As a PfM, I can manage portfolio expenses

Portfolio Managers (PfM) can manage expenses of TMs assigned to program projects at More… > EXPENSES.

Portfolio manager (PfM) can select just one project of the portfolio, or [All Projects].

Rows below can be used to manage team members’ expenses:

  • The time frame is determined by start and end date.
  • Rows are grouped by weeks. Each row is the expense of one team member, one day on one work package. Each row shows the approval status, if expense is billable or not, a short summary and the expense amount.
  • Click the “attach” icon to see a picture of the receipt.
  • Click the “eye” icon to see the expense details.
  • Rows can also be filtered by team members.

Expenses for the selected time frame can be downloaded to a file:

  • Select ‘All’ Project and click on download icon [🡫] to download all projects in portfolio.
  • Select a ‘Project’ and click on download icon [🡫] to download only the selected project.

The downloaded file has one row per team member, day and assigned work package. Each row contains the following data:

  • Team Member: Team Member’s name.
  • Resource Type: Resource type can be employee or contractor.
  • Business Unit: Business unit the project belongs to.
  • Project Name.
  • Project ID: Project identifier.
  • Work Package: Work package team member has worked on.
  • Date: Working day date.
  • Amount: Expense amount in monetary units.
  • Cost Category: Type of expense is a mandatory field.Functional Managers (FM) can set up cost categories for their business units at BU DATA. Some examples of cost categories are per diem, employee meal, customer meal, taxi, parking, lodging, mileage, flight, train, toll, etc.
  • Seller
  • Payment Method: Some examples are employee (cash), employee (card), company card, agency, restaurant checks, etc.
  • Approval: Approval status can be “in progress”, “submitted”, “approved”, and “rejected”.
  • Comments: Comments annotated by the team member.
Frequently Asked Questions
How can a Portfolio Manager download expense data for all projects?

Set the project filter to “All”, then click the download icon to export all expense records for the portfolio.

What does each row in the downloaded expense file contain?

Each row includes team member info, project/work package, expense amount, date, cost category, payment method, approval status, and comments.

Can expenses be filtered by team members in the interface?

Yes, you can filter expense rows by individual team members to review or manage specific entries.