Travel Account Specialist at William & Mary in Posting Location

Job description

Job Requisition: JR102163 Travel Account Specialist (Open) Job Posting Title: Travel Account Specialist Department: CC00452 WM001 | WMUO | Travel Job Family: Staff - Administrative & Office Support Worker Sub-Type: Regular (benefited) Job Requisition Primary Location: Mount Vernon Offices Primary Job Posting Location: Posting Location - William & Mary Job Description Summary: The Travel Accounts Specialist is responsible for the timely and accurate audit, 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. Working within Workday and BuyW&M (Jaggaer), the Travel Accounts Specialist performs detailed transactional reviews, validates supporting documentation, identifies and resolves discrepancies, and processes reimbursements and payments in accordance with established service standards. The role serves as a key resource to faculty, staff, and departments by providing guidance on travel and business expense policies while delivering exceptional customer service. The Travel Accounts Specialist contributes to the integrity of the university's financial operations through accurate transaction processing, strong internal controls, and consistent application of travel and reimbursement policies. Job Description: Required Qualifications: High school diploma or equivalent. Experience auditing, processing, or reviewing financial transactions in an accounts payable, travel, procurement, or 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. Preferred Qualifications: Bachelor's degree in Accounting, Finance, Business Administration, or a related field, or 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. Conditions of Employment: This is a non-exempt position, eligible to receive overtime in accordance with the Fair Labor Standards Act. Occasional weekends/overtime may be required during high peak times, upon pre-approval from supervisor. Job Duties: 40% - Expense Report Auditing and Processing: Audit and review travel and business meal expense reports submitted through Workday to ensure compliance with university policies, Commonwealth of Virginia Travel Regulations, and applicable federal regulations. Verify the accuracy, completeness, and appropriateness of supporting documentation, receipts, business purpose explanations, and funding sources. Process employee and non-employee reimbursements accurately and within established service-level expectations. Identify policy exceptions, calculation errors, duplicate reimbursement requests, and insufficient documentation. Communicate with travelers and departmental representatives to obtain necessary corrections or additional information. Escalate complex compliance issues or exceptions to management as appropriate. Maintain productivity and accuracy standards for assigned transaction volumes. 20% - Direct Bill Invoice Review and Processing: Audit and review travel-related direct bill invoic