Disbursement & Compliance Analyst

The Wisconsin Foundation and Alumni Association (WFAA)*, the private fundraising and alumni relations organization for the UW-Madison, is recruiting for a Disbursements and Compliance Analyst to join the Finance team.  The Disbursements and Compliance Analyst will be responsible for all disbursement processing functions; including policy adherence and related communication protocol, training and support in collaboration with other Fund Services team members.

Essential Functions

Disbursement Processing

  • Prepare and import excel files into FE, including WFAA employee reimbursement transactions, UW student scholarships, UW employee reimbursement transactions to create invoices for review, approval, and payment.
  • Manually enter and ensure accuracy of requests for payment into FE including BOR, vendor check request, internal requests, and corporate card payments.
  • Disbursement processing routines including vendor administration, approval, check printing and mailing, basic reporting, tracking and filing.
  • Review and/or approve for all disbursement transactions.

 Compliance 

  • Audit all transactions including check request (BOR, direct vendor payment, internal requests and invoices), UW reimbursement transitions, and internal employee reimbursements for policy, donor intent, and tax compliance.
  • Ensure fund disbursement requests are reviewed for propriety, related fund availability, and donor intent and in compliance w/ campus and internally developed guidelines.
  • Report any taxable expenses to the UW Business Services Tax Manager.
  • Provide Gift-in-kind letters and invoices to UW Business Services to ensure proper property transfer to UW inventory.
  • 1099 file preparation and submission in Financial Edge using Atrix plugin.

Quality Assurance

  • Maintain metrics to track compliance of timely processing for all requests and disbursements to ensure internal goals are met.
  • Review all transactions for accuracy, authorization, and account coding.
  • Work with Senior Financial Analyst to coordinate payments are complete for monthly, quarterly and yearly closings.
  • Work with Director of Fund Services to help develop efficient, timely and appropriately controlled policies and procedures surrounding all fund disbursements.
  • Enter appropriate adjustments into FE for timely month end close.
  • Maintain procedures manuals (Fund Administration and Disbursement and Compliance).
  • Conduct internal audit/review of transactions as assigned.

 

Concur Administration 

  • Set up new users profiles
  • Inactivate terminated staff profiles
  • Maintain workflow
  • Ongoing support for employees
  • Develop and facilitate onboarding and ad hoc Concur training sessions for new and existing staff
  • Develop and maintain Concur procedures manual
  • Ensure expense reports processed timely
  • Review reports not submitted for more than 30 days
  • General system maintenance
  • Review concur audit policies
  • Monitor number of expense reports and monthly billing

Qualifications

Required Qualifications:

  • Associate’s Degree (or higher) in Accounting or a related field, or equivalent experience 
  • 2+ years’ experience in an office environment, including a combination of basic accounting / accounts payable experience, basic financial system exposure, and basic department administration.
  • Knowledge of financial recordkeeping procedures, regulations and standards.
  • Knowledge of audit policies and procedures.
  • Knowledge of federal and state tax regulations, forms and filing requirements.

 Other Qualifications:

  • Microsoft Office, including advanced Excel experience.
  • Basic financial system experience preferred, including general ledger and/or accounts payable applications.

WFAA is committed to provide our employees with an environment that is inspiring, creative and respectful.  We offer competitive pay and an excellent benefits program, which includes a 10% 401k contribution after 1 year of service!

 

Just as the university community benefits from differing viewpoints, perspectives, and experiences, inclusion and diversity are imperative for the success of our mission. WFAA values people and the differences that they bring to the organization, and creates an environment in which all staff members and constituents feel respected and have opportunities to thrive.  

 

The Wisconsin Foundation and Alumni Association is an Equal Opportunity Employer *The Wisconsin Foundation and Alumni Association is the “doing business as” name of the merged organization comprising the University of Wisconsin Foundation (supportuw.org) and the Wisconsin Alumni Association (uwalumni.com). Its legal corporate name is registered as the University of Wisconsin Foundation.

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