Payroll, AP, and T&E Manager - Oak Ridge, TN

Job Summary

The Payroll, Accounts Payable (AP), and Travel & Expense (T&E) Manager is responsible for the end-to-end management of payroll, vendor payables, and employee expense processes within a government contracting environment. This role ensures strict compliance with FAR, DCAA, and other regulatory requirements, while maintaining accurate financial records in Deltek Costpoint ERP.

The position plays a critical role in supporting project accounting, audit readiness, and internal controls, while driving operational efficiency and leading a multi-functional team. This position is an office-based environment, with extended hours during payroll cycles, month-end close, and audit periods.

Payroll Management (Government Contracting Focus)

• Oversee full-cycle payroll processing within Deltek Costpoint, ensuring accuracy and timeliness across multi-state jurisdictions.
• Ensure compliance with federal, state, and local tax regulations, as well as government contracting requirements.
• Manage labor distribution, ensuring accurate charging of labor to contracts, projects, and cost pools.
• Partner with HR and Contracts to ensure proper labor classifications and compliance with wage determinations (e.g., SCA, DBA).
• Lead year-end processes including W-2 preparation and support audits including DCAA audits by maintaining payroll documentation and audit trails.

Accounts Payable

• Oversee full-cycle AP processing in Costpoint, including 3-way matching, invoice approvals, and payment runs.
• Ensure costs are properly recorded in accordance with FAR allowability and allocability rules.
• Maintain vendor records, including W-9s and 1099 reporting.
• Support audit requests (DCAA, external auditors) with documentation and reconciliations.
• Manage cash disbursements and support cash flow planning.

Travel & Expense (T&E)

• Administer T&E processes within Costpoint or integrated systems (e.g., Concur), ensuring compliance with FTR/JTR and company policies.
• Review and approve expense reports for accuracy, allowability, and proper project charging.
• Ensure per diem rates, travel costs, and expense categories comply with government regulations.
• Manage corporate credit card programs and expense audits.
• Train employees on proper expense reporting and compliance requirements.

Compliance, Controls & Audit

• Ensure adherence to FAR, CAS (if applicable), and DCAA compliance standards.
• Maintain and strengthen internal controls across payroll, AP, and T&E functions.
• Support system audits, incurred cost submissions, and provisional billing rate reviews.
• Ensure processes support audit readiness at all times.

Leadership & Process Improvement

• Lead, mentor, and develop a team responsible for payroll, AP, and T&E operations.
• Drive continuous improvement initiatives, including automation and Costpoint optimization.
• Develop and monitor KPIs (cycle times, error rates, compliance metrics).
• Collaborate with Finance, Project Accounting, Contracts, and HR teams.

Requirements and Education

• Bachelor’s degree in Accounting, Finance, or related field.
• 7+ years of experience in payroll and/or AP, preferably in government contracting. Experience in lieu of education may be considered.
• 3+ years of leadership or supervisory experience.
• Strong knowledge of: FAR (Federal Acquisition Regulation), DCAA audit requirements, Labor costing and project accounting.
• Experience with multi-state payroll and tax compliance.

Preferred Requirements and Education

• Hands-on experience with Deltek Costpoint ERP (payroll, AP, expense modules).
• Experience with Costpoint Time & Expense or integration with Concur.
• Knowledge of Service Contract Act (SCA) and Davis-Bacon Act (DBA) requirements.
• Experience supporting incurred cost submissions and government audits.

Key Competencies

• Strong understanding of government compliance and audit requirements.
• High attention to detail and accuracy.
• Process improvement and systems optimization mindset.
• Ability to manage competing priorities in a deadline-driven environment.
• Strong communication and cross-functional collaboration skills.

Success Metrics

• Payroll accuracy and compliance (including labor distribution accuracy).
• AP cycle times and error rates.
• T&E compliance with FAR/FTR regulations.
• Audit outcomes (DCAA, external audits).
• Process efficiency improvements and system utilization.
• Team performance and retention.

Clearance and Health Regiments

• Criminal Background Check
• Pre-placement Drug Screening