Manager, Employee Reimbursement

Salary depends on experience
Posted on 04/19/18
Madison, WI
5 - 7 years experience
Pharmaceuticals & Biotech
Salary depends on experience
Posted on 04/19/18

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.


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