes will be used on Expense reports to further describe Travel activities (see Expense Items). Back to Top
Financial Edge Account Code | Financial Edge Account Description | Workday Spend Category | Note |
|---|---|---|---|
| 52200 | Domestic Travel | Travel | |
| 52201 | Foreign Travel | Travel | |
| 52203 | Guest Travel | Guest Travel | |
| 52204 | Student Travel Domestic | Travel | |
| 52206 | Student Travel Foreign | Travel | |
| 52208 | Consultants Travel | Guest Travel | |
| 52209 | Participant Support Travel | Participant Support Travel | |
| 52210 | Professional Development | Travel | |
| 52212 | Conference Registration Fees | Conference Registration | |
| 52213 | Off Campus Recruiting | Travel | |
| 52223 | Rail/Bus/Subway/Ferry Domestic | Travel | |
| 52226 | Lodging Domestic | Travel | |
| 52228 | Meals & Incidentals Domestic | Meals and Incidentals | Employee related |
| 52229 | Meals & Incidentals Foreign | Meals and Incidentals | Employee related |
5610: Entertainment - Expenses related to College Events, Hospitality, and Guests/Students
Financial Edge Account Code | Financial Edge Account Description | Workday Spend Category | Note |
|---|---|---|---|
| 52301 | Overseas student entertainment | Overseas Student Entertainment | |
| 52302 | Student Entertainment | Other Items to Benefit Students | |
| 52303 | Guest/Lecturer Entertainment | Guest and Lecturer Meals | |
| Breakroom Supplies | New to Workday! | ||
| SWAG & Promotional Items | New to Workday! | ||
| External Event Catering | New to Workday! | ||
| Other Goods for Hospitality | New to Workday! |
5700: Utilities
Financial Edge Account Code | Financial Edge Account Description | Workday Spend Category | Note |
|---|---|---|---|
| 52100 | Electricity | Electricity | |
| 52101 | Gas | Natural Gas | |
| 52102 | Oil | Heating Oil | |
| 52103 | Sewer | Sewer | |
| 52104 | Water | Water Utility | |
| 52105 | Telephone | Telephone | |
| 52106 | Telecommunications | Telecommunications |
5800: Other Student Support - Used to process Fellowships and Awards/Prizes
These are non-service payments to students. See the Fellowships web page for more information. Back to Top
Financial Edge Account Code | Financial Edge Account Description | Workday Spend Category | Note |
|---|---|---|---|
| 52505 | Student Awards & Prizes | Student Awards and Prizes | |
| 52506 | Off Campus Scholarships | Off Campus Scholarships | |
| 52515 | UG Fellowship Summer | Undergraduate Fellowship | |
| 52516 | UG Fellowship Travel | Undergraduate Fellowship | |
| 52602 | UG Fellowship AY | Undergraduate Fellowship | |
| 52615 | Grad Fellowship Summer | Graduate Fellowship | |
| 52616 | Grad Fellowship Travel | Graduate Fellowship | |
| 52650 | Grad Fellowship AY | Graduate Fellowship |
5820: Auxiliary Purchases - Only to be used by Dining Services or Bookstore
Financial Edge Account Code | Financial Edge Account Description | Workday Spend Category | Note |
|---|---|---|---|
| 51709 | Wyndham Beverages | Dining Services - Beverages - Non-Alcoholic | |
| 55000 | DS CGS Meat | Dining Service - Meat | |
| 55001 | DS CGS Seafood | Dining Service - Seafood | |
| 55002 | DS CGS Dairy | Dining Services - Dairy | |
| 55003 | DS CGS Produce | Dining Service - Produce | |
| 55004 | DS CGS Dry | Dining Service - Dry Goods | |
| 55005 | DS CGS Bakery | Dining Service - Bakery | |
| 55019 | DS CGS Misc Food | Dining Service - Other Food Goods | |
| 55020 | DS CGS Non-Alcoholic Beverages | Dining Services - Beverages - Non-Alcoholic | |
| 55021 | DS CGS Alcoholic Beverages | Dining Service - Beverages - Alcoholic | |
| 55030 | DS CGS Paper/Linen Supplies | Dining Service - Paper and Linens | |
| 55031 | DS CGS Serviceware | Dining Service - Serviceware | |
| 55032 | DS Fuel and Delivery Charges | Freight - Dining and Bookstore | |
| 55047 | Bookstore CGS | Bookstore Purchases | |
| 55049 | Bookstore CGS Freight | Freight - Dining and Bookstore |
Expense Items
These Worktags are used on Expense Reports and Spend Authorizations. Search keywords can be used to find Expense Items. For example, if you type 'Uber', 'Tax and Ground Travel' will automatically populate. Selecting certain Expense items will generate additional fields or instructions. Travel Type and Business Purpose will be required on Expense reports to further describe Travel activities.
