Disbursements Coordinator

Under the supervision of the Disbursements Manager, this position administers and oversees the Chrome River expense management system, including travel authorizations, travel reimbursements, direct pay invoices (including reimbursements), and the purchasing card module.

Responsibilities

• Serve as the institutional subject matter expert for Chrome River and ensure compliance with state disbursement regulations and institutional policies.
• Manage user access, workflow configuration, routing updates, and system enhancements in Chrome River.
• Monitor system queues to ensure timely processing of expense reports, pre-approvals, direct pay requests, and reimbursements.
• Evaluate new system features and recommend process improvements to strengthen controls and efficiency.
• Review and process travel authorizations, travel reimbursements, direct pay invoices, and reimbursement requests submitted through Chrome River.
• Ensure compliance with state travel regulations, institutional policies, and sales and use tax requirements; resolve discrepancies with departments and obtain required documentation.
• Administer the Chrome River P-Card module, including transaction review and compliance monitoring; ensure appropriate documentation, coding accuracy, and adherence to institutional guidelines.
• Coordinate with Procurement on compliance issues and escalations as needed.
• Provide training and guidance to campus users on Chrome River processes and disbursement policies.
• Develop reference materials and serve as the primary point of contact for system-related inquiries and troubleshooting.
• Provide backup support for non-Chrome River disbursement functions, including payment processing, check and ACH support tasks, and general accounts payable activities to ensure continuity of operations during peak periods or staff absences.

Requirements

• High school diploma.
• Professional experience in accounting and accounts payable.
• Knowledge of accounting practices, principles, theories, and terminology.
• Knowledge of state government and fiscal accounting processes.
• Knowledge of accounts payable processes and related state and federal regulations.
• Excellent customer service skills.

Qualifications

• Experience administering Chrome River or comparable travel and expense management software preferred.
• Experience with purchasing card administration and compliance monitoring preferred.
• Experience reviewing sales and use tax on expense transactions preferred.
• Higher education or governmental accounting experience preferred.
• Ellucian Banner or comparable ERP system experience preferred.