Travel and Expense Specialist

J  o  b    D  e  s  c  r  i  p  t  i  o  n

JOB INFORMATION

Effective Date:

6/23/2026

Entity:

Wisconsin

Job Code:

310016

Job Title:

Travel and Expense Specialist

FLSA Exemption Status:

Non-Exempt

Management Level:

Individual Contributor

JOB SUMMARY

Oversees the day-to-day administration of the company's travel and business expense reimbursement program across UW Health and its affiliates. Responsibilities include ongoing education of employees, enforcement of policy, management of travel and expense systems, and analysis of travel spend data to aid strategic policy design and procedural decisions with Senior Leadership. Serves as the company's primary contact with both travel and expense reimbursement vendors regarding contractual compliance as well as liaison between UW Health executives and the travel vendors.

ESSENTIAL DUTIES

•

Manage Travel & Expense (T&E) system including Audit Rules as well as administrative and maintenance tasks

•

Maintain users in the T&E system, working in collaboration with the corporate credit card program

•

Final authority for all expense reporting submissions ensuring company policies and procedures are followed while making expense report audit decisions

•

Responsible for Internal and External communication regarding travel

•

Identify credit card payment delays and alerting users as needed

•

Internal expert on the usage of the Travel & Expense system functionality

•

Train new employees and conduct ongoing internal training on all the T&E processes and policies

•

Serve as the main point of contact for all travel, expense and travel credit card questions

•

Partner with appropriate departments and personnel to revise and update travel policy as needed

•

Troubleshoot system and user access issues

•

Work cross functionally with and support all departments/divisions throughout the organization on travel initiatives.

As needed, additional responsibilities reasonably within the scope of duties and physical requirements may be assigned.  ALL DUTIES AND REQUIREMENTS MUST BE PERFORMED CONSISTENT WITH THE UW HEALTH PERFORMANCE STANDARDS AND RESPECT FOR PEOPLE COMMITTMENTS.

X

Non-Clinical

JOB REQUIREMENTS

No minimum education

Required

High school diploma or equivalent.

Preferred

Associate's Degree in Business Administration or related field

Preferred

1 year

of experience in an administrative support role, accounts payable, or other related field

Required

3 years

of experience in an administrative support function

Preferred

Previous experience in a health care setting, travel and expense processing or accounts payable

Preferred

LICENSE, CERTIFICATIONS, AND REGISTRATIONS MUST BE MAINTAINED PER UW HEALTH POLICY. 

•

Verbal and written communication skills. Ability to interact with a wide range of constituencies.

•

Ability to manage high volume of interactions with employees and vendors (via phone, email, in person, etc.)

•

Ability to successfully interact with program stakeholders (external vendors and regional, divisional, and executive leadership).

•

Excellent problem solving and research skills; and ability to deliver resolution and findings timely and clearly to impacted users.

•

Ability to adapt to rapidly changing priorities and manage deadlines and deliverables.

•

Proficient knowledge of travel industry operations, IRS travel/fringe benefit guidelines, the expense reimbursement tool, and general understanding of overall travel and reimbursement procedures.

•

Skill in the use of computers and related software applications.

•

Ability to collaborate with IT and vendors regarding T&E system design, maintenance and functionality.

•

Ability to travel to provide training/support to various locations.

PHYSICAL REQUIREMENTS/WORKING CONDITIONS

☒

Sedentary: Sedentary work involves lifting no more than 10 pounds at a time and occasionally lifting or carrying articles like docket files, ledgers, and small tools. Although a sedentary job is defined as one which involves sitting, a certain amount of walking and standing is often necessary in carrying out job duties. Jobs are sedentary if walking and standing are required occasionally and other sedentary criteria are met.

Up to 10#

Negligible

Negligible

☐

Light: Light work involves lifting no more than 20 pounds at a time with frequent lifting or carrying of objects weighing up to 10 pounds. Even though the weight lifted may be very little, a job is in this category when it requires a good deal of walking or standing, or when it involves sitting most of the time with some pushing and pulling of arm or leg controls. To be considered capable of performing a full or wide range of light work, you must have the ability to do substantially all of these activities. If someone can do light work, we determine that they can also do sedentary work, unless there are additional limiting factors such as loss of fine dexterity or inability to sit for long periods of time.

up to 20#

Up to 10# or requires significant walking or standing or requires pushing/pulling of arm/leg controls.

Negligible or constant push/pull of items of negligible weight

☐

Medium: Medium work involves lifting no more than 50 pounds at a time with frequent lifting or carrying of objects weighing up to 25 pounds. If someone can do medium work, we determine that they can also do sedentary and light work.

20-50#

10-25#

Negligible-10#

☐

Heavy: Heavy work involves lifting no more than 100 pounds at a time with frequent lifting or carrying of objects weighing up to 50 pounds. If someone can do heavy work, we determine that they can also do medium, light, and sedentary work.

50-100#

25-50#

10-20#

☐

Very Heavy: Very heavy work involves lifting objects weighing more than 100 pounds at a time with frequent lifting or carrying of objects weighing 50 pounds or more. If someone can do very heavy work, we determine that they can also do heavy, medium, light, and sedentary work.

Over 100#

Over 50#

Over 20#

Other - list any other physical requirements or bona fide occupational qualifications not indicated above:

Over 50 lbs.

UW Health does not require, nor does it expect that its employees lift more than 50 lbs unassisted. Objects in excess of 50 lbs should be lifted or moved with mechanical means or through a team lift. Employees in patient care areas are expected to utilize mechanical lifts and adhere to the "Use of Mechanical Lifts (Liko)" policy in the Patient Services Policy and Procedure Manual.

Note: The purpose of this document is to describe the general nature and level of work performed by personnel so classified; it is not intended to serve as an inclusive list of all responsibilities associated with this position.

THE EMPLOYEE MUST BE ABLE TO COMPLETE ALL PHYSICAL REQUIREMENTS OF THE JOB WITH OR WITHOUT AN APPROVED ACCOMODATION. Note: The purpose of this document is to describe the general nature and level of work performed by personnel so classified; it is not intended to serve as an inclusive list of all responsibilities associated with this position.