Manager, Employee Reimbursement

Exact Sciences   •  

Madison, WI

Industry: Pharmaceuticals & Biotech


5 - 7 years

Posted 234 days ago

This job is no longer available.

Summary of Major Responsibilities

The Manager, Employee Reimbursement is responsible for the oversight of the employee reimbursement function. This includes managing the Employee Reimbursement team, ownership of the Travel & Expense (“T&E”) Policy and overseeing the relationship with Concur as it relates to the Concur Business Travel & Expense Management system. This position may also have responsibilities in other areas of accounting and compliance.

Essential Duties and Responsibilities

  • Hire, train, coach, and supervise employee reimbursement personnel
  • Establish short-term and long-term strategy and vision for the employee reimbursement team in alignment with corporate and team goals and core values
  • Maintains ownership of the company’s T&E policy
  • Act as principal administrator of the settings and configurations within the Concur Business Travel & Expense Management system (“Concur”) and the primary liaison with Concur contacts on new configurations
  • Administer issuance of corporate credit cards to employees
  • Oversee processing of employee expense reports in Concur to ensure reports are completed timely and accurately
  • Act as first-level support to answer questions from and provide guidance to the employee reimbursement team
  • Provide exceptional service when assisting employees with T&E inquiries
  • Collaborate cross-functionally to draft special event expense policies and gather feedback on general travel and expense policy improvements
  • Work closely with the company’s compliance team to ensure regulatory reporting requirements are met
  • Coordinate with the Payroll function for all reimbursements that have tax-related reporting impacts
  • Coordinate training for new employees on the Concur system
  • Research and resolve travel and expense discrepancies and issues
  • Maintain and reconcile the Concur transactions recorded to the in the company’s ERP system monthly
  • Assemble information for external auditors for the annual audit,  quarterly reviews and SOX control testing
  • Maintain system of controls over payroll transactions to ensure that the Company maintains SOX compliance
  • Provide reports from Concur for business analysis purposes including spending trends and monthly expense report levels for Concur service contract
  • Monitor employee reimbursement team productivity to assist in determining resourcing needs
  • Manage compliance and reporting of meals and other value transferred to healthcare providers under the Sunshine Act using Concur and the company’s spend tracking tool
  • Engage in projects for management to address long-term planning and risk assessments, as assigned
  • Perform ad hoc reporting, analysis, and project work, as requested by management


Minimum Requirements

  • Bachelor’s degree in finance, business, accounting or related field, or equivalent business experience
  • At least 5 years of experience in reimbursement or payables function, directly or indirectly managing a team, gaining increasingly progressive responsibility, preferably in a company with at least 300 employees
  • Experience booking employee travel and expense report processing within company policies
  • Knowledge of the administration of a travel and expense software.  Experience with the Concur Business Travel & Expense Management system is strongly preferred
  • Advanced knowledge and experience of Microsoft Office Software Suite
  • Strong interpersonal skills including both verbal and written communication skills
  • Ability to work with employees from all functions and levels in the organization and outside agencies
  • Strong, effective organization and record keeping skills
  • Demonstrate ability to maintain records, prepare reports, and prepare clear and concise T&E analysis reports

 Physical Requirements

  • Ability to use computers daily in an interactive manner for extended periods of time and up to 8 hours per day
  • Ability to sit for an extended period of time
  • Ability to stand for extended periods of time and up to 6 hours at a time
  • Ability to listen and speak on the telephone and write simultaneously
  • Ability to frequently and accurately communicate with employees, customers, and vendors in person, via the telephone or by email
  • Ability to operate telephone system and computer keyboard and printer
  • Ability to lift and move up to 40 pounds on an occasional basis
  • Ability to travel, if needed, for employee training purposes.