e-Reimbursement

Division Coordinator

Division Coordinator Responsibilities

The Division Coordinator will serve as the primary contact person and resource for the implementation of the e-Reimbursement System within their respective college or department. The person assigned to this role will work with the Accounting Services staff to coordinate the e-Reimbursement implementation strategy. Key responsibilities include but are not limited to:

Preparing for Rollout of e-Reimbursement

1. Meet with e-Reimbursement Rollout Team to develop rollout plan.
2. Attend Division Coordinator’s meetings.
3. Conduct orientation briefings and distribute materials.
4. Identify the sequence/priority of units within division.
5. Identify Auditors and Approvers
6. Review Delegation Agreements with Approvers and Auditors to ensure understanding of responsibilities.
7. Identify Travelers
8. Prepare and submit electronic role assignment matrix to Accounting Services.
9. Determine location for storage of receipt packets with Approver or main department file storage area.
10. Promote My Corporate Card
11. Prepare for training

During the Rollout

1. Prepare and submit Delegation Agreements for Approvers and Auditors.
2. Coordinate Approver/Auditor Training.
3. Coordinate Traveler/Alternate Training.
4. Communicate training options with end-users.
5. Distribute class registration and survey links.
6. Monitor and Support Approvers and Auditors.
7. Notify Accounting Services of changes in roles assignment by updating and submitting matrix to Accounting Services.

Ongoing Operation of e-Reimbursement

1. Monitor and Support Approvers and Auditors.
2. Notify and submit changes in roles assignment matrix to Accounting Services.
3. Clear existing workflow from queues if an Approver or Auditor has a change in appointment(s).
4. Monitor and support e-Reimbursement workflow issues by reassigning expense reports when necessary.
5. Distribute updates, documentation, and notifications to users.
6. Participate bi-weekly discussion forum meetings with other campus Division Coordinators and Accounting Services.
7. Serve as an on-site resource for department questions and inquiries.

 

 

 

 

 

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