Travel & Entertainment Specialist III

Job Posting Title:Travel & Entertainment Specialist III-Hiring Department:Payment Services-Position Open To:All Applicants-Weekly Scheduled Hours:40-FLSA Status:Exempt from FLSA-Earliest Start Date:Immediately-Position Duration:Expected to Continue-Location:UT MAIN CAMPUS-Job Details:General NotesYour skills will make a difference.You’ll be working for a university that is internationally recognized for our academic programs and research. Your work will make a difference in the lives of university staff, thereby enhancing the student experience. If you’re the type of person that wants to know your work has meaning and impact, you’ll like working in our department and for UT Austin. UT Austin provides an outstanding benefits package including but not limited to:Competitive health benefits (employee premiums covered at 100%, family premiums at 50%)Voluntary Vision, Dental, Life, and Disability insurance optionsGenerous paid vacation, sick time, and holidaysTeachers Retirement System of Texas: a defined benefit retirement planAdditional Voluntary Retirement Programs: Tax Sheltered Annuity 403(b) and a Deferred Compensation program 457(b)Flexible spending account options for medical and childcare expensesRobust free training access through LinkedIn Learning plus professional conference opportunitiesTuition assistanceExpansive employee discount program including athletic ticketsFree access to UT Austin's libraries and museums with staff ID cardFree rides on all UT Shuttle and Austin CapMetro buses with staff ID cardFor more details, please see: and be authorized to work in the United States on an ongoing, full-time basis for any employer without sponsorship.PurposeThe Travel & Entertainment Specialist is trained across the full range of travel and entertainment functions, including reviewing and approving payment documents, auditing taxable travel, maintaining travel reference data, and serving as a front-line resource for University on travel and entertainment matters. As a member of the Travel & Entertainment team, this position helps ensure consistent coverage and shared expertise, and expected to be a detail-oriented, service-minded driven team member.ResponsibilitiesReview and approve all travel and reimbursement payment documents, ensuring proper coding, documentation, and compliance with University travel rules and policies. This includes reimbursements, vendor payments, and centrally billed air and rental car payments.Review and approve entertainment and reimbursement documents to ensure adherence to University entertainment and vendor payment policies.Serve as a primary approver of Concur expense reports, overseeing daily travel and entertainment expense activity.Provide responsive and knowledgeable customer service to University personnel regarding travel and entertainment-related inquiries.Audit and approve taxable travel and relocation expenses, and coordinate with Payroll Services on taxable travel documentation.Perform monthly post-payment compliance audits of travel and entertainment documents, consolidate results, and follow up with departments regarding identified issues.Maintain the travel table, including adding new cities and implementing annual federal per diem rate updates.Process travel disencumbrances as needed by Campus, School, and Unit (CSU).Perform other related duties as assigned and participate in cross-training to maintain proficiency across all Travel & Entertainment team functions.Required QualificationsDemonstrated experience in travel and entertainment expense review, audit, approval, or reimbursement documents in a high-volume environment, preferably in higher education.Working knowledge of travel and entertainment policy, expense reimbursement rules, and payroll tax treatment of relocation or travel benefits, or the ability to learn them quickly.Excellent written and verbal communication skills, with a customer-service mindset for handling inquiries from across the University.Ability to manage competing deadlines, work both independently and as part of a cross-trained team and adapt to rotating responsibilities.Demonstrated ability to interpret and apply policies, procedures, and compliance requirements in a complex academic and business environment.Proven ability to manage a high-volume workload, prioritize competing deadlines, and resolve issues with sound judgment and professionalism.Ability to exercise a high level of discretion and handle sensitive or confidential matters with professionalism and care.Reliable and dependable attendance.Relevant education and experience may be substituted as appropriate.Preferred QualificationsBachelor’s degree in accounting, finance, business administration, or a related field.Experience with enterprise financial systems such as Define, Workday, or similar platforms.Previous higher education experience or professional experience in a complex, matrixed organization.Strong knowledge of travel and entertainment policies, business processes, and compliance requirements.Experience with Concur travel and expense management.Advanced experience with Microsoft Excel, Outlook, and Word.Demonstrated ability to quickly learn new systems, adapt to change, and work collaboratively.Strong analytical and problem-solving skills.Salary Range$55,000 + depending on qualificationsWorking ConditionsStandard OfficeManual dexterityKeyboardWork ShiftMonday - Friday (8:00am - 5:00pm)Required MaterialsResume/CV3 work references with their contact information; at least one reference should be from a supervisorLetter of interestImportant for applicants who are NOT current university employees or contingent workers: You will be prompted to submit your resume the first time you apply, then you will be provided an option to upload a new Resume for subsequent applications. Any additional Required Materials (letter of interest, references, etc.) will be uploaded in the Application Questions section; you will be able to multi-select additional files. Before submitting your online job application, ensure that ALL Required Materials have been uploaded. Once your job application has been submitted, you cannot make changes.Important for Current university employees and contingent workers: As a current university employee or contingent worker, you MUST apply within Workday by searching for Find UT Jobs. If you are a current University employee, log-in to Workday, navigate to your Worker Profile, click the Career link in the left hand navigation menu and then update the sections in your Professional Profile before you apply. This information will be pulled in to your application. The application is one page and you will be prompted to upload your resume. In addition, you must respond to the application questions presented to upload any additional Required Materials (letter of interest, references, etc.) that were noted above.-Employment Eligibility:Regular staff who have been employed in their current position for the last six continuous months are eligible for openings being recruited for through University-Wide or Open Recruiting, to include both promotional opportunities and lateral transfers. Staff who are promotion/transfer eligible may apply for positions without supervisor approval.-Retirement Plan Eligibility:The retirement plan for this position is Teacher Retirement System of Texas (TRS), subject to the position being at least 20 hours per week and at least 135 days in length.-Background Checks:A criminal history background check will be required for finalist(s) under consideration for this position.-Equal Opportunity Employer:The University of Texas at Austin, as an equal opportunity/affirmative action employer, complies with all applicable federal and state laws regarding nondiscrimination and affirmative action. The University is committed to a policy of equal opportunity for all persons and does not discriminate on the basis of race, color, national origin, age, marital status, sex, sexual orientation, gender identity, gender expression, disability, religion, or veteran status in employment, educational programs and activities, and admissions.-Pay Transparency:The University of Texas at Austin will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with the contractor’s legal duty to furnish information.-Employment Eligibility Verification:If hired, you will be required to complete the federal Employment Eligibility Verification I-9 form. You will be required to present acceptable and original documents to prove your identity and authorization to work in the United States. Documents need to be presented no later than the third day of employment. Failure to do so will result in loss of employment at the university.-E-Verify:The University of Texas at Austin use E-Verify to check the work authorization of all new hires effective May 2015. The university’s company ID number for purposes of E-Verify is 854197. For more information about E-Verify, please see the following:E-Verify Poster (English and Spanish) [PDF]Right to Work Poster (English) [PDF]Right to Work Poster (Spanish) [PDF]-Compliance:Employees may be required to report violations of law under Title IX and the Jeanne Clery Disclosure of Campus Security Policy and Crime Statistics Act (Clery Act). If this position is identified a Campus Security Authority (Clery Act), you will be notified and provided resources for reporting. Responsible employees under Title IX are defined and outlined in HOP-3031.The Clery Act requires all prospective employees be notified of the availability of the Annual Security and Fire Safety report. You may access the most recent report here or obtain a copy at University Compliance Services, 1616 Guadalupe Street, UTA 2.206, Austin, Texas 78701. #J-18808-Ljbffr University of Texas