Travel & Expense Compliance Supervisor

East Carolina University•Greenville, SC

40d

About The Position

This position serves under the general direction of the Director of Accounts Payable and functions as the supervisor for all travel and expense reimbursement related matters. The primary purpose of the position is to administer the University's travel program, including managing the Emburse Enterprise (travel and employee reimbursement) system, understanding the configuration and features of the system in detail and operating as the functional contact for technical and processing matters. The Travel and Expense Compliance Supervisor is also responsible for developing and maintaining all travel staff and user training materials, and regularly provides training to system users. This position serves as the main point of contact for all employee and non-employee reimbursements requests. The Travel and Expense Compliance Supervisor will engage users of the Emburse Enterprise system to foster the utilization of the system and to analyze employee reimbursements within the system to provide recommendations to senior management for process improvements and system updates. This position is also responsible for researching travel and expense industry trends and for ensuring that ECU's reimbursement processes are in compliance with University Policies, UNC System policies, the Office of the State Budget and Management budget manual, and IRS guidelines.

Requirements

Bachelor's degree; or equivalent combination of training and experience. All degrees must be received from appropriately accredited institutions.

Nice To Haves

Microsoft Office proficiency (particularly Outlook, Excel and Word). Strong customer service, communication, analytical and technical skills. Ability to proactively resolve issues, work under pressure while managing numerous deadlines, work in an environment of fluctuating priorities and frequent interruptions, function independently and in a team environment. Ability to ensure confidentiality of sensitive data and to provide prompt and professional service to all university constituents. Supervisory skills are strongly preferred.

Responsibilities

University Travel Program Administration - Ensure that travel related charges and reimbursements are processed in a timely, accurate, and compliant manner. The Travel and Expense Compliance Supervisor will be responsible for monitoring processing volumes and adjusting the travel team's priorities as needed to meet the needs of University constituents, as well as investigating incomplete/stalled travel reports. Additionally, the person in this position will generate routine performance statistics and perform random audits to detect potential fraud or risks, recommending and implementing approved changes to mitigate risks. This position is also responsible for continually monitoring applicable Internal Revenue Service and NC Office of State Budget and Management rates, notifying leadership of changes and helping to communicate those changes to the University community. Similarly, the person in this position should maintain an awareness of Federal, State, and UNC System travel regulations, as well as travel policies of the University and its related foundations in order to ensure that payments and reimbursements are processed appropriately.
Travel System Manager & Liaison - Serve as the internal system manager and vendor liaison for the Emburse Enterprise system, understanding the configuration & features of the system in detail and serving as the functional contact for technical matters. This includes reviewing system related issues, taking appropriate action, and communicating with ECU's Information Technology and Computing Services staff and vendor support staff as needed for advanced technical needs. The Travel and Expense Compliance Supervisor should also regularly review system configurations to ensure approval workflows are functioning appropriately and that accounting related information is being exchanged as expected with the University's ERP system. Functions related to managing the system also include activating students/fellows/residents and adding new expense account codes as needed.
Training and Documentation - The Travel and Expense Compliance Supervisor is responsible for ensuring that all users of the Emburse Enterprise system are trained and updated on the system and travel-related processes. This includes regularly delivering training and being responsible for developing and maintaining all Emburse Enterprise user training materials and Accounts Payable Standard Operating Procedures for travel and expense reimbursements, including ensuring the timely implementation of updates.
Supervision - This position is responsible for supervising the travel processing team, and at times, additional temporary staffing. The Travel and Expense Compliance Supervisor works with the Director of Accounts Payable to evaluate and update existing job descriptions as needed and is directly responsible for employee performance reviews, including providing constructive advice when monitoring employees' performance.
Customer Service - The Travel and Expense Compliance Supervisor serves as the main point of contact for all employee and non-employee reimbursement requests. The person in this position is responsible for the daily review and resolution of incoming Emburse and TeamDynamix support tickets. This position is expected to provide frontline customer service by guiding departments through travel & expense reimbursement processes and by addressing related inquiries. The Travel and Expense Compliance Supervisor should ensure timely and accurate support, promote policy compliance, and contribute to continuous improvement in user experience. When workload dictates, the supervisor is expected to assist staff with expense report processing.
Other duties as assigned.

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