Travel & Entertainment Specialist III

About this role

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 Notes

Your 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 options • Generous paid vacation, sick time, and holidays • Teachers Retirement System of Texas: a defined benefit retirement plan • Additional Voluntary Retirement Programs: Tax Sheltered Annuity 403(b) and a Deferred Compensation program 457(b) • Flexible spending account options for medical and childcare expenses • Robust free training access through LinkedIn Learning plus professional conference opportunities • Tuition assistance • Expansive employee discount program including athletic tickets • Free access to UT Austin's libraries and museums with staff ID card • Free rides on all UT Shuttle and Austin CapMetro buses with staff ID card

For more details, please see: https://hr.utexas.edu/prospective/benefits and https://hr.utexas.edu/current/services/my-total-rewards

Must be authorized to work in the United States on an ongoing, full-time basis for any employer without sponsorship.

Purpose The 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.

Responsibilities • Review 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 Qualifications • Demonstrated 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 Qualifications • Bachelor’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 qualifications

Working Conditions • Standard Office • Manual dexterity • Keyboard

Work Shift • Monday - Friday (8:00am - 5:00pm)

Required Materials • Resume/CV • 3 work references with their contact information; at least one reference should be from a supervisor • Letter of interest

Important   for applicants who are NOT current university employees or contingent workers:  You will be prompted

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