Travel Account Specialist

William & Mary•Mount Vernon, NY

About The Position

The Travel Account Specialist is responsible for the timely and accurate auditing, review, and processing of travel-related expense reports, business meal reimbursements, and travel-related direct bill invoices. The position ensures compliance with federal and state regulations, Commonwealth of Virginia travel policies, university procedures, and applicable accounting standards. Using Workday and BuyW&M (Jaggaer), the specialist reviews transactions, validates supporting documentation, identifies and resolves discrepancies, and processes reimbursements and payments in accordance with service standards. The role provides faculty, staff, students, guests, and departments with guidance on travel and business expense policies and delivers customer service. It also supports the integrity of university financial operations through accurate processing, internal controls, and consistent application of travel and reimbursement policies. The position is non-exempt and eligible for overtime under the Fair Labor Standards Act. Occasional weekend work or overtime may be required during peak periods with prior supervisor approval. This is a continuing, E&G-funded position and is not term-limited. Remote work eligibility is not guaranteed and is subject to approval.

Requirements

High school diploma or equivalent.
Experience auditing, processing, or reviewing financial transactions in accounts payable, travel, procurement, or a related financial operations environment.
Demonstrated knowledge of accounting principles and financial controls.
Experience working with enterprise financial systems, preferably Workday or similar ERP platforms.
Strong attention to detail and ability to interpret and apply policies, procedures, and regulations.
Excellent analytical and problem-solving skills.
Ability to manage multiple priorities while meeting established deadlines.
Strong written and verbal communication skills.
Demonstrated commitment to providing high-quality customer service.

Nice To Haves

Bachelor's degree in Accounting, Finance, Business Administration, or a related field, or an equivalent combination of education and experience.
Experience processing travel reimbursements and travel-related payments.
Experience with Workday.
Experience with BuyW&M/Jaggaer or similar eProcurement platforms.
Knowledge of Commonwealth of Virginia travel regulations and CAPP requirements.
Experience in higher education financial operations.
Experience reviewing direct bill invoices and accounts payable transactions.

Responsibilities

Audit and review travel and business meal expense reports in Workday for compliance with university policies, Commonwealth of Virginia Travel Regulations, and applicable federal regulations.
Verify supporting documentation, receipts, business purpose explanations, and funding sources for accuracy, completeness, and appropriateness.
Process employee and non-employee reimbursements accurately and within established service-level expectations.
Identify policy exceptions, calculation errors, duplicate reimbursement requests, and insufficient documentation; obtain corrections or additional information and escalate complex compliance issues as appropriate.
Maintain productivity and accuracy standards for assigned transaction volumes.
Audit travel-related direct bill invoices in BuyW&M (Jaggaer) for compliance with contractual requirements, procurement guidelines, travel policies, and documentation requirements.
Collaborate with departments and vendors to resolve invoice discrepancies and payment issues, and support timely processing in accordance with Prompt Payment requirements.
Provide guidance on travel and business expense policies and procedures, including travel authorization, expense reporting, reimbursement requirements, and documentation standards.
Provide responsive, professional customer service through email, phone, and other communication channels, and build positive working relationships across the university community.
Support internal controls by ensuring transactions comply with university, state, and federal requirements.
Assist with taxable meal reporting and other compliance processes, and maintain records and documentation for audits and financial reporting.
Participate in process improvement initiatives to enhance efficiency, accuracy, and customer service.
Assist with travel-related payment reviews and reconciliations, office operations, and records management; perform other duties as assigned in support of Travel Services and Financial Operations.