Which Cost Center and Expense category should I use in Spendesk

Cost Center:

In general all invoices and expenses should be submitted to your department cost center.

This includes team-only events (example: AI Research team meeting in Vienna, Product team meeting in Milan, Engineering team meeting in Istanbul, etc).

Please note that in 2023 you also book Learning & Development and Benefits expenses (such as Home Office Stipend) under your department cost center and no longer under HR/People!!

There are a few exceptions from this rule:

When you submit your monthly invoice as a contractor - please use the
- cost center “Your Department - External Contractor - xxx1”,
- expense category “External Contractor - 205”

All other invoices should be filled under the “Your Department” cost center and the respective expense category.

All expenses in regards to our company-wide events - such as offsites should be under the
- cost center “People - 6300”,
- expense category ”Travel & Expense - 634”,
- Sub Cost Center “Events & Offsites - 6310”
Same applies for all costs in regards to our Mgmt. Offsites
Travel expenses occurring during trade shows or similar marketing events should be booked under
- cost center “Marketing - 5200”
- expense category “Marketing Events - 525”.

Expense Category:

Please see the list of all expense categories - please be aware that not all categories are available for all cost centers.

Expense category	Definition

Expense category	Definition
Accounting, Payroll, Tax	All costs associated with payroll and external accounting service fees (eg. Ecovis, Nardella)
Audit	All costs associated with audits, including financial audits and technical audits (SOC2, ISO)
Benefits	This includes costs for “Learning & Development”, “Home Office Stipend” and “Social Budget” for team events
Branding & Website	Cost relating to maintaing our website
Carbon Offsetting	Cost for reduction or removal of emissions of carbon dioxide or other greenhouse gases
Cloud	Costs for AWS, GCP and Azure
Consulting & Special Projects	Includes consulting services for new topics and special projects
Customer Invitations	Use this category for any spendings related to customer invitations
Demand Gen & Ads	This includes costs for Digital and Non-Digital activites that drive demand
Employer Branding	Internal and external employer branding activities, including welcome package and swag
Events & Offsites	Costs related to company-wide events/offsites and Management offsites. This includes also spendings related to company wide online events, such as the Christmas party. For team-only events (ex: AI Research team meeting in Vienna, Product team meeting in Milan, Engineering team meeting in Istanbul, etc), please use your department cost centre.
External Contractor	This should be only used for monthly invoices
Freelancer	Reserved for marketing and includes freelancers like photographers, video,…..
Hardware	Laptops purchased for employees
Insurances	Company related insurances - travel insurances should be booked under “Travel & Expenses”
IT Service	Costs from HXS
Learning & Development	This includes the indiviudal training budget and other learning & development activiites
Legal Consulting	External legal counsels
Marketing Events	Costs associated with Marketing Events - incl. travel
Memberships (inkl. Gartner)	Companymemberships - NOT for individual memberships which are most of the time Learning & Development
Other	Used when there is no other category
Patent	Costs for patents
Penetration Testing	Engineering only - what a surprise costs for Pen Test
Phone	Phone expenses according to our policy and company phones
Podcast	Costs associated with the podcast production
PR	Expenses for PR activities
Recruiting	Costs for external agencies, headhunters and other sourcing (LI) tools and channels (eg. Honeypot)
Rent & Lease	Costs for meeting rooms, coworking spaces….
Tools & Subscriptions	All costs for tools and subscriptions (not memberships)
Travel & Expense	All expenses during travel, including transportation, meals, hotel….
Travel Company Events	All travel expenses occuring due to company events