Expense Reimbursement Specialist

St. Croix Hospice•Mendota Heights, MN

2d•$75,000 - $95,000•Onsite

About The Position

The Expense Reimbursement Specialist oversees and administers the company’s travel and expense reimbursement process, including corporate credit card programs, employee expense reports and payments, employee communications, and related financial tasks. The position reports to the Accounting Manager and serves as the primary subject matter expert and employee resource for reimbursement policies, procedures, and systems. This is a hands-on, in-office role that requires experience managing expense reimbursement processes and the confidence to enforce company policies consistently across all levels of the organization. The role combines independent judgment, attention to detail, and a customer-service mindset to identify and resolve policy and reimbursement issues. The specialist works with a company card program serving more than 400 cardholders and supports month-end accounting activities, audits, reporting, and reimbursement controls. The position is based at the Administration location in Mendota Heights, Minnesota.

Requirements

Bachelor’s degree in Accounting, Finance, Business Administration, or a related business discipline.
At least 2 years of hands-on experience overseeing or administering a corporate expense reimbursement and/or travel and expense function.
At least 1 year of demonstrated experience developing, implementing, interpreting, and enforcing corporate expense reimbursement policies.
Strong working knowledge of a travel and expense management platform such as Workday Expenses or Concur.
Understanding of IRS regulations and documentation requirements applicable to employee business expense reimbursements.
Proficiency in Excel.
Ability to pass a DHS background study.

Nice To Haves

Strong attention to detail and demonstrated commitment to accuracy and completeness.
Ability to work independently, prioritize responsibilities, and consistently meet deadlines.
Strong written and verbal communication skills.
Confidence and professionalism when working with employees at all levels, including senior management and executives.
Ability to exercise sound judgment while maintaining appropriate confidentiality.
Experience developing reporting or analytics related to expense trends, policy compliance, and reimbursement activity.
Experience participating in accounting close processes, audits, or internal control reviews involving employee expenses.

Responsibilities

Own and oversee the company’s employee expense reimbursement process, including review, approval, and administration of travel and expense submissions.
Develop, maintain, and improve travel and expense policies, procedures, controls, and documentation, and promote consistent compliance across the organization.
Process and audit expense submissions and corporate credit card purchases for more than 400 cardholders, resolving policy exceptions, duplicate or non-reimbursable items, missing documentation, corrections, and recurring noncompliance.
Administer corporate and department card programs, including card issuance, limit and profile changes, closures, terminations, merchant category controls, disputes, fraud, and lost or stolen cards.
Serve as the primary credit card system administrator; configure new cards, manage credit limits and approver workflows, and maintain processes between Workday Expenses and NetSuite.
Review expense reports for documentation, business purpose, approvals, policy compliance, and accurate general ledger coding; work with employees and managers to resolve questionable, incomplete, unsupported, or noncompliant expenses.
Enforce expense policies consistently at all organizational levels, including addressing exceptions and noncompliance involving managers and executive leadership.
Educate and train employees and managers on reimbursement policies, documentation requirements, system usage, and expense coding.
Monitor recurring policy violations and reimbursement issues, identify trends, and recommend corrective actions or policy improvements.
Manage monthly reminders and follow-ups for expense report submission deadlines to support timely accounting workflows and accruals.
Assist with month-end accounting activities involving employee expenses, including identifying outstanding reports, reviewing expense coding, and supporting accruals or reconciliations.
Maintain working knowledge of applicable IRS requirements for employee business expense reimbursements, including accountable plans, business purpose documentation, substantiation, mileage, meals, and travel.
Support internal and external audits by providing requested expense documentation and reporting.
Meet reimbursement processing deadlines while maintaining accuracy and attention to detail.
Protect the confidentiality and security of financial and employee information.
Perform other duties as assigned.