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Administrator Guide
Last Updated: 2023-09-08
Steps: Set Up Expenses Hub

Steps: Set Up Expenses Hub

The
Expenses Hub
 provides a single location from which payees can access tasks and reports to manage expenses. When payees access tasks and reports from within the hub, we return them to the hub when they finish with the task or report.
With the relevant expense data and security permissions, payees can use the hub (see Reference: Expenses Hub Sections) to manage:
  • Expense reports, including expense reports with negative balances.
  • Spend authorizations, including cash advances and their remaining balances.
  • Allowance plan entitlements and their remaining balances.
  • Credit card transactions and quick expenses.
  • Payment elections.
  • Travel booking records and travel profiles.
The hub is automatically available for Expenses self-service users and they can manually add it to their Workday menu. However, you can also configure the
Expenses Hub
 worklet so that it displays on the Workday Home page.
  1. Access the
    Maintain Dashboards
     report.
    1. On the Home row, click
      Edit
      .
    2. On the
      Content
       tab, in the
      Worklets
       grid:
      • Remove the
        Expenses
         worklet if it's in use.
      • Add a row and select:
        • Expenses Hub
           from the
          Worklet
           prompt.
        • Contingent Worker As Self
           and
          Employee As Self
           from the
          Required for Groups
           prompt.
    Security:
    Set Up: Tenant Setup - Worklets
     in the System functional area.
  2. (Optional) Set Up Hubs.
    Use the Expenses Hub row to customize these content types for the hub:
    • Announcement headers.
    • Suggested links.
    • Text on Expenses cards.
    You can use the
    Navigation Item Override
     tab to prevent specific sections from displaying on the hub, even when users have the relevant expense data and security permissions.
    Security:
    Set Up: Tenant Setup - Hubs
     in the System functional area.
  3. (Optional) Access the
    Home Cards Workspace
     report.
    Select and publish the Expenses cards you want to display to expense payees on the Home page.
    Security:
    Set up: People Experience Configuration
     domain in the People Experience functional area.
    See Reference: Home Page Cards.
If you publish Expenses cards and payees have pending expenses, Workday displays the cards on the Home page. When payees click the cards on:
  • A web browser, we redirect them to the
    Expenses Hub
    .
  • The Workday mobile application, we redirect them to the Expenses page.
Depending on which expenses need attention, we dynamically display and hide Expenses cards on the
Overview
 section of the hub.
If you set up Expenses Email Receipts, a card displays to inform users how they can send expense receipts. You can specify the email address and enable your users to send the information on the card to their phones with a text message. See Customize Expenses Hub Card.