Officer and Employee Travel and Expense Reimbursement

Are you passionate about economic fairness and social justice? Do you want to improve the lives of working peopleandstrengthenthelabormovement? If youanswered,“Yes!”then theAFL-CIOmaybetherightplace for you. We are the largest federation of labor unions in the United States, and our team of dynamic professionalsisdedicatedtogrowingworkerpowerandensuringeveryworkingpersonhasavoice onthejob. When you work at the AFL-CIO, you’re more than just an individual employee—you’re helping to lead a movement with a proud history and a bright future ahead.

This position will report directly to the Controller and Assistant Controller.

Duties and Responsibilities

Audit and Processing of Travel Expense Reports

·        Review all expense reports submitted for reimbursement for compliance with current federation Travel and Expense policies;

·        Ensure receipts are submitted for all requested expense reimbursement;

·        Ensure proper approval and complete information has been given regarding the purpose of any meeting meals, or any exceptions made outside of the current policy;

·        Calculate appropriate per diem earnings, including verification of accurate per-diem rate for high/low cities, and split for taxable earnings;

·        Check conversion for any foreign exchange to US currency;

·        Check for submission of any personal charges, and forward to A/R to issue an invoice for reimbursement;

·        Verify and deduct any outstanding travel advances; 

·        Contact employees regarding any rejected reimbursements, and for any additional documentation or clarification of information as needed;

·        Review for proper employee, cost center, account, LM-2, and program coding;

·        Process weekly expense run through ADP via Concur database;

·        Verify batch totals; and integrate to Great Plains

·        Distribute checks to headquarter and field employees.

Accounts Payable

·        Data entry, processing, and reconciliation of invoices as assigned. This includes auditing invoices for proper documentation, coding, mathematical accuracy, identifying 1099 vendors, and applicability of sales/use taxes. This includes but is not limited to:

·        Concur Invoices

·        ADP Invoices

·        Dependent Care Reimbursement (Direct into GP: Confidential)

·        Travel Advances

·        Rental Car Invoices

·        Monthly Credit Card Royalties

·        Prepare checks for mailing;

·        Research of any outstanding checks over six months old, including detailed documentation for any check that is voided and not reissued;

·        Sales and Use Tax reconciliation;

General Ledger

·        Annual reconciliation of travel advances at year-end;

·        Collect and enter time allocation for LM-2 purposes by individual employee;

·        Assist with year-end audit;

Other:

·        Assist employees and management with research as requested, including Concur system changes and upgrades;

·        Annual update of GSA High/Low cost cities rates, and the IRS mileage rate;

·        Reconciliation and processing of Dependent Care Program benefits;

·        Preparation of the quarterly Lobbying Report, including the calculation and communication to affiliates regarding their portion of per capita tax attributable to federation lobbying;

·        This position also serves as backup for all federation deposits of cash receipts, coding and entering of cash receipts, and maintenance of the check log.

·        Conducts webinar and in-person staff training on how to use the Concur System; is responsible for the content of training sessions

·        Perform other duties as assigned;

Qualifications

·        Proficiency with 10 key calculator;

·        Accurate typing;

·        Ability to create and manipulate spreadsheets in Excel;

·        Ability to prioritize work;

·        General knowledge of Accounting preferred;

·        Knowledge of foreign exchange conversion to US currency preferred;

·        Proficiency in Excel, Microsoft Word;

·        Experience with Concur, Great Plains, Quickbase and ADP helpful;

·        Ability to communicate with AFL-CIO employees and outside contacts diplomatically.

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