Job Description

Job ID
UW Stout;Menomonie, WI
Full/Part Time


Travel Administrator-Financial Specialist

The Travel Administrator-Financial Specialist reports to the Director of Accounting Services. Main duties include the administration and compliance of all aspects of travel and the related travel modules; including auditing of non-travel expense reports and administration of travel expense reports, consulting for travel related campus issues, administration of corporate and travel card program, and serve as backup to the accounts payable specialist. This position is also responsible for agency finance and reconciliation for student organizations, as well as 1099 and W-2 reporting.


Minimum / Required

  • Effective verbal and written communication skills.
  • Excellent judgment including sensitivity to personal and confidential information.
  • Working knowledge of desktop hardware and standard business software programs and the Internet.
  • Ability to multi-task and work independently with interruptions.
  • Customer service experience.

Highly Desired

  • Experience in a higher education environment.
  • Associate or bachelor’s degree in Finance or related field.
  • Experience working in an office environment.
  • Ability to adhere campus to UW System travel and expense policies and procedures.


55% A. Travel Program Administration

A.1 Administer the institution travel program for the University and assume the role of campus liaison for UW-System travel staff.

A.2 Audit all submissions related to non-travel and expense reports according to the travel expense regulations set by UW-System, State of Wisconsin, and the university.

A.3 Maintain E-Reimbursement on Shared Financial System, updating travel approver tables and funding strings per funding string maintenance forms.

A.4 Responsible for enforcing UW-System and university regulations for all types of travel.

A.5 Train, advise and aid university employees on the use of travel and expense modules, as well as required documentation from a process and compliance perspective.

A.6 Communicate to campus travel regulation changes.

A.7 Administer the institution US Bank Card and Pro Travel programs. Include processing applications, increasing credit limits, working with delinquent accounts, auditing the Pro-Travel card transactions, working with US Bank representatives, and closing accounts.

20% B. Accounts Payable and Accounting

B.1 Serve as a backup to the Accounts Payable Specialist during busy times and absences for processing of supplier payables.

B.2 Compile and audit 1099 entries for year-end reporting to UW-System.

B.3 Review monthly W-2 transactions for employees correcting data if necessary.

B.4 Update SFS vendor file, tax bolt-on, Xythos and other applicable systems with ITINS.

B.5 Review Food Requisitions submitted from campus employees for completeness and compliance with university policy.

10% C. Student Organizations-Agency Accounts

C1. Maintenance of Quicker File.

C2. Update all agency account forms when needed.

C3. Enter daily withdrawal and deposit requests into Quicker File.

C4. Cut checks from accounts when needed.

C5. Fill out deposit form and send deposits to the bank.

C6. Email account updates.

C7. Provide customer service to all agency account holders.

5% D. Other Program Administration

D.1 Maintain the wireless handheld device annual approval forms for the university.

D.2 Maintain an updated inventory of Headquarter City exemptions.

5% E. Training and Web Communication

E.1 Develop and conduct annual Travel training sessions for university employees.

E.2 Maintain online (web) resources for travel related information.

5% F. Miscellaneous

F.1 Practice safe work habits on the job.

F.2 Participate in BFS Department meetings. Make suggestions for possible changes to existing policies or creation of new policies.

F.3 Complete special projects as assigned.

F.4 Serve on committees as needed.

F.5 Attend UW-System meetings to stay current on changes to policies and procedures.


University of Wisconsin-Stout Business, Finance, and Administrative Services (BFAS) division oversees the Budget Office, Business and Financial Services, Facilities Management, Safety and Risk Management, and Human Resources departments, in addition to overseeing multiple campus committees.

BFAS is committed to promoting the growth of students by providing quality programs, services, and facilities in collaboration with the university, community, and others we serve.


University of Wisconsin-Stout prepares lifelong learners, ethical leaders and responsible citizens in an equitable, inclusive, and sustainable environment through collaborative career-focused programs that integrate applied learning, theory and research. UW-Stout is committed to developing an inclusive community that fosters a rich, dynamic, and collaborative environment in which to work and grow, celebrating the diversity of individual perspectives and experiences.

