Travel and Expense Specialist

Reporting to the Director, Financial Systems Integration, the Travel & Expense (T&E) Specialist is responsible for supporting the administration and execution of the enterprises travel, expense, and purchase card (P-Card) programs. Focuses on operations, policy interpretation, expense review and reconciliation, compliance monitoring, system administration and functionality, day-to-day operations, vendor management and coordination, training and user assistance to ensure accurate processing and adherence to company policies and guidelines.

Works closely with Finance, Payroll, and other internal stakeholders to support efficient and compliant travel and expense processes while delivering positive employee experience.

ESSENTIAL DUTIES AND RESPONSIBILITIES

1. Travel & Expense Program Operations & Training

• Performs daily operations of the Travel & Expense (T&E) program, including:
  • Reviews, and processes expense report by denying or approving submissions
  • Verifies and reconciles employee reimbursements
  • Reviews and verifies P-Card transaction
• Reviews, audits and reconciles expenses for accuracy, completeness, and compliance with policies
• Interprets, enforces and adheres to policies and guidelines to resolve and evaluates operational and escalated issues such as exceptions, disputed expenses, violations and non-compliant matters.
• Addresses operational issues and reconciles records to identify cost control gaps, patterns, inefficiencies, and traveler experience opportunities, recommends enhancements to address, and assists in supporting process improvements.
• Provides training and employee support by performing the following:
  • Serves as a subject matter expert for employee questions related to T&E processes and systems
  • Provides guidance on expense submission and travel procedures.
  • Develops and maintains training materials and user documentation.

2. Travel & Expense Systems Administration

• Functions as a system administrator of the enterprise travel and expense system (e.g., SAP Concur) with a focus on system functionality, data validation, and efficiency.
• Supports system administration activities such as user setup, access, and basic configuration updates.
• Provides front-line troubleshooting, user assistance, and resolution.
• Helps maintain policy controls and system functionality.
• Partners with vendor to supports system updates, enhancements, testing activities, and optimization initiatives.
• Monitors compliance trends and flag risks.

3. Vendor Management and Service Coordination

• Manages vendor relationships by coordinating with travel vendors (travel management companies, corporate card providers, and travel suppliers) to resolve operational issues and ensures service delivery.
• Tracks and coordinates periodic vendor performance reviews, service issue resolution, and contract compliance in accordance with negotiated agreements and established service level expectations and identifies opportunities for improvement.
• Supports sourcing and contract-related activities including preparing data and reports and participating in RFP process as deemed necessary.
• Maintains vendor-related documentation

4. Financial Processing and Support

• Supports travel-related financial processes, including identifying discrepancies, determining appropriate corrective actions, and administering Employee reimbursements Payroll deductions Travel-related receivables
• Partners with Payroll and Accounting to resolve transaction issues and discrepancies.
• Ensures timely and accurate processing in accordance with established procedures.

5. Policy Compliance and Administration

• Ensures adherence and applies travel and expense policies consistently when evaluating transactions.
• Provides guidance to employees on policy requirements and expense submission procedures.
• Identifies non-compliant transactions and escalates issues as appropriate.
• Supports policy updates through documentation and coordination.

6. Reporting and Analysis

• Generates standard reports on travel and expense activities to reconcile records
• Reviews and audits data for accuracy and completeness
• Assists in identifying basic trends and opportunities; supporting leadership reporting needs

8. Performs other duties as…