Travel Accounting Supervisor, Lead Auditor

FINANCIAL SVC SUPV 1 (004630)

UCPath Position ID: 40094331

Position Description History/Status

For Reference ONLY - PeopleAdmin JA Number:

1102026

Approved Date:

5/22/2026 7:41:44 PM

Date Last Edited:

5/22/2026 7:41:41 PM

Last Action Effective Date:

7/21/2017

Organization Details

Business Unit (Location):

LACMP

Organization Code:

6400O

Organization:

VICE CHANCELLOR/CHIEF FINANCIAL OFFICER

Division Code:

6440D

Division:

BUSINESS & FINANCE SOLUTIONS

Department:

353200 - TRAVEL ACCOUNTING

Position Details

UCPath Position Number:

40094331

Position Description ID

170461

UC Payroll Title:

FINANCIAL SVC SUPV 1 (004630)

Personnel Program

Professional and Support Staff (PSS)

Salary Grade:

Grade 21

Job Code FLSA:

Exempt

Union Code (Collective Bargaining Unit):

99: Non-Represented (PPSM)

Employee Relations Code:

C: Supervisor - Not Confidential

Employee Class (Appt Type):

2 - Staff: Career

Full-Time Equivalent (FTE)

1

SUPERVISION

UCPath Reports to Position Number:

40037454

Reports to Payroll Title:

FINANCIAL SVC SUPV 2

UCPath Department Head Position Number:

41207411

Department Head Payroll Title:

ORGANIZATIONAL DEV MGR 2

SUPERVISION - Indicates that the incumbent performs a variety of routine duties within established policies and procedures or by referral to the supervisor’s guidelines.

4754

FINANCIAL SVC ANL 2 CX

2

POSITION SUMMARY

Under the general direction of the Manager of UCLA Travel Accounting, the Travel Accounting Supervisor, Lead Auditor helps oversee the processing of campus travel and entertainment reimbursements, invoice payments, and related customer support inquiries. The role serves as Lead Auditor, supervising financial services analysts and ensuring that expense reports are processed in compliance with UC policies and IRS regulations. The position also provides hands on support with audits and report processing to maintain service standards.

As a Concur System Administrator, the Supervisor configures system parameters, troubleshoots errors, and resolves system issues. The role monitors customer support queues across all Travel Accounting teams to ensure timely and accurate case resolution and leads monthly drop in help sessions for the campus community. Responsibilities also include reviewing Concur exception pre approval requests and escalating them when higher level approval is required.

The position additionally serves as the Concur Cash Advance Administrator—reviewing and issuing cash advances and completing month end reconciliation—and as the Relocation Specialist, auditing household move and relocation reimbursement claims, submitting monthly payroll files for tax withholding, processing household move invoices in BruinBuy+, and responding to related customer inquiries.

This role requires sound judgment to prioritize tasks, interpret policy, and develop solutions that support University travelers while upholding the University's mission.

Travel & Entertainment Lead Auditor

 • Oversee processing of travel and entertainment reimbursements and invoices with the exception of the UCLA Senior Management Group.

    ◦ Ensure that all transactions are processed in accordance with University policies and IRS and other external regulations. Assist Travel Accounting staff with the audit of campus travel and entertainment expense reports as needed to ensure that all customer service standards are met or exceeded.

    ◦ Work closely with Accounts Payable and Payroll Services departments to determine all travel reimbursements and payments are processed through the appropriate CFS unit and financial system (e.g., PAC or EDB).

 • Serve as Concur Cash Advance Administrator and oversee processing of cash advances (other than those for Sr. Management). This includes reviewing and approving cash advance requests, issuing cash advance payments, preparing monthly reconciliation reports for Financial Management & Reporting, and following up with users that have outstanding cash advances that have not been submitted for reconciliation.

 • Oversee tracking, monitoring, and reporting of UCLA Travel's performance measures, including percentage of transactions processed in accordance with UCLA Travel Accounting service standards, hours of training provided to UCLA Travel Accounting staff, and other organization wide and operational measures.

