Regional Travel and Expense Manager

6 days ago

Madison, United States University of Wisconsin System Full time

**ATTENTION**:

- The **Universities of Wisconsin** are a premier system of public higher education serving more than 162,000 students. Awarding nearly 37,000 degrees annually, the universities are Wisconsin¿s talent pipeline, putting graduates in position to increase their earning power, contribute to their communities, and make Wisconsin a better place to live. Through a constellation of 13 universities statewide, the Universities of Wisconsin are a tremendous academic, cultural, and economic resource for Wisconsin, the nation, and the world.

The **Universities of Wisconsin Administration** assists_ _in establishing policies, planning the programmatic financial and physical development of the Universities. UWSA supports the Universities in delivering transformative educational outcomes and research that expands the boundaries of knowledge. We work to extend the value of our universities beyond the boundaries of the campuses, seeking to enhance the quality of life for all in Wisconsin and beyond, in fulfillment of the Wisconsin Idea.

**POSITION** **SUMMARY**

Under general supervision of the Director of Travel Management Services for UW System Administration, this position will serve as the Regional Travel and Expense Manager for various UW System campuses. The associated responsibilities include consultation, communication and training on travel reservations and use of contracts, travel policies, procedures, expense reimbursement, and payment options to ensure compliance with University requirements. Supporting the customer and expeditiously resolving issues while balancing the policy and procedural compliance is essential to the success of the UW System's managed travel program.

**MAJOR** **RESPONSIBILITIES**
- Communicate, consult, and advise staff and students on travel program reservation options, use of contracted suppliers and rates, UW System travel policies, procedures and campus specific requirements which cover the procurement to payment of UW sponsored travel.
- Provide support, guidance, and training on Travel Expense Reimbursement system.
- Work closely with regional Controller's Office staff at each campus to address questions, hear about concerns/issues and to learn about any internal processes or requirements that impact the travel program.
- Consult and advise individual travelers or departmental staff on best business practices, opportunities for process improvement or cost effectiveness.
- Partner with campus Risk Managers to promote the travel program's duty of care objectives including identification of travelers in high-risk areas, outreach, and support of those traveling within high-risk areas and administering technologies that support the health and welfare of the University traveler.
- Stay abreast of campus changes to internal policies and procedures that impact the travel program or that differ/ conflict with UW System travel policies or program objectives.
- Assist in the development of training materials and conduct trainings for all facets of the managed travel and travel reimbursement program.
- Partner and support positive relationships with the University's portfolio of contracted suppliers for air, car, and hotel including the University's travel management companies (TMC) agent services and the self-booking tools.
- Collaborate with University's dedicated TMC account managers on services offered, reporting, communication, training, as well as customer service issues and complain resolution.
- Work with air carrier, hotel, and vehicle rental account managers to resolve complaints and issues.
- Administer Concur for regional campuses including designating travel arranger or travel coordinator roles, password resets, profile updates and testing of rates and contracts.
- Regional travel data collection, analysis, reporting and tracking.
- Review monthly reporting and manage the use of unused tickets.
- Attend regularly scheduled internal meetings or travel related teleconferences.
- Collaborate with staff responsible for card programs and expense reimbursement to ensure comprehensive and seamless travel payments.
- Keeping apprised of travel industry events, technologies, future directions and participate in proactive planning for industry changes.
- Assist with travel agency transition project, scheduled for July 2024
- Support campuses with expense system transition, scheduled for July 2025
- Back up support for other team members

**MINIMUM QUALIFICATIONS**
- Bachelor's degree or equivalent experience
- Ability to develop and maintain superior customer relations.
- Ability work well with others as part of team
- Ability to travel up to 20%, mostly within the state of Wisconsin, with occasional overnight travel.

**PREFERRED QUALIFICATIONS**
- Bachelor¿s degree (strongly preferred)
- Experience working in higher education.
- Travel Industry knowledge.
- Knowledge of expense report systems
- Ability to research and resolve service issues with travel agencies, airlines

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