Travel & Expense Manager- Strategic Budget & Finance- Procurement Services

University of Delaware
September 23, 2023
Offerd Salary:$750 milli
Working address:N/A
Contract Type:Other
Working Time:Full time
Working type:N/A
Ref info:N/A
Travel & Expense Manager- Strategic Budget & Finance- Procurement Services

Apply now Job no: 500264 College / VP Area: Strategic Budget & Finance Work type: Staff Location: Newark/Hybrid Categories: Financial Services and Procurement, Full Time



Within Strategic Budgeting & Finance, Procurement Services is responsible for the purchasing of and payment for all the University's goods and services needed to execute its mission. In addition to traditional purchasing activities, Procurement Services is responsible for processing and execution all non-payroll disbursements. Procurement Services also manages the University's procurement card program. Annual expenditures processed and executed by Procurement Services total approximately $750 million. Major functional units within Procurement include Systems Administration, Supplier Data, Sourcing, Contracting, Purchasing, Travel & Expense Management, and Accounts Payable.

Under the general direction of the Director of Procurement Services, the Travel and Expense Manager is responsible for administering and managing all aspects of the university's travel and expense program, including the supervision of the T&E staff, operations of the T&E system, risk, and compliance administration, and reporting and benchmarking. The ideal candidate is customer service driven with strong communication and management skills. A key emphasis of the position will include process improvement initiatives and ensure associated processes and activities comply with university policy. The position also supports the duties to be performed by the Associate Vice President & Chief Procurement Officer, as needed.


  • Under general direction from the Director of Procurement Services, this position supervises the staff and operations of the Travel & Expense group.
  • Manager is expected to administer and lead all aspects of travel authorization and expense reimbursement processes including Concur travel system management, travel policy ownership, risk and compliance administration, and reporting & benchmarking.
  • Additionally, the Travel & Expense Manager will lead projects, manage, and develop outreach strategies that may include communications and process improvement initiatives. Manage is responsible for ensuring associated processes and activities comply with university policy, and Federal travel rules and regulations.
  • This position is expected to interface with all levels of staff including Senior Management, internal/external clients and provide a high level of customer support and experience.
  • Ensures timely processing of all employee expense reimbursements, including but not limited to those from expense reports, university card transactions, and cash advances.
  • Provides oversight and guidance to T&E staff to ensure proper review of documentation, accounting, and authorizations are obtained for the related expense and comply with policy. Provide staff and faculty with helpful information to prevent future issues.
  • Responsible for the processing and reconciliation of the University's Credit Card program. This includes but not limited to ensuring proper reporting, timely allocations, approvals, and proper usage of the card. Address concerns and noncompliance professionally by working with cardholders and/or department Card Administrators.
  • Responsible for maintaining and recommending updates of the transaction review process within the intelligent audit program, currently AppZen, prior to reports being passed on for further approvals in Concur ensuring expenses are properly coded and within existing travel and expense procedure guidelines.
  • Assist with system upgrades, modifications and implementation of any related travel and expense software or system integration. Actively participate in ongoing system evaluations and enhancements.
  • Leads and maintains the ongoing effort to update and improve travel and expense policies and procedures including identifying issues, and developing alternative solutions which may include changes to programs, policies, and procedures.
  • Oversees the travel and expense reimbursement training and the ongoing effort to update and improve the travel program and expense reimbursement process to drive user acceptance for Concur and travel partners, currently World Travel.
  • Assist negotiating contracts and rates with travel service providers; manage relationships with travel agencies and suppliers.
  • Maintains on-going expertise and pursues continuous improvement in T&E area as it relates to industry standards and best methods and communicates such standards and methods with university departments.
  • Oversee internal and external audit requests and responses.
  • Works with Controller's Office, Treasury, and AP to resolve travel and expense related reconciliations.
  • Demonstrate a high level of customer service to internal customers and external vendors representing Strategic Budgeting and Finance's vision and strategic initiatives in a professional manner.
  • Develop, write, and effectively communicate T&E related content via an e-mail, newsletter, website update, verbally, etc.
  • Other duties as assigned by the Associate Vice President, Chief Procurement Officer, or the Director of Procurement Services.

  • Bachelor's degree in travel & tourism, business administration, accounting, finance, or related field, or eight (8) years related experience, or an equivalent combination of education and experience.
  • Three to five (3-5) years' experience including two (2) years as a travel manager, travel consultant, manager, or relevant position.
  • Effective leadership and management skills
  • Proven experience as a corporate or university travel manager
  • Knowledge of T&E reporting and processing
  • Interpretation of IRS publications, Higher education and/or not-for-profit accounting experience preferred.
  • Experience and knowledge of Concur travel and expense management system.
  • Experience with major financial and procurement systems, including intermediate query and report development. Knowledge of PeopleSoft enterprise software and Jaggaer procurement modules are preferred.
  • Knowledge of industry best practices and current developments/trends in area of expertise.
  • Demonstrates and maintains excellent customer service. Exercises tact and diplomacy in creating and maintaining good working relationships.
  • Demonstrates an understanding and consideration of the differing needs and concerns of individuals with varying identities, cultures, and backgrounds.
  • Committed to fostering a workplace culture of belonging, where diversity is celebrated, and equity is a core value.
  • Notice of Non-Discrimination, Equal Opportunity and Affirmative Action The University of Delaware does not discriminate against any person on the basis of race, color, national origin, sex, gender identity or expression, sexual orientation, genetic information, marital status, disability, religion, age, veteran status or any other characteristic protected by applicable law in its employment, educational programs and activities, admissions policies, and scholarship and loan programs as required by Title IX of the Educational Amendments of 1972, the Americans with Disabilities Act of 1990, Section 504 of the Rehabilitation Act of 1973, Title VII of the Civil Rights Act of 1964, and other applicable statutes and University policies. The University of Delaware also prohibits unlawful harassment including sexual harassment and sexual violence.

    Applications close: Open until filled

    From this employer

    Recent blogs

    Recent news