Expense Reimbursement Specialist

Work Where You Matter!ix Hospice we guide patients and families through the end-of-life journey. Through compassionate care, we focus on our patient’s quality of life, empowering them to make the most of their time with dignity, comfort and respect. If you are ready to be part of an extraordinary team of caregivers, then come work where you matter.

Expense Reimbursement Specialist

Position Overview The Expense Reimbursement Specialist reports to the Accounting Manager and is responsible for day-to-day oversight and administration of the company’s travel and expense reimbursement process while providing financial, administrative, and reporting services. This position serves as the primary subject matter expert for employee expense reimbursement and primarily entails managing the company credit card program, processing/monitoring employee expense reports and payments, communication with employees, and other financial related tasks.

This is a hands-on, in-office role requiring experience managing expense reimbursement processes and the confidence to consistently enforce company policies across all levels of the organization. The successful candidate will combine sound judgment, attention to detail, and a customer-service mindset with the ability to independently identify and resolve policy and reimbursement issues.

Essential Functions and Skills Responsibilities Own  and oversee the Company's employee expense reimbursement process, including the review, approval, and administration of travel and expense submissions.

Develop, maintain, and continuously improve Company travel and expense reimbursement policies, procedures, controls, and documentation.

Promote consistent adherence to expense reimbursement policies throughout the organization.

Process and audit expense reimbursement submissions and corporate credit card purchases for 400+ company cardholders, addressing policy exceptions, duplicates, non-reimbursable items, missing documentation, corrections, and recurring noncompliance.

Administer corporate Credit Card and Department Card programs, including card issuance based on approved requests, limit changes, profile changes, closures, terminations, Merchant Category Code (MCC) controls, disputes, fraud, and lost or stolen cards.

Serve as the primary Credit Card system administrator, new card configurations manage credit limits, approver workflows, and maintain system processes between Workday Expenses and Net Suite.

Review expense reports for appropriate documentation, business purpose, approvals, policy compliance, and accurate general ledger coding.

Identify questionable, incomplete, unsupported, or noncompliant expenses and work directly with employees and managers to resolve issues.

Consistently enforce expense policies regardless of employee level, including confidently addressing exceptions and noncompliance involving managers and executive leadership.

Serve as the Company's primary subject matter expert and employee resource regarding expense reimbursement policies, procedures, and systems.

Review employee expense reports and supporting documentation and commentary for accuracy and completeness. Ensure proper approvals have been secured.

Educate and train employees and managers on expense reimbursement policies, documentation requirements, system usage, and proper expense coding.

Monitor recurring policy violations and reimbursement issues, identify trends, and recommend corrective actions or policy improvements.

Manage monthly reminders and follow-ups for report submission deadlines to ensure timely processing of accounting workflows and accruals.

Assist with month-end accounting activities related to employee expenses, including identifying outstanding expense reports, reviewing expense coding, and supporting appropriate accruals or reconciliations.

Maintain working knowledge of applicable IRS requirements related to employee business expense reimbursement, including accountable plan principles, business purpose documentation, substantiation requirements, mileage, meals, travel, and other common reimbursable business expenses.

Support internal and external audits and provide requested expense documentation and reporting.

Meet established reimbursement processing deadlines while maintaining a high level of accuracy and attention to detail.

Ensure the confidentiality and security of all financial and employee information.

Perform other duties as assigned.

Requirements/Qualifications Bachelor's degree in Accounting, Finance,…