Travel Account Specialist

Job Requisition:

JR101660 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:

Financial Operations mission is to provide high-quality, comprehensive reliable and timely financial information and transactional processing in support of the university’s education, research and public service objectives while ensuring compliance with extensive finance-related regulations and providing a system of controls to ensure the protection of assets and integrity of financial data.

The Travel Accounts Specialist ensures that expenses comply with Federal, State, and university policies and procedures and reimbursement payments are prompt and accurate.

The Travel Accounts Specialist processes all requests for travel and business meal reimbursements for the university. This includes the final audit and review of local, nationwide, and international travel and business meal expenditure vouchers prior to actual payment.

The position provides exceptional customer service to internal and external customers; ensures compliance with State Travel Regulations required by the Commonwealth of Virginia, CAPP (Commonwealth Accounting Policies and Procedures Manual), Prompt Payment regulations, university guidelines and Financial Operations Procedures Manual.

Job Description:

Required Qualifications:

• High School diploma or equivalent. 
• Demonstrated knowledge of Generally Accepted Accounting Principles (GAAP). 
• Knowledge of government travel processes and procedures. Proficiency in software programs, specifically automated accounting systems and MS Office Suite (Word Excel, Outlook), with the ability to learn new software applications quickly. 
• Strong attention to detail and accuracy, with the mathematical ability to perform basic calculations, analyze audit expense reports in conjunction with state, federal and the university's policies and procedures. 
• Excellent problem solving skills; the ability to exercise sound judgment and follow tasks through completion with minimal supervision. 
• Demonstrates effective interpersonal and communication skills, with a strong customer service orientation and the ability to work collaboratively with internal and external
• Excellent oral and written communication skills, with strong customer service skills and the ability to work within a team environment. 
• Strong organization skills with the ability to work independently in a fast pace environment and handle multiple priorities concurrently within the allotted deadlines. 
• Experience working in an accounts payable field or function or other fiscal related position applying state and federal regulations and adhering to an organizations processes and/or procedures. 
• Demonstrated experience working with an automated accounting system.

Preferred Qualifications:

• Bachelor's degree in accounting, finance, business management, or other related field or the equivalent combination of education, experience, and training.
• Strong working knowledge with Oracle based systems. 
• Prior experience processing travel reimbursements.
• Experience with Banner (finance) is a plus. 
• Experience with Workday is a plus.

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.

Essential Designation: No

Job Duties:
80% - Workday Expenses Audit and Processing:

• Perform necessary analysis, audit and review of travel related and business meal expense reports in accordance with the State Travel Regulations, IRS Regulations, and university policies and procedures to ensure compliance. 
• Approve and process reimbursements in Workday Expenses accurately and timely.
• Meet production goals for expense report processing.
• Ensure that each expenditure is properly supported by documentation and receipts according to the policy.
• Timely processing of expense reports (within 10 days of submit date). 
• All issues and escalations brought to the Travel Program Manager's attention. 

15% - Customer Service and Workday Expenses Customer Support:

• Provide guidance to customers on travel regulations and other necessary information and documentation necessary for completing expense reports.
• Build and maintain key relationships with internal (department administrators, managers, and travelers) and external customers to aide in excellent customer service. 
• Provide excellent customer service to the campus community ensuring that all emails and phone calls are returned in a timely basis (within 24 hours).
• Support and Assist as backup to the Travel Program Manager and Managing Director of Accounting, Tax and Compliance on all appointed tasks for the Workday Expenses module. 
• Serve as a Help Desk and Technical Support for the Workday Expense system. 

 
5% - Other responsibilities:

• Monthly Taxable Meals reporting.
• Assist in the audit of travel-related and business meal direct payments in BuyW&M.
• Maintain any incoming mail for the Travel Office.

Annual Salary: Up to $45,000.00 commensurate with experience

Resume and cover letter required as part of the application packet. For full consideration, apply by the review date of May 26th. This position is open until filled.

Additional Job Description:

Job Profile:

JP0205 - Administrative & Office Specialist III - Nonexempt - Salary - S05

Qualifications:

Compensation Grade:

S05

Recruiting Start Date:

2026-05-06

Position Restrictions:

Continuing E&G funded position and not term-limited

EEO is the Law.  Applicants can learn more about William & Mary’s status as an equal opportunity employer by viewing the "Know Your Rights" poster published by the U.S. Equal Employment Opportunity Commission. https://www.eeoc.gov/know-your-rights-workplace-discrimination-illegal

 

Background Check: William & Mary is committed to providing a safe campus community. W&M conducts background investigations for applicants being considered for employment. Background investigations include reference checks, a criminal history record check, and when appropriate, a financial (credit) report or driving history check. 

 

Remote Work Disclaimer: Remote work eligibility is not guaranteed and is subject to approval. Employee eligibility depends on the likelihood of the employee succeeding in a remote work arrangement and the supervisor’s ability to manage remote workers. Departments and/or Human Resources may amend, alter, change, delete, or modify eligibility.