Accounting Technician Student Payroll & Travel Clerk

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Working Title:

Accounting Technician Student Payroll & Travel Clerk

Institution:

Bemidji State University

Classification Title:

Accounting Technician

Bargaining Unit / Union:

207: AFSCME - Technical

City:

Bemidji

FLSA:

Non Job Exempt

Full Time / Part Time:

Full time

Employment Condition:

Classified - Unlimited

Salary Range:

$22.57 - $32.79

Job Description

Bemidji State University (BSU) invites qualified applicants to join our team as the Student Payroll & Travel Clerk. The Student Payroll & Travel Clerk directs the operations of student employment, student payroll and business expense reimbursement, and administration of travel policies. This position provides fiscal and accounting services, analysis, and reporting for the efficient operation of principal responsibilities. Working under limited supervision, the incumbent in their position prepares, processes, audits, and analyzes student payroll to ensure that all Bemidji State University (BSU) and Northwest Technical College (NTC) students are paid timely, and reports completed in a timely manner in accordance with state and Minnesota State Colleges and Universities rules and regulations. The incumbent coordinates the financial aspects of all BSU and NTC faculty, staff, and student travel including preparing, verifying, entering, processing, and auditing expense reports for payment. The incumbent in this position is responsible for accounting, analysis, and reporting for Imprest Cash Fund with its main activity being athletic team travel, employee travel, and employee payroll advances. The incumbent also serves as auditor for all pcard transactions. 

Responsibilities of the Student Payroll & Travel Clerk include:

• Coordinating student employment with BSU and NTC supervisors to ensure student employee rosters are accurate, and federal and state regulations are enforced. Percent of Time: 30%

  • Administering and managing the completion of all documentation needed to enter students into the student payroll system. Informing supervisors of all pertinent records needed for various types of student employment, and ensuring compliance is maintained.

  • Administrator for all Affordable Care Act (ACA) and Fair Labor Standards Act (FLSA) implications and liabilities pertaining to student employment. Retrieving and monitoring reports to ensure accurate and prompt billing, contribution collection, and insurance payment. Informing management and supervisors of ACA and/or FLSA issues as they arise.

  • Advises supervisors and students on pertinent policies and procedures for all types of student employment.

  • Evaluates and keeps up to date on changes to regulations of student employment, recommending and implementing procedures accordingly, and informing all stakeholders of changes made.

  • Consulting with stakeholders and gathering feedback to make recommendations for continuous improvement to the student employment process and procedures.

  • Advising appropriate stakeholders on budgeting requirements, needs and procedures to ensure adequate funding for student employment.

• Auditing and processing business expenses for BSU and NTC to ensure compliance with travel policies and procedures, as defined within multiple bargaining agreements and the State of Minnesota regulations. Percent of Time: 30%

  • Reviewing travel authorizations, business expense forms, and expense documentation for accuracy, completeness, and appropriateness. Verifying reimbursement requests are in compliance with state travel policies and bargaining agreements of the respective employees.

  • Collaborating with employees and supervisors to clarify any reimbursements that do not comply with applicable policies and procedures and resolving discrepancies by obtaining additional documentation as needed.

  • Reviewing and processing advance payment requests and ensuring recuperation of the advance funds within specified timelines.

  • Collecting pre-approved spend authorization forms and reviewing for accuracy.

  • Entering employee expenses in SEMA4 for payment processing each pay period under the correct employee record number. Settlement is created in Workday.

  • Maintaining all posted forms and information regarding travel and business expenses on the university website are accurate and up to date. Informing staff and faculty of new forms and updates