    ◦ Continually analyze measures and implement processes and practices to achieve continuous improvement.

 • Monitor all Travel Accounting Salesforce support queues to ensure timely, accurate and consistent handling of all customer support cases. Determine proper steps for resolution of outstanding support cases.

 • Ensure system interfaces are processed according to established schedules.

 • Research and analyze problems associated with unmatched or unprocessed items. Identify errors with individual expense transactions and contact departments to apply appropriate corrective action.

 • In coordination with the Travel Accounting Manager, make decisions to solve issues regarding University Travel & Entertainment policies. Continually review UCLA Travel Accounting procedures for efficiency and effectiveness by working with the Manager to determine ways to streamline procedures and accomplish the University mission.

 • Assist Travel Accounting Manager with internal audit requests and other ad hoc projects as needed.

50%

Department and Staff Management

 • Assist Travel Accounting Manager in recruiting and interviewing qualified staff using strategies designed to attract highly qualified candidates.

 • Provide ongoing training regarding all aspects of UCLA Travel Accounting operations, including transaction processing, account reconciliation, and use of automated travel systems to ensure that staff applies policies and procedures correctly and consistently.

    ◦ Coordinate all intra-office communications to ensure staff is kept abreast of new directives, industry updates, and campus information.

 • Assist in developing and implementing Travel Accounting workflow process to increase efficiency and productivity. Continually review workloads and delegate work accordingly to ensure that all deadlines are met and that transactions are processed in a timely manner.

 • Assist in motivating all staff to provide excellent customer service to Travel Accounting customers and to further the goals and objectives of UCLA to their best ability at all times. Encourage team spirit and a quality-driven, continuous-learning environment.

 • Assist Travel Accounting Manager in developing and disseminating operational and policy information to encourage open communication, creativity, and joint problem-solving.

20%

Relocation Specialist

 • Oversee relocation process and serve as subject matter expert in the area of payments of household moving expenses for faculty and staff.

 • Review academic and non-academic relocation claims and submit monthly and bo-weekly payment files to CRU.

 • Advise campus departments on the policies governing the payment of household moving expenses, including pre-move and post-move expenses.

 • Consult with Academic Personnel, Campus Human Resources, and Medical Center Human Resources regarding the details of specific relocation negotiations. Assist in  facilitating payments of moving expenses while maintaining compliance with policies and IRS regulations.

 • Consult with Payroll Services and Tax Services to ensure consistent application of policies as they pertain to processing of relocation transactions.

 • Conduct ad-hoc relocation training as needed.

20%

Concur System Admnistrator

 • Manage Concur system content and access. Ensure system audit rules and workflows are current and update the system as required by changing policies, procedures, and rates. Review system functionalities to identify potential issues and develop solutions.

 • Serve as troubleshooter to identify bugs and other systems issues. Monitor daily import files and error reports. Serve as Concur Authorized Support Contact and submit system support tickets as needed.

 • Notify all Concur users of system downtime due to regular maintenance, software updates, or policy changes, etc. via home page updates or email communications.

 • Manage reporting tools to ensure departments are provided with accurate data regarding travel and entertainment. Oversee preparation of standard and ad hoc reports for campus departments.

 • Serve as the Subject Matter Expert to assist Functional Project Manager as customizations, enhancements, and upgrades are released. Design and configure system functionalities. Test solutions and changes in implementation, testing, and production sites.

5%

Policy and Concur Systems Trainer

 • Maintain the Travel and Entertainment E-Learning courses and all training materials. Work with Change Management and Media Innovations to update existing assets and develop new materials as needed. Revise training content, formats, and methodologies based on results of reports received, campus feedback and Travel Accounting team experience. Keep abreast of changing policies, internal guidance, and external regulations and incorporate into training.

 • Revise and update the Travel website as needed for policy, process and training issues.