Expense Items also correlate to the second part of the Financial Edge account string. New Expense Items are highlighted in the note column.
Click the Workday Ledger Accounts below to see the related Expense Items:
- 5400: Supplies
- 5410: Equipment
- 5420: Library Acquisitions
- 5500: Services
- 5600: Travel
- 5610: Entertainment
- 5820: Auxiliary Purchases
5400: Supplies - Consumable items frequently replaced or refilled
Goods should be purchased using Procurement requisitions. The College offers discounted catalogs from various suppliers. The preferred method of payment is by Invoice. Back to Expenses or Back to Top
Financial Edge Account Code | Financial Edge Account Description | Workday Expense Item | Note |
|---|---|---|---|
| 51701 | Office Supplies | Office Supplies | |
| 51704 | Paper/Linen Supplies | Paper and Linen Supplies | |
| 51705 | Uniforms | Uniforms Purchases | |
| 51706 | Cleaning Supplies | Cleaning Supplies | |
| 51710 | Lab Supplies | Lab Supplies | |
| 51711 | Chemical supplies | Chemical Supplies | |
| 51716 | Photographic supplies | Photographic Supplies | |
| 51717 | Misc.Expendable Supplies | Other Supplies | |
| 51718 | Teaching Supplies | Teaching Supplies | |
| 51719 | Replacements & Repairs | Repair Supplies | |
| 51722 | Books/Publctns/Subscriptions | Books and Publications | |
| 51723 | Costumes | Costumes | |
| 51732 | Gas & Oil Supplies | Auto Supplies | |
| 51738 | Shop Supplies | Shop Supplies | |
| 51740 | Computer Supplies | Computer Supplies |
5410: Equipment - Tangible items not frequently replaced
Goods should be purchased using Procurement requisitions. The College offers discounted catalogs from various suppliers. The preferred method of payment is by Invoice. Back to Expenses or Back to Top
Financial Edge Account Code | Financial Edge Account Description | Workday Expense Item | Note |
|---|---|---|---|
| 53010 | Furnishings | Furnishings | |
| 53050 | Computing Equipment | Computer Equipment | |
| Athletic Equipment | New to Workday! | ||
| Audio-Visual Equipment | New to Workday! | ||
| Mechanical & General Equipment | New to Workday! | ||
| Musical Instruments | New to Workday! | ||
| Network Equipment | New to Workday! | ||
| Scientific Equipment | New to Workday! |
5420: Library Acquisitions - Only to be used by Library
Back to Expenses or Back to Top
Financial Edge Account Code | Financial Edge Account Description | Workday Expense Item | Note |
|---|---|---|---|
| 53500 | Libraries - Books | Library - Books | |
| 53501 | Libraries - Book Rentals | Library - Book Rental | |
| 53502 | Libraries - Electronic Books | Library - Electronic Book | |
| 53600 | Libraries-Presvtn/Bnding/Mfrms | Library - Preservation and Binding | |
| 53700 | Libraries - Periodicals | Library - Periodicals | |
| 53701 | Libraries-eResources | Library - eResources | |
| 53702 | Libraries-ILL & Doc.Delivery | Library - Interlibrary Loan and Document Delivery | |
| 53703 | Libraries - Bibliogr.Utilities | Library - Bibliographic Utilities |
5500: Services - Non-professional services rendered by external companies or individuals
Independent personal services should be paid by Invoice. Never pay an individual for services using Venmo, Paypal or other cash application. Back to Expenses or Back to Top
Financial Edge Account Code | Financial Edge Account Description | Workday Expense Item | Note |