A member of the University of Wisconsin system, UW-Stout is unique within the University of Wisconsin System--it is named after its founder, James Huff Stout, and holds the distinction of being Wisconsin’s Polytechnic University, a designation which highlights our combination of applied learning, real-world experiences, and an integrated liberal arts foundation.

UW-Stout offers 47 undergraduate and 23 graduate degrees, including 21 masters and 2 advanced degrees. The current enrollment is approximately 8,000 students.

UW-Stout is committed to investing in and ensuring access to equitable, diverse, and inclusive learning, student living, and work environments that reflect our regional and global connections.

The UW-Stout campus community enjoys opportunities for cross-disciplinary collaboration, state-of-the-art facilities, and a modern digital environment. UW-Stout values innovative approaches to solving problems in society and industry and encourages collaboration within and across disciplines and professions.

The university is on a beautiful campus in Menomonie, situated in western Wisconsin, 60 minutes east of Minneapolis-St. Paul on Interstate 94. Located in the scenic Chippewa Valley region with a population base of more than 200,000, Menomonie is a city of more than 16,400, surrounded by lakes, streams, and woodlands. For more information about the UW-Stout community and region visit:

Facts and data about the university:


The Travel Administrator appointment is an 80% position, working 32 hours per week. The hourly rate for this position is based on experience and available budget. A six-month probationary period is required. The UW System provides an excellent benefits package including participation in the Wisconsin State retirement plan.

All qualified candidates meeting application requirements will receive consideration for employment and will not be discriminated against. As an equal employment opportunity and affirmative action employer, UW-Stout welcomes applications from individuals from diverse groups; veterans, individuals with disabilities and from historically excluded populations. UW-Stout provides equal opportunity to all persons and is committed to inclusive excellence. At UW-Stout we value our differences and welcome diverse perspectives as we continually commit to developing an inclusive and equitable environment for all employees and students.

Employment is contingent upon the final candidate’s completing a criminal background check and being cleared to work by the Human Resources team. Employment is also contingent upon the final candidate passing a reference check process. The reference check process includes asking the final candidate and most recent supervisor questions regarding sexual violence and sexual harassment. Final candidates with previous employment within the UW System and State of WI agencies will be subject to additional reference checks.

Official transcripts required at time of hire.

Must be authorized to work in the U.S. Sponsorship is not available for this position. A successful applicant will be responsible for ensuring eligibility for employment in the United States on or before the effective date of the appointment and maintain work authorization throughout the employment term. If you have questions regarding this, please contact our Human Resources office, Phone: 715.232.2149.

In response to a public records request, the University of Wisconsin System will not reveal the identities of applicants who request confidentiality in their online application, except that the identity of the successful final candidate will be released. See Wis. Stat. sec. 19.36(7).

UW-Stout is committed to providing safety and security of all members of our community in accordance with the Clery Act. For campus safety information and crime statistics visit:


Applicants will need to complete all required fields and attach all required documents prior to submitting the online application.

Note: Once you have attached your materials and submitted your application you will not be able to go into the system and change them.

Required application materials:

  1. Cover letter*
  2. Resume
  3. Names and contact information for a minimum of three (3) professional references

*Please use your cover letter to speak to each of the Minimum/Required Qualifications for this position as listed above. For each required qualification, describe your relevant experience, using specific examples from your work history to illustrate how your experience satisfies the requirement.

*To ensure consideration complete applications must be submitted online by 11:59 p.m. on 10/18/2021. Applications submitted after 10/11/2021 may be reviewed until the position is filled.

Before starting the online application process, we recommend you preview the frequently asked questions (FAQs) available at:

It is the policy of UW-Stout to provide reasonable accommodation to qualified applicants with disabilities. If you need assistance, or accommodation in applying because of a disability, please contact us using the information below. Employment opportunities will not be denied because of the need to make reasonable accommodation for a qualified individual's disability.

For questions regarding this position or recruitment, please contact:

Search Chair: Tracey Bauer


If you need assistance with the online application process or if you submitted your application prior to uploading all of the required application materials, please contact:

Search Coordinator: Melissa Rappley


The University of Wisconsin System is engaged in a Title and Total Compensation (TTC) project to redesign job titles and compensation structures. As a result of the TTC project, official job titles on current job postings may change in Fall 2021. Job duties and responsibilities will remain the same. For more information please visit:

Job Family: Staff