Travel & Accounts Payable Coordinator

The Division of Finance and Administration is principally responsible for the stewardship of the University's resources - financial, physical and information technology. We are committed to continuously improving the services provided to meet the needs of the faculty, staff, and students that we serve. Therefore, the Travel & Accounts Payable Coordinator must practice high ethical and moral standards, practice excellent professional behavior and commit to the department objectives.

The Travel & Accounts Payable Coordinator will serve as the primary contact for all University travel needs. The incumbent will represent the department in educating employees about all aspects of travel; administer and enforce travel regulations and policies; secure bookings, process payments, and confirm travel-related expenses; research questions and issues; reconcile credit card transactions; respond to time‑sensitive issues regularly; adhere to all prescribed policies and procedures.

• Review and process Request for Authorization to Travel documents for compliance with PPM
  49; process and complete requests for car rental bookings, registration payments, airfare payments, hotel payments, and cash advances.
• Maximize university‑negotiated discount rates by managing bookings through centralized corporate travel booking engines and state‑approved travel platforms (e.g. Christopherson Business Travel).
• Collect Bank of America Statements, Travel Card Logs, and supporting documentation from university cardholders.
• Review and process request for purchases using the LaCarte Card.
• Oversee the monthly reconciliation of university‑issued cards (LaCarte) utilized for travel and procurement, enforcing compliance with state purchasing guidelines.
• Conduct regular training sessions for academic department heads, administrative staff, and student organizations to communicate updates to Louisiana state travel policies and university reimbursement systems.
• Implement any functional changes to the travel request and expense systems or procedures, ensuring related assignments are carried out efficiently, effectively, and timely and communicated effectively.
• Provide all necessary documentation in support of travel.
• Audit post‑travel expenses and receipt documentation against state and university requirements (e.g., verifying itemized receipts, logic behind mileage reimbursements, and unallowable costs like alcohol).
• Review, verify, and input high‑volume travel invoices, corporate card statements, and vendor billing into the accounting system.
• Audit post‑travel expense reports against submitted receipts, business justifications, and regulatory per diem frameworks to clear them for payment.
• Match travel authorizations, receipts, and invoices to verify accuracy and prevent duplicate disbursements.
• Prepare, format, and post monthly adjusting journal entries to accurately reflect travel‑related expenses and vendor liabilities.
• Calculate and book month‑end expense accruals to ensure unbilled travel expenses are captured in the correct fiscal period.
• Perform administrative duties, maintaining accurate files and record systems.
• Complete all requirements for reconciling travel card purchases.
• Provide guidance regarding travel policy.
• Work additional hours (may include weekends) needed to complete work assignments; work modified hours during the University's fiscal year‑end.
• Other duties as assigned.
• Ability to balance high‑touch customer service and logistical organization with rigid attention to financial compliance, mathematical accuracy, and GAAP standards and State Regulations.
• Proficiency in Excel and internet usage.
• Exemplary customer service and communication skills.
• Ability to multi‑task and balance changing priorities.
• Ability to prioritize workload, meet deadlines, and work effectively under pressure with a high accuracy rate.
• Must ensure that all documentation fits policy and supports the payment.
• Must maintain a well‑organized record‑management system.
• Must be able to effectively communicate with other team members to establish proper record‑keeping and to ensure that everyone is aware of how travel requests are approved and processed.
• Must…