The Travel & Accounts Payable Coordinator will serve as the primary contact for all University travel needs. The incumbent will represent the department in educating employees about all aspects of travel; administer and enforce travel regulations and policies; secure bookings, process payments, and confirm travel-related expenses; research questions and issues; reconcile credit card transactions; respond to time-sensitive issues regularly; adhere to all prescribed policies and procedures.

Essential functions

Reasonable accommodations may be made to enable individuals with disabilities to perform these essential functions.

1. Review and process Request for Authorization to Travel documents for compliance with PPM49; process and complete requests for car rental bookings, registration payments, airfare payments, hotel payments, and cash advances.
2. Maximize university-negotiated discount rates by managing bookings through centralized corporate travel booking engines and state-approved travel platforms (e.g. Christopherson Business Travel).
3. Collect Bank of America Statements, Travel Card Logs, and supporting documentation from university cardholders.
4. Review and process request for purchases using the LaCarte Card.
5. Oversee the monthly reconciliation of university-issued cards (LaCarte) utilized for travel and procurement, enforcing compliance with state purchasing guidelines.
6. Conduct regular training sessions for academic department heads, administrative staff, and student organizations to communicate updates to Louisiana state travel policies and university reimbursement systems.
7. Implement any functional changes to the travel request and expense systems or procedures, ensuring related assignments are carried out efficiently, effectively, and timely and communicated effectively.
8. Provide all necessary documentation in support of travel.
9. Audit post-travel expenses and receipt documentation against state and university requirements (e.g., verifying itemized receipts, logic behind mileage reimbursements, and unallowable costs like alcohol).
10. Review, verify, and input high-volume travel invoices, corporate card statements, and vendor billing into the accounting system.
11. Audit post-travel expense reports against submitted receipts, business justifications, and regulatory per diem frameworks to clear them for payment.
12. Match travel authorizations, receipts, and invoices to verify accuracy and prevent duplicate disbursements.
13. Prepare, format, and post monthly adjusting journal entries to accurately reflect travel-related expenses and vendor liabilities.
14. Calculate and book month-end expense accruals to ensure unbilled travel expenses are captured in the correct fiscal period.
15. Perform administrative duties, maintaining accurate files and record systems.
16. Complete all requirements for reconciling travel card purchases.
17. Provide guidance regarding travel policy.

• Work additional hours (may include weekends) needed to complete work assignments; work modified hours during the University's fiscal year-end.
• Other duties as assigned.

Competencies

• Ability to balance high-touch customer service and logistical organization with rigid attention to financial compliance, mathematical accuracy, and GAAP standards and State Regulations.
• Proficiency in Excel and internet usage.
• Exemplary customer service and communication skills.
• Ability to multi-task and balance changing priorities.
• Ability to prioritize workload, meet deadlines, and work effectively under pressure with a high accuracy rate.
• Must ensure that all documentation fits policy and supports the payment.
• Must maintain a well-organized record management system.
• Must be able to effectively communicate with other team members to establish proper record-keeping and to ensure that everyone is aware of how travel requests are approved and processed.
• Must have a good working knowledge of accounting systems and technology. Must have the ability to work with spreadsheets with advanced knowledge preferred.

Work environment

Office setting.

Physical demands

Ability to sit/stand/walk at will; Ability to climb stairs; Ability to communicate verbally and in writing; Ability to use a keyboard; and Ability to lift or carry up to 10 pounds.

Travel required

0%.

Required education and experience

• Associates Degree required or four years of experience in accounting, accounts payable, auditing or other business-related fields.

Preferred education and experience

• Bachelor’s degree in accounting or related field preferred.
• Previous experience with a large ERP preferred.
• Experience with BANNER financial modules is desired.

The Travel & Accounts Payable Coordinator will serve as the primary contact for all University travel needs. The incumbent will represent the department in educating employees about all aspects of travel; administer and enforce travel regulations and policies; secure bookings, process payments, and confirm travel-related expenses; research questions and issues; reconcile credit card transactions; respond to time-sensitive issues regularly; adhere to all prescribed policies and procedures.

Essential functions

Reasonable accommodations may be made to enable individuals with disabilities to perform these essential functions.

1. Review and process Request for Authorization to Travel documents for compliance with PPM49; process and complete requests for car rental bookings, registration payments, airfare payments, hotel payments, and cash advances.
2. Maximize university-negotiated discount rates by managing bookings through centralized corporate travel booking engines and state-approved travel platforms (e.g. Christopherson Business Travel).
3. Collect Bank of America Statements, Travel Card Logs, and supporting documentation from university cardholders.
4. Review and process request for purchases using the LaCarte Card.
5. Oversee the monthly reconciliation of university-issued cards (LaCarte) utilized for travel and procurement, enforcing compliance with state purchasing guidelines.
6. Conduct regular training sessions for academic department heads, administrative staff, and student organizations to communicate updates to Louisiana state travel policies and university reimbursement systems.
7. Implement any functional changes to the travel request and expense systems or procedures, ensuring related assignments are carried out efficiently, effectively, and timely and communicated effectively.
8. Provide all necessary documentation in support of travel.
9. Audit post-travel expenses and receipt documentation against state and university requirements (e.g., verifying itemized receipts, logic behind mileage reimbursements, and unallowable costs like alcohol).
10. Review, verify, and input high-volume travel invoices, corporate card statements, and vendor billing into the accounting system.
11. Audit post-travel expense reports against submitted receipts, business justifications, and regulatory per diem frameworks to clear them for payment.
12. Match travel authorizations, receipts, and invoices to verify accuracy and prevent duplicate disbursements.
13. Prepare, format, and post monthly adjusting journal entries to accurately reflect travel-related expenses and vendor liabilities.
14. Calculate and book month-end expense accruals to ensure unbilled travel expenses are captured in the correct fiscal period.
15. Perform administrative duties, maintaining accurate files and record systems.
16. Complete all requirements for reconciling travel card purchases.
17. Provide guidance regarding travel policy.

• Work additional hours (may include weekends) needed to complete work assignments; work modified hours during the University's fiscal year-end.
• Other duties as assigned.

Competencies

• Ability to balance high-touch customer service and logistical organization with rigid attention to financial compliance, mathematical accuracy, and GAAP standards and State Regulations.
• Proficiency in Excel and internet usage.
• Exemplary customer service and communication skills.
• Ability to multi-task and balance changing priorities.
• Ability to prioritize workload, meet deadlines, and work effectively under pressure with a high accuracy rate.
• Must ensure that all documentation fits policy and supports the payment.
• Must maintain a well-organized record management system.
• Must be able to effectively communicate with other team members to establish proper record-keeping and to ensure that everyone is aware of how travel requests are approved and processed.
• Must have a good working knowledge of accounting systems and technology. Must have the ability to work with spreadsheets with advanced knowledge preferred.

Work environment

Office setting.

Physical demands

Ability to sit/stand/walk at will; Ability to climb stairs; Ability to communicate verbally and in writing; Ability to use a keyboard; and Ability to lift or carry up to 10 pounds.

Travel required

0%.

Required education and experience

• Associates Degree required or four years of experience in accounting, accounts payable, auditing or other business-related fields.

Preferred education and experience

• Bachelor’s degree in accounting or related field preferred.
• Previous experience with a large ERP preferred.
• Experience with BANNER financial modules is desired.