Travel & Expense Compliance Specialist
Florida Polytechnic University
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Benefits offered by this job
Job summary
Florida Polytechnic University is seeking a Travel & Expense Compliance Specialist to administer the P-Card program and travel expense processes. The role serves as the primary resource for cardholders and travelers, ensuring policy compliance and excellent customer service.
The position requires a Bachelor's degree and at least one year in procurement, finance, or related fields, with preference for ERP/Workday experience. On-site, with competitive benefits, and standard hours.
Qualifications
- Bachelor's degree required; 1 year in procurement, purchasing, finance, accounting, or related field.
- 1 year of customer service experience required; combination of education and experience may be considered.
- In lieu of a degree, relevant education/experience/certifications may be considered.
Responsibilities
- Administer Purchasing Card program and travel expense processes.
- Onboard cardholders; maintain accounts; adjust limits; replace or close accounts.
- Review transactions for policy compliance and reconcile by deadlines.
- Provide guidance on policies, inquiries, and training needs.
- Support audits; prepare compliance reports and documentation.
Skills
Education
Tools
Job description
Make a difference at one of Florida's premier institutions for education in science, technology, engineering, and math (STEM). Florida Polytechnic University, ranked the No. 1 public college in the region by U.S. News and World Report, offers a unique working environment that encourages faculty and staff to be part of a culture that prizes collaboration, innovation, and the willingness to go above and beyond to ensure our students and University succeed. Florida Poly offers a small campus academic environment where students form connections with their faculty and peers as they pursue high‑value degrees in engineering and applied sciences.
The University is equipped with cutting‑edge facilities and equipment and two award‑winning, architecturally distinct academic buildings. Its evolving curriculum, designed to meet the needs of industry and provide a life‑long educational foundation for students, has helped the institution grow in prominence since its opening in 2014. Florida Poly's deliberately small classes, affordability, and outstanding graduate outcomes have helped it earn recognitions such as being named a top value school, in the top 25 nationally for affordability, and in the top five best universities in the South for tech students. Accredited by ABET and SACSCOC, Florida Poly is educating some of the brightest minds in Florida and attracting standout talent from across the nation.
This position is responsible for the day‑to‑day administration of Florida Polytechnic University's Purchasing Card (P‑Card) Program and travel expense processes. This position serves as the primary resource for cardholders, approvers, and travelers by providing guidance on university policies, procedures, and applicable regulations while promoting compliance and exceptional customer service.
This position serves as the primary resource for cardholders, approvers, and travelers by providing guidance on university policies, procedures, and applicable regulations while promoting compliance and exceptional customer service.
- Administer the University's Purchasing Card (P‑Card) Program.
- Coordinate new cardholder onboarding, account maintenance, limit changes, card replacements, and account closures.
- Review Purchasing Card transactions and supporting documentation for policy compliance.
- Monitor reconciliation deadlines and follow up on outstanding transactions.
- Assist with Purchasing Card exception requests and documentation.
- Maintain Purchasing Card records and program documentation.
- Serve as the primary point of contact for questions from cardholders and approvers.
- Review travel expense reports for compliance with University travel policies and procedures.
- Provide guidance regarding allowable travel expenditures and required documentation.
- Assist faculty and staff with travel‑related questions and expense report preparation.
- Coordinate with Accounts Payable and departments to resolve travel reimbursement issues.
- Monitor travel compliance and identify trends requiring additional guidance or training.
- Prepare Purchasing Card and travel compliance reports.
- Assist with internal and external audits by maintaining documentation and responding to audit requests.
- Identify compliance concerns and recommend corrective actions.
- Assist with policy implementation and continuous process improvement initiatives.
- Maintain accurate program records and statistical reporting.
- Provide day‑to‑day customer support regarding Purchasing Card and travel procedures.
- Assist the Director of Procurement with the coordination and delivery of Purchasing Card and travel training programs.
- Develop and maintain job aids, reference materials, FAQs, and training resources.
- Reinforce University policies and best practices through ongoing communication and customer support.
- Perform other duties as assigned.
- Bachelor's degree
- One (1) year of procurement, purchasing, finance, accounting, business operations, or related experience,
- One (1) year of experience providing customer service.
- In lieu of a degree, any appropriate combination of relevant education, experience, and/or certifications may be considered.
- Experience administering a Purchasing Card (P‑Card) program.
- Experience processing travel reimbursements or expense reports.
- Experience in higher education or public sector financial operations.
- Experience with Workday or another enterprise resource planning (ERP) system.
- Knowledge of Florida public procurement requirements, travel regulations, and University financial policies.
- Knowledge of purchasing card administration and internal controls.
- Knowledge of travel reimbursement policies and financial procedures.
- Knowledge of public procurement principles.
- Knowledge of accounting and financial documentation.
- Knowledge of enterprise resource planning (ERP) systems.
- Knowledge of applicable University policies, Board of Governors regulations, and State of Florida requirements.
- Excellent customer service and interpersonal skills.
- Strong organizational and time management skills.
- Excellent written and verbal communication.
- Strong attention to detail.
- Analytical and problem‑solving abilities.
- Proficiency in Microsoft Office and financial systems.
- Ability to interpret and apply University travel and Purchasing Card policies.
- Ability to review financial transactions for accuracy and compliance.
- Ability to establish effective working relationships with faculty, staff, suppliers, and external partners.
- Ability to manage multiple priorities while maintaining accuracy.
- Ability to maintain confidentiality and exercise sound judgment.
- Ability to identify process improvement opportunities and recommend solutions.
- Must possess a valid driver's license.
- This position requires a criminal background check.
- This position is subject to federal and state privacy regulations.
This position is exempt/salary exempt. The normal work schedule is Monday - Friday, 8:00 a.m.-5:00 p.m. However, occasional overtime (weekends and evenings) may be required.
$50,200 - $54,000 commensurate with experience.
Full-time/On‑site
Note: Employment-based visa sponsorship will NOT be considered for this position.
The position may be open for 14 days with a minimum of 7 days; however, the review of applications will commence immediately.
References will not be contacted unless you are selected as a finalist for the position.
Florida Poly qualified employees have the opportunity to take advantage of a variety of health benefits (through the State of Florida) to help meet their specific needs, as well as the needs of their family. This comprehensive coverage includes flexible spending accounts, medical and life insurance, and worker's compensation.
Health benefits are administered through People First, on behalf of the State of Florida, as pre‑tax insurance plans. People First handles all new hire enrollments, coverage changes, premium administration, and dependent eligibility. Their Service Center is staffed Monday through Friday, from 8 a.m.-6 p.m. EST, at 1-866-663-4735.
Florida Poly offers great options for retirement. From the required selection of a state plan to additional voluntary retirement plans, our employees have many opportunities to save and prepare for their future.
- Discounts & Perks
- Annual Leave
- To help promote work‑life balance, Florida Poly provides a generous leave program, which includes paid time off and paid holidays. Qualified employees may accrue 22 days of annual leave. In addition, the University observes the holidays listed in our University Holidays policy FPU-1.008.
- Sick Leave
- Qualified employees may also accrue 12 days of annual sick leave and participate in our Sick Pool Program.
- Employee Assistant Program (EAP)
Conveniently located along I-4 between Tampa and Orlando, Lakeland is home to Florida Polytechnic University and many other businesses and attractions. Click here to explore Lakeland, Florida.
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