Travel Account Specialist

Job Requisition:

JR102163 Travel Account Specialist (Open)

Job Posting Title:

Travel Account Specialist

Department:

CC00452 WM001 | WMUO | Travel

Job Family:

Staff - Administrative & Office Support

Worker Sub-Type:

Regular (benefited)

Job Requisition Primary Location:

Mount Vernon Offices

Primary Job Posting Location:

Posting Location - William & Mary

Job Description Summary:

The Travel Accounts Specialist is responsible for the timely and accurate audit, review, and processing of travel-related expense reports, business meal reimbursements, and travel-related direct bill invoices. The position ensures compliance with federal and state regulations, Commonwealth of Virginia travel policies, university procedures, and applicable accounting standards.

Working within Workday and BuyW&M (Jaggaer), the Travel Accounts Specialist performs detailed transactional reviews, validates supporting documentation, identifies and resolves discrepancies, and processes reimbursements and payments in accordance with established service standards. The role serves as a key resource to faculty, staff, and departments by providing guidance on travel and business expense policies while delivering exceptional customer service.

The Travel Accounts Specialist contributes to the integrity of the university's financial operations through accurate transaction processing, strong internal controls, and consistent application of travel and reimbursement policies.

Job Description:

Required Qualifications:

• High school diploma or equivalent. 

• Experience auditing, processing, or reviewing financial transactions in an accounts payable, travel, procurement, or related financial operations environment. 

• Demonstrated knowledge of accounting principles and financial controls. 

• Experience working with enterprise financial systems, preferably Workday or similar ERP platforms. 

• Strong attention to detail and ability to interpret and apply policies, procedures, and regulations. 

• Excellent analytical and problem-solving skills. 

• Ability to manage multiple priorities while meeting established deadlines. 

• Strong written and verbal communication skills. 

• Demonstrated commitment to providing high-quality customer service. 

Preferred Qualifications:

• Bachelor's degree in Accounting, Finance, Business Administration, or a related field, or equivalent combination of education and experience. 

• Experience processing travel reimbursements and travel-related payments. 

• Experience with Workday. 

• Experience with BuyW&M/Jaggaer or similar eProcurement platforms. 

• Knowledge of Commonwealth of Virginia travel regulations and CAPP requirements. 

• Experience in higher education financial operations. 

• Experience reviewing direct bill invoices and accounts payable transactions. 

Conditions of Employment: 

• This is a non-exempt position, eligible to receive overtime in accordance with the Fair Labor Standards Act.
• Occasional weekends/overtime may be required during high peak times, upon pre-approval from supervisor.

Job Duties: 

40% - Expense Report Auditing and Processing:

• Audit and review travel and business meal expense reports submitted through Workday to ensure compliance with university policies, Commonwealth of Virginia Travel Regulations, and applicable federal regulations. 

• Verify the accuracy, completeness, and appropriateness of supporting documentation, receipts, business purpose explanations, and funding sources. 

• Process employee and non-employee reimbursements accurately and within established service-level expectations. 

• Identify policy exceptions, calculation errors, duplicate reimbursement requests, and insufficient documentation. 

• Communicate with travelers and departmental representatives to obtain necessary corrections or additional information. 

• Escalate complex compliance issues or exceptions to management as appropriate. 

• Maintain productivity and accuracy standards for assigned transaction volumes. 

20% - Direct Bill Invoice Review and Processing:

•  Audit and review travel-related direct bill invoices submitted through BuyW&M (Jaggaer). 

• Ensure invoices comply with contractual requirements, procurement guidelines, travel policies, and supporting documentation requirements. 

• Collaborate with departments and vendors to resolve invoice discrepancies and payment issues. 

• Support timely invoice processing in accordance with Prompt Payment requirements. 

20% - Customer Service and Policy Guidance:

• Serve as a subject matter resource for travel and business expense policies and procedures. 

• Assist faculty, staff, students, guests, and departmental administrators with questions regarding travel authorization, expense reporting, reimbursement requirements, and documentation standards. 

• Provide responsive and professional customer service through email, phone, and other communication channels. 

• Develop positive working relationships across the university community while promoting consistent application of policies and procedures. 

10% - Compliance and Financial Controls:

• Support internal controls by ensuring all transactions comply with university, state, and federal requirements. 

• Assist with taxable meal reporting and other compliance-related processes. 

• Maintain accurate records and documentation to support audits and financial reporting. 

• Participate in process improvement initiatives that enhance efficiency, accuracy, and customer service. 

10% - Other Duties:

• Assist with travel-related payment reviews and reconciliations. 

• Support office operations and records management activities. 

• Perform additional duties as assigned in support of Travel Services and Financial Operations. 

Hiring Range: $40,000 up to $46,000 commensurate with experience.

Physical Demands:
Sedentary Work - Frequently
Clerical, Administrative, Machine Operators (including inspection), Inspection, Close Assembly - Constantly
The worker is subject to inside environmental conditions - Constantly
Stooping - Occasionally
Light Work - Constantly
Walking - Frequently
Talking - Frequently
Hearing - Frequently
Repetitive Motion - Frequently

Additional Job Description:

Job Profile:

JP0205 - Administrative & Office Specialist III - Nonexempt - Salary - S05

Qualifications:

Compensation Grade:

S05

Recruiting Start Date:

2026-10-16

Position Restrictions:

Continuing E&G funded position and not term-limited

EEO is the Law. Applicants can learn more about William & Mary’s status as an equal opportunity employer by viewing the "Know Your Rights" poster published by the U.S. Equal Employment Opportunity Commission. https://www.eeoc.gov/know-your-rights-workplace-discrimination-illegal

Background Check: William & Mary is committed to providing a safe campus community. W&M conducts background investigations for applicants being considered for employment. Background investigations include reference checks, a criminal history record check, and when appropriate, a financial (credit) report or driving history check.

Applicant Notice: By applying for this position, you consent to William & Mary's use, review, and retention of your application materials for recruitment and employment purposes. Materials may be shared with authorized individuals participating in the hiring process and will be managed in accordance with applicable laws and university policies.

Probationary Period Notice: Individuals selected for full-time staff positions will be required to complete a twelve (12) month probationary period in accordance with university policy.

Remote Work Disclaimer: Remote work eligibility is not guaranteed and is subject to approval. Employee eligibility depends on the likelihood of the employee succeeding in a remote work arrangement and the supervisor’s ability to manage remote workers. Departments and/or Human Resources may amend, alter, change, delete, or modify eligibility.