Travel Specialist

Ball State University

Muncie, IN

ID: 7230133 (Ref.No. BSU42045)
Posted: March 19, 2024
Application Deadline: Open Until Filled

Job Description

Serve as a resource to the university on all travel questions and issues; administer and enforce university travel regulations and policies; approve or deny all pre-approvals and expense reports; resolve travel issues and technical issues; respond to high-pressure and time-sensitive situations; approve or deny all travel bookings through the university’s travel software. Audit travel cards monthly.

The Office of Accounts Payable is a fun, teamwork oriented office, who is seeking to add to our excellent staff. Our office is fast-paced and produces a lot of output each day. If you like to stay busy and be challenged, please consider joining our office family!

Job Function:

Minimum Education:

Associate's degree or equivalent in accounting or other business-related area.

Minimum Experience:

Over one through three years of accounting, accounts payable, auditing, or other detailed administrative experience.

Preferred Experience:

Over three years of accounting experience; experience processing travel reimbursements/payments.

Duties and Responsibilities:

Coordinate review of the University Travel Policy quarterly by both Travel Specialists and update as needed. Assist in the creation of training materials/videos related to travel. Communicate any changes to the University Travel Policy to the campus community.
Pay conference registrations, airfare, hotel, etc., using the travel purchasing card. Book various forms of travel in situations where departmental purchasing cards cannot be used for conference registrations or situations where the university’s dedicated booking tool cannot be used and ensure all bookings comply with university travel policies.
Review all travel bookings through the university’s dedicated travel booking tool for compliance, accuracy, and price thresholds; approve bookings in a timely manner to ensure best rate and reservations; update booking software with user information; grant and track access to university travel card(s) for select bookings, and make other updates as needed.
Assist with troubleshooting and resolving travel software issues, including communicating with software vendors, departments, and external customers. Participate in software testing as needed. Review daily feeds/reports and resolve issues as needed for travel systems.
Maintain travel email account; respond to questions and provide guidance for all travel-related questions.
Perform the following duties pertaining to cash advances: retrieve report of weekly outstanding cash advances; send weekly emails to travelers with overdue cash advances and follow up until advance has cleared.
Review pre-approvals and cash advance requests submitted for accuracy and to ensure travel-related expenditures are in compliance with travel policies; approve/deny/return for correction and discuss with supervisor as needed.
Review and approve/deny travel access requests and update appropriate access in various university travel systems.
Maintain regular and predictable attendance.
Serve as a resource for all university travel; communicate with travelers, departments, travel agencies, and other outside entities through various mediums; resolve complex travel issues while complying with university travel policies.
Review/audit expense reports and cash advance reconciliations submitted for accuracy and to ensure travel-related expenditures are in compliance with travel policies; review all details and resolve discrepancies and complex issues; verify mileage and calculate per diems; approve/deny/return for correction and discuss with supervisor as needed.
Complete monthly audits of departmental credit cards for assigned cards and all travel card usage; verify all receipts are received in a timely fashion; audit receipts to determine appropriate university expenditures; communicate with cardholders/proxies as required.
Perform other related duties as assigned.

At Ball State University, we recognize inclusive excellence as an integral endeavor to fulfill our University’s mission and our strategic plan. We recruit, support, and retain a diverse population of students, faculty, and staff. We encourage and reward diversity of thought. We promote a work environment that encourages and rewards innovation and creativity. We pledge to keep Inclusive Excellence at the highest level of institutional importance and as a foundation in all that we strive to do. Our over-arching goal for Inclusive Excellence is to adopt a university-wide Inclusive Excellence approach to academic, administrative support, and service functions of the university. We believe Inclusive Excellence must be infused in every step we take.

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