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Travel Expense Coordinator

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POST DATE 9/2/2016
END DATE 10/26/2016

University of California - Santa Barbara Santa Barbara, CA

Company
University of California - Santa Barbara
Job Classification
Full Time
Company Ref #
20160431
AJE Ref #
576077121
Location
Santa Barbara, CA
Experience
Entry Level (0 - 2 years)
Job Type
Regular
Education
High School Diploma or GED

JOB DESCRIPTION

APPLY
Job Number
20160431

Number of Hires
Single Hire

Job Open Date
08-24-2016

Job Close Date
Open Until Filled

Primary Consideration Date for Open Until Filled
09-08-2016

Additional Comments:


Title Code
4722

Payroll Title Name
BLANK AST 3

Working Title Name
Travel Expense Coordinator

Department Profile (Specific Information about department/program):
Business and Financial Services provides accurate and timely financial data and quality service to the campus community, Office of the President and external entities in order to support the Mission of the University of California.

Department Code-Name
ACTG-Bus. & Fin. Svs.

End Date/Contingencies for Grant Funding


FOC (Federal Occupation Code) Sub-Code
DA-Clerical/Administrative

FOC (Federal Occupation Code)
D-Clerical (e.g., Admin Asst, Library Asst)

Advertised Range Min (full time equivalent)

A little help* Go to Salary Scales 20.59

Advertised Range Max (full time equivalent)
21.08

Advertised Range Rate Type
Hourly

Other Advertised Salary Range Comments
$20.59-$21.08/hr.

Percentage of full-time
100

Days
Monday - Friday

Hours
8 am - 5 pm

Appointment Type

A little help with Contracts* Go to Employment Agreements Career

Limited Appointment End Date

A little help* Go to General Information on Limited Appointments

Is this a NEW CAREER position*
No

Summary of Job Duties
(Note: This summary will be used for keyword search)

Summary of Job Duties
(Note: This summary will be used for keyword search) Responsible for the daily processing of travel, entertainment, and general reimbursements. Reviews complex travel expense vouchers for compliance to University and IRS policies and procedures. Initiates wire transfers for the campus. Serves as backup in Accounts Payable and Travel Units when needed. Develops and maintains desk manual documenting daily operations, processes, and procedures.

Minimum Requirements
High School Diploma or equivalent combination of education and experience. Excellent written and oral communication skills, effective interpersonal skills, and strong customer service experience. Must be organized, detailed oriented, accurate and dependable, able to maintain confidentiality, and able to meet production deadlines with frequent interruptions. Ability to be flexible and handle heavy workloads in a fast paced environment.

Desirable Requirements
Knowledge of University policies and procedures related to travel and entertainment. Experience in a large office setting.

Special Conditions of Employment

A little help* Go to Driver's License Requirements or Background Check Guidelines Satisfactory completion of a fingerprint background check

Other Special Conditions of Employment


Optional Applicant Documents
Resume
Cover Letter
Other Document (1)
Other Document (2)
Other Document (3)

Required Applicant Documents


JOB DESCRIPTION

FLSA Exemption Status

A little help* Go to Exempt vs. Non-Exempt Employees Non-exempt

CBU (Collective Bargaining Unit)
CX - Clerical Unit (Teamsters)

ERC (Employee Relations Code)
E

Grade Type
Other

Grade Type


Grade Type


Grade Type


Grade Type


Grade
None

End Date for Other Appointment Type (e.g., Contract or 18-month Career)


Provision Number


Type of Supervision Received

A little help* Go to Degree of Supervision General supervision

PHYSICAL REQUIREMENTS

Continuously=Activity occurs 66%
Frequently=Activity occurs 33% to 66%
Occasionally=Activity occurs Not Applicable=Activity does not exist

Stand
OCCAS.

Walk
OCCAS.

Sit
FREQ.

Bend
OCCAS.

Crouch/Squat
OCCAS.

Kneel/Crawl
OCCAS.

Climb
N/A

Reach above shoulder level
OCCAS.

Use keyboard/mouse
FREQ.

Hand Activities: Fine dexterity
FREQ.

Hand Activities: Hand twisting
OCCAS.

Hand Activities: Simple grasping
OCCAS.

Hand Activities: Power grasping
OCCAS.

Other (please specify activity)


Frequency of Other Activity
No Response

Lifting Activities: Light lifting (
OCCAS.

Lifting Activities: Moderate lifting (20-50 lbs)
OCCAS.

Lifting Activities: Heavy lifting ( 50 lbs)
N/A

Push/Pull Activities: Light pushing/pulling (
OCCAS.

Push/Pull Activities: Moderate pushing/pulling (20-50 lbs of force)
N/A

Push/Pull Activities: Heavy pushing/pulling ( 50 lbs of force)
N/A

MENTAL REQUIREMENTS


Read/Comprehend
FREQ.

Write
FREQ.

Perform Calculations
FREQ.

Communicate Orally
FREQ.

Reason and Analyze
FREQ.

Other (please specify activity)


Frequency of Other Activity
No Response

ENVIRONMENTAL REQUIREMENTS


Is exposed to excessive noise
N/A

Is around moving machinery
N/A

Is exposed to marked changes in temperature and/or humidity
N/A

Is exposed to dust
OCCAS.

Is exposed to fumes
N/A

Is exposed to gases
N/A

Is exposed to radiation
N/A

Is exposed to microwave
N/A

Drives motorized equipment
N/A

Works in confined quarters
N/A

Other (please specify activity)


Frequency of Other Activity
No Response

JOB DUTIES

Total Percentage of Duties:100

6 Records

Order of
Imp Essen
Duty %
FREQ.
FUNCTION
DUTIES

1
Yes
30
Daily
Compliance & Review
Travel and Expense Reimbursements

Audits complex travel advances, entertainment and expense vouchers for proper authorization and compliance to UC policy. Trains internal staff on the audit process as well as interpreting more complex policy issues.

Reviews and audits removal expense reimbursements for new transferring academic and staff members. Providew IRS form A4782 to travelers.

Reviews and identifies taxable transactions to ensure proper coding into APEX (accounts payable system) for reporting to the IRS. Must have thorough knowledge of IRS regulations relating to travel and reimbursements. Potential risks include audit findings, penalties, and possible W-2 adjustments for travelers.

Provides advice and direction to campus on reporting travel, entertainment, and general expenses to assure compliance to required policies. Requires through knowledge of Business and Finance Bulletins G-28 and BUS-79.

2
Yes
20
Daily
Corporate Card Program
Reviews and approves applications for the corporate card, to ensure appropriateness and compliance with University policies and procedures.

Reconciles reports from the Payroll/Personnel System, the APEX system, and US Bank to ensure valid cardholders, appropriate actiivity, and delinquent accounts.

Pursues payment on delinquent accounts to avoid potential write-offs for the University.

Provides cardholder list to campus departments on a quarterly basis.

Assists with various monthly and fiscal closing processes and procedures, including delinquent notices, aging balances due, and notification to campus departments..

3
Yes
15
Daily
Travel Advances
Reconciles and reviews