Travel Services

Financial Services

Position number: 34324

Date posted: May 19, 2026

Job details

Travel and Expense Support Representative - OA4 (AESES)

Existing Regular Continuing Full-Time (Budget Funded)

Full-time:

Yes

Permanent:

Yes

Work schedule:

35 Hours/week (Monday to Friday, 8:30 am to 4:30 pm)

Salary:

$24.69 to $33.63 per hour ($44,935.80 to $61,206.60 per annum)

Expected Start Date

June 24, 2026

Trial/Probation period:

840 hours worked

For more information please contact: Carrie-Ann Manastyr, University Travel Program Administrator - carrie-ann.manastyr@umanitoba.ca

Qualifications

MINIMUM FORMAL EDUCATION/TRAINING:

• Completion of a formal training program in a related discipline from a recognized institute is required.
• A sound understanding of basic accounting principles and practices is required.
• Systems training in computerized financial records environment would be an asset.

EXPERIENCE:

• Minimum three years’ directly related experience in an accounting related environment where knowledge of accounting theory and practice has been acquired is required.
• Experience working in a fast-paced customer service-related position is required.
• Demonstrated experience interpreting, implementing, promoting and communicating policy and procedure requirements is required.
• Knowledge of the Concur on-line booking tools and expense management tool will be considered an asset.
• An acceptable equivalent combination of education and experience may be considered.

SKILLS AND ABILITIES:

• Skill in the use of a computer and desktop software Microsoft Office (Excel, Word, and Outlook) is required.
• Strong written and verbal communication skills, and organizational skills are required.
• Excellent interpersonal skills, problem solving and conflict resolution skills are required.
• Ability to communicate effectively and efficiently with all levels of staff, students and public in a diplomatic, firm but tactful manner, maintaining good relations with other University departments is required.
• Ability to work under pressure on multiple tasks simultaneously in a busy environment is required.
• Ability to adapt to an ever-changing environment and promote change in departments is required.
• Satisfactory work record, including satisfactory attendance and punctuality, is required.

OTHER JOB RELATED QUALIFICATIONS:

• Previous experience working in a major financial system, such as Banner Finance, and familiarity with the University of Manitoba environment and culture is preferred.
• Good knowledge of university policy and procedures would be an asset.
• Professional appearance is required.
• Candidates with hands on experience processing Expense Reports electronically are an asset.

Key responsibilities

Travel and Expense Claim Processing

The incumbent is responsible for the review of guest and student claims and providing authorization for repayment. The incumbent:

• Reviews guest and student expense claims for accuracy, completeness, appropriate currency use.
• As it relates to guest and student expense claims, codes taxes and calculates and applies GST rebates, as required.
• Conducts audits of guest and student expense claims to ensure eligibility and compliance with university policies and procedures, which includes ensuring that expense claims are appropriately authorized.
• Prepares correspondence to follow-up on possible non-compliance, seeking explanation and further information, and to educate claimants on procedures to be followed. Communicates with employees as well as department Finance Officers/Admin Staff regarding further action required for expense claim.
• Assists with ensuring that policies and all related information on the University’s travel program are clearly communicated to all levels of university employees in a tactful and effective manner.
• Uses judgment and expertise on university policies, processes and internal controls to escalate claims for further review/approval by management, when necessary.
• Provides explanations for adjustments to claims, if warranted.
• Authorizes and forwards approved expense claims to SPS for payment.
• Documents deficiencies in travel claims in a manner that will allow the Compliance Accountant to identify common deficiencies and units or individuals that are having more difficulty than others complying with policies and guidelines.
• Acts as back-up to the Travel Claims Processor for electronic claims in Concur during their absence.

Customer Support

The incumbent will provide optimum customer service to the university community on the university’s OBT/EMT, the Concur system, and the Travel and Business Expense Claims Policy (“Travel Policy”). The incumbent:

• Receives and addresses enquiries from the University community on Concur system navigation, and troubleshoots user issues.
• Receives and addresses enquiries from the University community on the interpretation and application of the University’s Travel Policy.
• Guides university management and staff in making arrangements for individual and group travel, local and foreign conferences, student field trips, visiting guests, etc. to facilitate economical and practical arrangements.
• Escalates identified infractions of the Travel Policy to the Travel Program Supervisor.
• Assists in the resolution of problems by analysing, researching and determining the best possible solution or providing viable alternatives.
• Maintains communication logs, evaluates trends and documents problem resolution.
• Gathers information from Faculties and Units with the goal of training end users to be proficient.

End User Training and Communications

The incumbent will assist the University Travel Program Administrator to identify training opportunities and communication requirements. The incumbent:

• Identifies system optimization and configuration opportunities.
• Shares feedback on improvement opportunities to the Concur system, the Travel Policy, its related procedures, and training information
• Shares information with clients through day-to-day communications, and supports updates to system functionality, processes, policy and procedures.
• Assists in the preparation of training materials for travel-related workshops, Concur training sessions or other travel-related training.
• Promotes the University’s travel program with all levels of clients.

Other

• Prepares and maintains content for the departmental operational procedures manual, as required.
• Prepares reports of activities or statistics relevant to the position, as required.
• Performs other related duties as assigned by the University Travel Program Administrator.

Additional information

The University of Manitoba is committed to the principles of equity, diversity & inclusion and to promoting opportunities in hiring, promotion and tenure (where applicable) for systemically marginalized groups who have been excluded from full participation at the University and the larger community including Indigenous Peoples, women, racialized persons, persons with disabilities and those who identify as 2SLGBTQIA+ (Two Spirit, lesbian, gay, bisexual, trans, questioning, intersex, asexual and other diverse sexual identities).

If you require accommodation supports during the recruitment process, please contact UM.Accommodation@umanitoba.ca or 204-474-7195. Please note this contact information is for accommodation reasons only.

Application materials, including letters of reference, will be handled in accordance with the protection of privacy provisions of "The Freedom of Information and Protection of Privacy Act" (Manitoba). Please note that curriculum vitae will be provided to participating members of the search process.