Torero Travel and Expense Specialist

The position will be responsible for the following functions within the Travel and Expense Office: Represent the department as a subject matter expert in educating employees about the travel program and Torero Travel and Expense system (Concur). Assist with month-end reconciliation process to ensure proper accrual and accurate payable balance. Assist with system setup, upgrades, modification and implementation of any related software or system integration. Effectively and efficiently processes all expense reimbursement and credit card transactions for the university in Concur. Ensures proper compliance with university policies and procedures. Research questions and issues raised by customers. Maintain excellent customer service by ensuring timely and accurate processing of payments and effectively explains to customers the origin of and reasoning behind key policies, practices, and procedures. Assist the university in maximizing resources by efficiently processing large volume of expense transactions and identifying ways to streamline payment processes. 

Duties & Responsibilities:

• Ensure timely processing of all employee expense reimbursements, including but not limited to those from expense reports, university card transactions, and cash advances. Assist manager in improving forms, processes, and procedures to streamline the expense reimbursement process. Follow up with appropriate departments on past due card transactions. Work closely and effectively communicate with the Procurement Office and/or HR to ensure timely vendor setups as necessary in ERP system.
• Review accounting coding assigned to each expense and ensure that the expense type is appropriate for the related expense to ensure trends are properly captured for management review and strategic actions. Ensure the appropriate budgetary approval for each accounting code used.
• Review documentation provided to ensure expenses are appropriate within university policies and procedures. Address concerns and non-compliance with diplomacy and tact by working with individuals to reach reconciliation. Effectively explain to customer the origin of and reasoning behind key policies, practices, and procedures. Provide customers with helpful information to prevent future issues. Appropriately inform manager of any concerns and unresolved issues.
• Responsible for the processing and reconciliation of the University Corporate Credit Card program. This includes but not limited to ensuring proper reporting, posting, approval, and coding of program expenditures, and proper usage of corporate card. Address concerns and noncompliance with diplomacy and tact by working with cardholders to reach reconciliation.
• Review transactions within Intelligent Audit program prior to reports being passed on for further approvals in Concur ensuring expenses are properly coded and within existing travel and expense procedure guidelines.
• Assist with processing wire payments as necessary. Responsible for the initial review of the wire request and backup documentation. Initiate wire transactions via on-line banking portal following wire transfer procedures.
• Assist with system step up, upgrades, modification and implementation of any related software or system integration. Actively participate in ongoing system evaluations and enhancements.
• Assist with travel and expense reimbursement training and the ongoing effort to update and improve the travel program and expense reimbursement process to drive user acceptance for Torero Travel and Expense.
• Represent the department by serving on various university committees and task forces as directed. Perform other duties and tasks as assigned by Manager.
• Assist with the ongoing effort to update and improve travel and expense policies and procedures.

Special Conditions of Employment:

The University of San Diego is requiring all employees to follow our Covid-19 vaccine requirement process. https://www.sandiego. edu/onward/  

Background check:  Successful completion of a pre-employment background check.

Degree Verification Requirement: Persons offered employment in this position will be required to provide official education transcripts for degree verification purposes.