|---|---|---|---|
| 51801 | Postage | Postage | |
| 51802 | Outside Printing/Copying | Outside Printing/Copying | |
| 51803 | Publication Expenses | Publication Expense | |
| 51806 | Licenses, Permits, and Fees | Licenses, Permits, and Service Fees | |
| 51807 | Membership Dues/Fees | Memberships/Dues | |
| 51849 | Software/Hosting Fees | Software and Hosting Fees |
5600: Travel - Expenses related to College employees, students and guests
Travel Worktags will be required to categorize the type of travel (foreign or domestic, student or guest related). Back to Expenses or Back to Top
Financial Edge Account Code | Financial Edge Account Description | Workday Expense Item | Note |
|---|---|---|---|
| 52200, 52201, 52221, 52222 | Domestic or Foreign Travel, Air Transportation Domestic or Foreign | Airfare | |
| 52200, 52201 | Domestic or Foreign Travel | Car Rental and Gas for Rental | |
| 52203, 52208 | Guest or Consultants Travel | Guest and Lecturer Travel | |
| 52200, 52201, 52226, 52227 | Domestic or Foreign Travel, Lodging Domestic or Foreign | Hotel | |
| 52200 | Domestic Travel | Mileage | |
| 52225 | Ground Transportation | Parking | |
| 52223, 52224, 52225 | Rail/Bus/Subway/Ferry or Ground Transportation | Taxi and Ground Travel | |
| 52209 | Participant Support Travel | Participant Support Travel | |
| 52212 | Conference Registration Fees | Conference Registration | |
| 52228 | Meals & Incidentals Domestic | Athletic Student Meals | |
| 52228 or 52229 | Meals & Incidentals Domestic or Foreign | Meals Per Diem | |
| College Owned Vehicle Gas Purchase | New to Workday! | ||
| Business Meals | New to Workday! | ||
| International Phone Plan | New To Workday! | ||
| Wifi | New to Workday! | ||
| International Transaction Fee | New to Workday! |
5610: Entertainment - Expenses related to College Events, Hospitality, and Guests/Students
Back to Expenses or Back to Top
Financial Edge Account Code | Financial Edge Account Description | Workday Expense Item | Note |
|---|---|---|---|
| 52302 | Student Entertainment | Other Items to Benefit Students | |
| Other Goods for Hospitality | New to Workday! | ||
| External Event Catering | New to Workday! | ||
| SWAG & Promotional Items | New to Workday! | ||
| Breakroom Supplies | New to Workday! |
5820: Auxiliary Purchases - Only to be used by Dining Services or Bookstore
Back to Expenses or Back to Top
Financial Edge Account Code | Financial Edge Account Description | Workday Expense Item | Note |
|---|---|---|---|
| 51709 | Wyndham Beverages | Dining Services - Beverages - Non-Alcoholic | |
| 55000 | DS CGS Meat | Dining Service - Meat | |
| 55001 | DS CGS Seafood | Dining Service - Seafood | |
| 55002 | DS CGS Dairy | Dining Services - Dairy | |
| 55003 | DS CGS Produce | Dining Service - Produce | |
| 55004 | DS CGS Dry | Dining Service - Dry Goods | |
| 55005 | DS CGS Bakery | Dining Service - Bakery | |
| 55019 | DS CGS Misc Food | Dining Service - Other Food Goods | |
| 55021 | DS CGS Alcoholic Beverages | Dining Service - Beverages - Alcoholic | |
| 55030 | DS CGS Paper/Linen Supplies | Dining Service - Paper and Linens | |
| 55031 | DS CGS Serviceware | Dining Service - Serviceware | |
| 55032 | DS Fuel and Delivery Charges | Freight - Dining and Bookstore (Auxiliary Only) | |
| 55047 | Bookstore CGS | Bookstore Purchases (Auxiliary Only) |