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Disbursements & Travel Coordinator - Disbursements & Travel Services

The University of Texas at San Antonio
United States, Texas, San Antonio
1 UTSA Circle (Show on map)
August 12, 2023

Disbursements & Travel Coordinator - Disbursements & Travel Services

Location: San Antonio, TX
Regular/Temporary: Regular
Job ID: 8723
Full/Part Time: Full Time

Org Marketing Statement

The University of Texas at San Antonio is a Hispanic Serving University specializing in cyber, health, fundamental futures, and social-economic development. With more than 34,000 students, it is the largest university in the San Antonio metropolitan region. UTSA advances knowledge through research and discovery, teaching and learning, community engagement and public service. The university embraces multicultural traditions and serves as a center for intellectual and creative resources as well as a catalyst for socioeconomic development and the commercialization of intellectual property-for Texas, the nation and the world. Learn more , on or on , , or .

UTSA, situated in a global city that has been a crossroads of peoples and cultures for centuries, values diversity and inclusion in all aspects of university life. As an institution expressly founded to advance the education of Mexican Americans and other underserved communities, our university is committed to ending generations of discrimination and inequity. UTSA, a premier public research university, fosters academic excellence through a community of dialogue, discovery and innovation that embraces the uniqueness of each voice.

Posting End Date

Applications will be accepted through 11:59 PM CDT on 11/15/2022. At the discretion of the hiring department, this position posting may close once a sufficient number of qualified applications have been received.


Salary Range: up to $52,500 annualized, commensurate with education, experience and qualifications.

Hours per Week

Exempt Position: 40 hours per week.

Required Application Materials
  • Resume is required.
  • Cover Letter is preferred.

Essential Functions
Job Summary:
Plan, coordinate and facilitate the daily operations of the accounts payable and expense reimbursement processes of the Disbursements and Travel Services (DTS) department which includes timely approval of accounts payable invoices, expense reimbursements and accurate accounting treatment.
Core Responsibilities:
  1. Responsible for facilitating the various operational processes required to issue payments.
  2. Oversee and exercise control over the preparation, processing, and checking of various disbursement documents. As needed to match departmental volume, review, and approve purchase orders vouchers, non-PO vouchers and Expense Reports.
  3. Verify, validate, and close monitoring of vendor holds, assist with unclaimed property reissues at year end; timely update USAS/TINS data as required; oversee daily payment reissues and serve as a backup on wire transfer processes; run the daily Pay Cycle process. Validate and approve new vendor setup and/or updates for existing vendors.
  4. Analyze payment and expense data for accuracy and initiate corrective action when necessary to ensure compliance with applicable regulations and policies.
  5. Fully knowledgeable with the ability to independently apply judgment to daily work duties based on financial accounting system requirements, applicable university policies and procedures, IRS regulations, state regulations and laws that affect the functional responsibilities of the Disbursements and Travel Services department.
  6. Liaison with outside vendors and University departments concerning payment matters and disputes.
  7. Assist with fiscal year-end closing and year-end or state audits by providing internal and external auditors with documentation requested.
  8. Actively participate in the redesign and required updates of department's instructional training.
  9. Conduct training for front office users and other University customers on applicable business processes. Update DTS training materials and forms as needed.
  10. Assist with Accounts Payable and Travel and Expense business process analysis, and make recommendations as needed.
  11. Adhere to and support departmental customer service standards, including partnering with other areas to deliver excellent service.
  12. Promote a culture of safety and environmental protection by working in a safe manner; immediately reporting unsafe situations, spills, and accidents; following University safety plans/procedures/protocols; and participating in appropriate safety training.
  13. Demonstrates UTSA core values: Integrity, Excellence, Inclusiveness, Respect, Collaboration, and Innovation.
  14. Performs other duties as assigned.

Required Qualifications
  • Bachelor's Degree in an Accounting or Business-related field.
    • At the department's discretion, additional related experience may substitute for required education on a one-for-one basis.
  • Four years of progressively responsible experience in governmental and commercial accounting working in accounts payable, disbursements, or within a comparable financial accounting area.
    • At the department's discretion, additional related education may substitute for required experience on a one-for-one basis.
  • Excellent verbal and written communications skills.
  • Strong interpersonal skills.
  • Commitment to excellence in customer service and collaboration.
  • Ability to work as an effective team member and build cooperative working relationships with customers, peers, and staff.
  • Excellent organizational, analytical, and problem-solving skills.
  • Ability to set priorities, meet deadlines and multi-task.
  • Knowledge of job responsibilities for accounts payable/travel processing
  • Knowledge of personal computer, email software, and other typical office machines.
  • Proficient in Microsoft Office Suite.

Preferred Qualifications
  • Six years of accounts payable or travel services experience.
  • Experience working with a large ERP system, particularly PeopleSoft FMS Suite.
  • Knowledge of University organizational structure, policies, rules and procedures.
  • Previous experience conducting presentations.

Working Conditions
  • Periodically must work in excess of 40 hours per week (i.e., during peak periods and fiscal year-end).
  • May require infrequent travel for meetings and/or training.

This position will be primarily located on the UTSA Main Campus.

Work Modality:

Hybrid-Occasionally: Primarily works remotely, but may work on campus on an infrequent basis (approximately four days or less per month). Travel and parking expenses are the employee's responsibility. Applicants must be adaptable and open to working in both environments.

Additional Information
  • UTSA is a tobacco free campus.
  • This is a security sensitive position. Employment is contingent upon a successful background check.
  • Applicants selected must be able to show proof of eligibility to work in the United States by time of hire.

EO/AA Statement

As an equal employment opportunity and affirmative action employer, it is the policy of The University of Texas at San Antonio to promote and ensure equal employment opportunity for all individuals regardless of race, color, religion, sex, gender identity, sexual orientation, national origin, age, disability or genetic information, and veteran status. The University is committed to the Affirmative Action Program in compliance with all government requirements to ensure nondiscrimination. Women, minorities, people with disabilities and veterans are encouraged to apply. UTSA campuses are accessible to persons with disabilities.

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