e-Reimbursement Division Coordinator Responsibilities

Division Coordinators are individuals who serve as the primary contact and resource for e-Reimbursement within their respective unit. The person(s) assigned to this role will work with the Accounting Services staff to maintain efficient internal processes and system functionality. Newly appointed Division Coordinators should schedule an orientation session with Accounting Services staff to discuss their new responsibilities as outlined below.

Orientation of New Approvers and Auditors

• Identify new or changed approval assignments and submit updated spreadsheet to Accounting Services staff for entry in the system.
• Review the Approval Delegation Agreement and Responsibilities with Approvers/Auditors to ensure understanding of assigned duties.
• Submit completed Approval Delegation Agreements to Accounting Services.
• Instruct users to attend Beginner Approver/Auditor Training.
• Determine location for storage of receipt packets.

Communication

• Serve as the primary contact and resource within the respective unit.
• Attend quarterly Division Coordinator Meetings.
• Distribute Accounting Services updates and notifications to faculty and staff within the respective unit.
• Review non-employee profile set-up requests for accuracy and forward completed forms to nonemployee@bussvc.wisc.edu.
• Review cash advance activation requests and forward approved forms to buscashadv@bussvc.wisc.edu.
• Serve as the coordinator to provide expense report receipts and documentation for auditing purposes.

Maintenance of Workflow

• Reassign pending expense transactions from approval queues in the event of an Approver/Auditor assignment change.
• Ensure that backups are assigned to monitor workflow in the absence of primary Approvers/Auditors.
• Ensure that the special case approval process for individuals who report directly to the Provost or Vice Chancellor for Finance and Administration is followed.