Expense Reimbursement Administrator

Department: Procurement Operations
Position covered by the Collective Agreement with USW Local 4120

If you are a current employee of the University of Guelph you must apply on the internal Career Page in order to be considered as an internal applicant.
Career Opportunities (sapsf.com)

General Purpose

Reporting to the Assistant Manager, Payment Services, the Expense Reimbursement Administrator position is responsible for the audit, review, control and processing of University employee Travel, Expense, and Professional Development Reimbursement (PDR) claims. The incumbent acts as a key resource to the University community by providing expert guidance in the interpretation and application of University policies and procedures related to business travel, professional development allowances, and cash advances. As an integral member of the Payment Services team, the Expense Reimbursement Administrator must possess strong communication, analytical, and time management skills, and be capable of efficiently completing high volumes of detailed work with accuracy in a deadline-driven environment.

Duties and Responsibilities

Specifically, the responsibilities include: auditing research, travel and PDR claims and all supporting documentation submitted through SAP Concur; confirming appropriate signing authority and verifying figures and tax treatments; ensuring all claims for out-of-pocket expenses are in compliance with University policies and procedures, external funding agency guidelines (e.g., NSERC, SSHRC, CIHR), and applicable legislative requirements such as the Broader Public Sector Directives (BPS) and tax legislation. The incumbent is responsible for processing over 14,000 claims annually-totalling approximately $15 million-and ensuring payments are completed accurately and in a timely manner via cheque, EFT or wire transfer.

On an ongoing basis, the incumbent provides procedural education and functional advice to claimants and 200 departmental contacts across more than 100 departments to ensure that claims are complete, compliant, and submitted correctly. The role also includes managing the ECS/Concur help desk inbox, responding to complex inquiries, troubleshooting access issues, maintaining employee profiles in Oracle Financials, and updating the Travel and Expense Claims website. In fulfilling these responsibilities, the incumbent must exercise sound judgment and tact when dealing with complex, contentious, or rejected claims, and be able to balance shifting priorities throughout peak fiscal cycles.

Requirements

• Completion of a two-year community college diploma in Accounting, Business Administration, Financial Management, or a related field, along with 1 year of direct experience managing high volumes of employee expense reimbursement claims within a large, decentralized organization. An equivalent combination of education and experience may be considered.
• Demonstrated experience interpreting and applying financial policies in a complex institutional environment, exercising judgement to resolve non-compliant and ambiguous claims, and delivering procedural support and training to staff and faculty.
• Demonstrated knowledge of ERP systems and system integrations.
• Demonstrated administrative and back-end experience using SAP Concur, Oracle Financials, and SharePoint would be an asset.
• Proficiency in Microsoft Office Suite and Office 365.
• Strong working knowledge of HST treatment, foreign currency exchange, and financial policy compliance.
• Familiarity with University financial policies and external funding agency requirements (e.g., NSERC, SSHRC, CIHR) as well as applicable legislation such as the Broader Public Sector (BPS) directives would be an asset.
• Exceptional accuracy, attention to detail, and discretion in handling sensitive financial data.
• Strong customer service orientation with the ability to compose clear, concise, and professional correspondence.
• Excellent time management skills with the ability to manage competing priorities in a fast-paced, high-volume environment.
• Dependable, adaptable, and capable of exercising sound judgment and tact when dealing with contentious or complex claims.

Employee Type: Regular
Position Number: 10414015
Classification: USW, Local 4120 Salary: Band 4
USW Local 4120 Wage Grid

*Tentative evaluation; subject to final review.

At the University of Guelph, fostering a culture of inclusion is an institutional imperative. The University invites and encourages applications from all qualified individuals, including from groups that are traditionally underrepresented in employment, who may contribute to further diversification of our Institution.

Posting Date: 05/16/2025
Closing Date: 05/23/2025