Disbursements Manager

**Posting Number**:

- 20243980S**Position Title**:

- Disbursements Manager**Position Type**:

- Staff**Location**:

- Villanova, PA**Recruitment Type**:

- Internal/External Applicants**Work Schedule**:

- full-time/12-months**Avg Hours Week**

**Department**:

- 434-Payroll and Disbursements**Position Summary**:

- Reporting to the Director of Payroll and Disbursements, the Disbursements Manager supervises staff and oversees accounts payable (disbursements) activities and payment of invoices. This position is responsible for managing the disbursement of University funds, ensuring the timely and accurate processing of invoices and payments that makes full use of available discounts, ensuring correct recording to the general ledger expense accounts, managing supplier relationships regarding invoice payments, oversees the supplier setup in the Accounts Payable system, responsible for reviewing and verifying all payments, responsible for verifying direct deposit information, responsible for overseeing the Zelle payment process, and manages the check and ACH payment process with the University’s banking partner. The position assists in implementing procedures to ensure adherence to University, state, and federal policies and guidelines relating to accounts payable functions; manages the annual reporting of 1099’s; and is responsible for adhering to record retention standards. The Disbursements Manager also maintains approval workflow for all invoices and expense reports; and plans work schedules, assigns, and evaluates work for accuracy and conformance to policies.
- **Duties and Responsibilities**:

- Responsible for managing the timely and accurate disbursement of University funds. Oversees and directs Disbursements staff. Performs management functions to ensure all invoices are processed and paid in a timely manner. Individual responsibilities include but are not limited to:

- Manage the accounts’ payable function. Hire, train, develop, oversee, and evaluate employees.
- Direct assigned tasks and provide assistance as needed.
- Review and approval of all check runs and direct deposit feeds.
- Manage the disbursement of University funds by reviewing payments made by Accounts Payable on a daily basis ensuring the accuracy and validity of payments.
- Prepare guidelines for proper coding of invoices to general ledger expense accounts and update records.
- Ensure all payments such as payments to suppliers, travel and miscellaneous reimbursements to employees, payments for personal service contracts, utility payments, etc. have been approved by appropriate administrative levels and that proper policies and procedures have been followed in making the payments.
- Monitor customer feedback and escalated issues for prompt, accurate, and timely service.
- Communicate disbursements cycles, frequencies, payment processes, support documents, and meet established deadlines and requirement for disbursements.
- Responsible for the special handling of large payments prior to payment release in accordance with policy.
- Coordinate running of daily Banner and Concur finance reports, as well as daily reconciliation, verification, review, and authorization of payables disbursements.
- Maintain continuing education for own position along with team, by:

- Maintaining knowledge of accounts payable regulations and practices
- Membership and participation in local and national AP chapters, associations, and networks.
- Subscription to accounts payable update periodicals and research guides.

Assists the Director of Payroll and Disbursements with the implementation of systems and procedures to ensure adherence to University, state, and federal policies and guidelines. This position recommends and implements changes to departmental procedures to ensure integrity of the disbursements system, and advises University staff, faculty, or students of appropriate changes procedures. Educates University departments regarding Disbursements policies and procedures. Assists the Director of Payroll and Disbursements with testing and maintaining adequate internal controls over disbursements functions, including prevention of fraud by internal and external parties.

Responsible for overseeing the Zelle payment process and providing weekly status reports to applicable departments. Responsible for ensuring that Zelle payments are submitted timely every day and communicated to applicable departments, including possible late submissions (after current workday deadlines) and weekend submissions.

Oversees the maintenance of all approval workflows for all invoices and expense reports in the Concur system.

Oversees the supplier set-up in the Accounts Payable system, ensuring supplier files are complete including address and contact information, as well as W-9, 1099, and payment information.
Responsible for maintaining 1099 information and records and annual reporting of 1099’s according to IRS deadlines.
Retention of records in accordance with U