Time & Expense Supervisor

Aston Carter; Illinois; On-site; USD 95,000 - 130,000; Full time

Job summary

Aston Carter is seeking a Travel & Expense Supervisor to oversee the global T&E program, including expense management, travel policies, and corporate card operations. This role reports to Shared Services within Accounts Payable and may lead a small team while driving process improvements.

You will partner with internal stakeholders and external vendors, manage KPIs, support SOX audits, and develop dashboards and reporting to illuminate spend trends and controls.

Qualifications

• Experience leading travel and expense programs and enforcing policies.
• Strong analytics to develop dashboards, KPIs and spend trends.
• Ability to coordinate with internal stakeholders and vendors.

Responsibilities

• Oversee global Travel and Expense programs, including expense management and corporate card operations.
• Lead reporting and analytics on T&E spend and drive process improvements.
• Ensure compliance with policies and support SOX-related audits and reviews.
• Manage relationships with T&E providers and collaborate with Procurement on contracts.
• Review expense reports for accuracy and timeliness, and maintain internal controls.

Job description

Job Description

Job Title: Travel & Expense Supervisor Job Description The Travel & Expense Supervisor oversees the company’s global Travel and Entertainment programs, acting as the primary subject matter expert for travel, expense, and corporate credit card policies and systems. This role creates efficiencies in process flow, leads reporting and analytics on T&E spend, and partners closely with internal stakeholders and external vendors to ensure compliance, quality, and continuous improvement. The position sits within Shared Services, rolls up to Accounts Payable, and offers the opportunity to lead a small team while driving strategic enhancements to T&E processes in a fast-paced, high-growth global environment.

• Serve as the primary subject matter expert for global Travel and Entertainment policies, procedures, and systems, including the expense management platform and corporate credit card program.
• Oversee the company’s T&E function, including expense management, travel programs, and related workflows, ensuring alignment with internal policies and best practices.
• Maintain strong relationships with T&E providers, including corporate credit card issuers and travel and expense program vendors, and collaborate with Procurement on contracts and adherence to guidelines.
• Partner with external providers to troubleshoot issues, support future process improvements, and enhance the end user experience and overall partnership value.
• Conduct regular reviews of vendor performance to ensure service quality, compliance, and alignment with business expectations.
• Support and assist with internal and external audit requests, including SOX-related reviews and other audit firm requests.
• Review and approve employee expense reports, enforcing corporate travel and business expense policies and ensuring accurate, timely processing.
• Create, develop, and maintain key operational and performance metrics and reporting for FP&A and executive stakeholders, providing insight into T&E spend and trends.
• Lead financial oversight of T&E spending by developing strategic reports within the expense program, including dashboards, KPI tracking, and spending trend analysis.
• Manage and monitor key performance indicators for T&E operations, using data to track performance and drive continuous improvement initiatives.
• Build and maintain analytics for T&E spend, lead audit oversight, and implement process improvements based on findings from exception reporting and trend analysis.
• Collaborate with internal finance and accounting teams to support financial reporting related to travel and expense activities.
• Ensure the Business Expense Policy and related travel policies are current, clearly documented, and effectively communicated across the organization.
• Oversee internal information pages and resources related to T&E, ensuring they remain updated, compliant, and easy to navigate for employees.
• Develop and deliver training programs for travel and expense processes, including system use, policy understanding, and best practices.
• Lead regular training sessions for field employees and internal customers, addressing questions and concerns about expense reports, T&E policies, and system usage.
• Stay current with best practices and new technologies in expense management by attending relevant conferences and workshops, and bring back insights to improve internal processes.
• Create, update, and maintain training materials and resources, ensuring content is clear, accurate, and accessible for employees at all levels.
• Provide ongoing communication to internal customers regarding updates to policies, systems, training schedules, and process changes.
• Act as the Concur and T&E process lead, researching and proposing new procedures to add value and efficiency to the overall T&E process.
• Ensure compliance with travel and expense policies, timeliness of reporting, and thorough audits and processing of expense reports.
• Provide necessary reporting to internal and external stakeholders related to T&E operations, controls, and performance.
• Manage a strong internal control environment for T&E, ensuring compliance with key SOX controls and internal audit requirements.
• Oversee out-of-pocket spending and drive adherence to the corporate credit card policy, including monitoring usage and enforcing guidelines.
• Develop and conduct detailed analyses of Concur reports to monitor exceptions, infractions, and patterns that require corrective action or process improvement.
• Manage and fulfill audit requests from internal audit teams and external audit firms, supplying documentation and explanations related to T&E activities.
• Perform detailed reviews of expense reports, providing approvals or rejections with clear rationale and guidance for employees.
• Oversee a global credit card program and T&E platform, including the process for issuing corporate credit cards and managing account workflows and payoffs.
• Lead vendor relationships with key partners, focusi