 • Host weekly Travel Accounting Office Hours session and provide 1:1 assistance to campus users seeking help with Travel & Entertainment questions.

5%

•

Performs other duties as assigned.

•

Complies with all policies and standards.

•

Complies with the University of California, Los Angeles (UCLA) Principles of Community.

•

This position description is not intended to be a complete list of all responsibilities, duties or skills required for the job and is subject to review and change at any time, with or without notice, in accordance with the needs of the organization.

QUALIFICATIONS

Bachelor's Degree

in related area and / or equivalent combination of education and experience / training.

Required

Ability to keep abreast of changing University policies and procedures to anticipate and implement procedural, workflow, and system parameter changes.

Required

Demonstrated skill in analyzing travel transactions, auditing travel/entertainment expense reports, reading travel/entertainment receipts, calculating per diem, deducting unallowable expenses, correcting errors, & understanding implications of restricted funding sources & State/Federal regulations.

Required

Excellent interpersonal skills to interact effectively and diplomatically with faculty, staff, campus administrators, and team members to establish rapport and gain the trust of others. Skill in working as part of and contributing to a team.

Required

Ability to work accurately with numbers, a heavy volume of transactions, and a great amount of detail.

Required

Ability to analyze situations and define the problem or objective, identify relevant factors, formulate logical conclusions, and recognize alternative solutions. Skill in interpreting University policies to perform research, diagnose problems, answer questions, and resolve user and system issues.

Required

Skill in establishing priorities to complete work in a timely manner and to ensure travel and entertainment reimbursements and invoices are paid on time despite distractions, frequent interruptions, competing requirements, or changes in workload.

Required

Excellent writing skills to prepare written materials that effectively convey information. Excellent speaking skills to present information using appropriate vocabulary and grammar in meetings or to individuals of various organizational levels and groups of various sizes.

Required

Demonstrated ability to explain and educate individuals regarding travel and entertainment practices and policies, and to de-escalate situations with dissatisfied customers when necessary.

Required

Ability to work independently and follow up with minimal supervision.  Demonstrated skill in using judgement to recognize urgent situations and taking appropriate actions.

Required

Demonstrated working knowledge of the University’s accounting system and travel and entertainment policies and procedures.

Preferred

Creativity to assist in preparing training materials, user documentation, and other published materials that evoke reader interest and convey required information in an engaging way.

Preferred

Knowledge of ethical standards as applicable to manage staff.

Preferred

SPECIAL REQUIREMENTS AND/OR CONDITIONS OF EMPLOYMENT

Background Check: Continued employment is contingent upon the completion of a satisfactory background investigation.

Live Scan Background Check: A Live Scan background check must be completed prior to the start of employment.

LOCATION AND PHYSICAL, ENVIRONMENTAL, MENTAL (PEM) REQUIREMENTS

Environment and Work Location Information

Environment Type:

Non-Clinical Setting

Location Setting:

Other University Setting(s)

Location:

UCLA Wilshire Center

Standing/Walking

X

Sitting

X

X

Bending/Stooping

X

Squatting/Kneeling

X

Climbing

X

Lifting/Carrying/Push/Pull 0-25 lbs

X

X

Lifting/Carrying/Push/Pull 26-50 lbs

X

Lifting/Carrying/Push/Pull over 50 lbs

X

Physical requirements other

X

Chemicals, dust, gases, or fumes

X

Loud noise levels

X

Marked changes in humidity or temperature

X

Microwave/Radiation

X

Operating motor vehicles and/or equipment

X

Exposures other

X

Sustained attention and concentration

X

X

Complex problem solving/reasoning

X

X

Ability to organize & prioritize

X

X

Communication skills

X

X

Numerical skills

X

X

Mental demands other

X

X

Classification 3:  Position in which exposure to blood, body fluids or tissues is not part of the position description. The normal routine task involves no exposure to blood, body fluids or tissues and the employee can decline to perform tasks which involve a perceived risk without retribution.