Accounting Technician Student Payroll & Travel Clerk

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 purchasing card 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 as needed.
  • Reviewing travel-related purchasing card charges to ensure that p-card expenses are not submitted as part of business expense reimbursements and reviewing all other pcard charges.

• Administering student payroll to generate paychecks for student employees. Percent of Time: 20%
  • Managing payroll so that paychecks are generated, accurate records are maintained, and federal and state regulations are enforced.
  • Reviewing e-timesheet data for accuracy and completeness and communicating with supervisors when data is invalid or incomplete.
  • Auditing student enrollment records each pay period to verify employment eligibility.
  • Preparing student payroll check and direct deposit files and serving as university contact to resolve all issues related to student payroll with MinnState, banking partners, and students and staff.
  • Organizing and managing the retention of student payroll records and student personnel files in accordance with federal, state and Minnesota State guidelines. Ensuring safekeeping and secure document destruction of sensitive personnel files and data in accordance with MinnState policies and state and federal records retention requirements.

• Entering Payroll Deduction to accurately reflect employee selections and assignments. Percent of Time: 15%
  • Entering all employee parking and charitable deductions in SEMA4, including refunds or additional charges as appropriate.
  • Providing biweekly reports of payroll deduction activity, and producing ad-hoc reports, for analysis and reconciliation of ledger activity.
  • Modifying payroll deductions as requested by employees and terminating deductions upon separation from BSU and/or NTC.
  • Coordinating and consulting with Safety and Security on parking deductions scheduling, execution, and policies. Creating, reviewing, and updating forms as needed.

• Performing other duties as assigned to ensure the smooth functioning of the department and maintaining the reputation of the organization as a viable business partner. Percent of Time: 5%
  • Representing Business Services at employee orientations and various events to inform the campus community of business expenses and travel policies and procedures. Representing Business Services with students and supervisors in providing training and advice.
  • Preparing and analyzing internal control documentation pertaining to student employment, business expenses, travel, and payroll deductions.
  • Other miscellaneous duties as assigned.

• Knowledge of Generally Accepted Accounting Principles (GAAP) sufficient to analyze, interpret, and prepare financial information, records, and reports; locate errors; and recommend solutions to procedural or other fiscal problems.
• Customer service sufficient to explain policies and procedures, answer questions, and address complaints of customers, employees, and other individuals verbally or written while maintaining confidentiality.
• Work processing sufficient to create, format, edit, print, and save in Microsoft products (Excel, Word, and Outlook) and office equipment (calculators, etc.).
• Mathematics skills sufficient to calculate, prepare, review and reconcile data and balance accounts, issue bills, invoices, account statements, and other financial statements according to established procedures.
• Ability to design, interpret and explain work procedures and operations and provide advice on fiscal policies and procedures.
• Knowledge of document/records management systems sufficient to store, categorize, maintain and retrieve electronic files. 

• Associate degree or two-year certificate in Accounting, Finance, or related field.
• Knowledge of the Integrated Statewide Records System (ISRS), Statewide Integrated Financial Tools (SWIFT), data warehouse retrieval, or other private or governmental accounting systems sufficient to query, compile and analyze records and reports, and assist with preparation and maintenance of spending plans, financial status reports and budget requests.
• Ability to interpret and explain expense reimbursement, travel and p-card policies and procedures to faculty, staff, and administrators.
• Self-motivation and the ability to work independently and meet crucial deadlines.
• Design work procedures and plan, organize and implement work assignments.
• Considerable knowledge of state payroll, personnel, and accounting system.
• Knowledge and ability to interpret  state, federal, and Minnesota State guidelines, laws and policies pertaining to student employment, business expense reimbursements, and travel cards.
• Ability to monitor and remain informed regarding changes in U.S. Citizenship and Immigration Services regulations, IRS regulations, labor regulations, and bargaining agreements.
• A demonstrated commitment to the principles of diversity, equity, inclusion, and anti-racism.

External Applicants: Apply for Vacancy Posting JR0000002390, on our career site: https://mn.gov/mmb/careers/search-for-jobs/ or at https://minnstate.wd1.myworkdayjobs.com/Minnesota_State_Careers/job/Bemidji/Accounting-Technician-Student---Payroll-Travel-Clerk_JR0000002460.

Current Employees: All current employees will need to log in to the career site in Workday to apply for a position. Employees will search for “Browse Jobs – Employees” in Workday via the search bar at the top to view open positions.
 
Internal Bid Process – Open for Bids from eligible AFSCME members from 5/27/2025 – 6/3/2025. Any current employee interested in this position and eligible to bid should submit a Bid Application by 4:30 p.m. on Tuesday, June 3^rd, 2025 to Mary Miller in the HR office at mary.miller@bemidjistate.edu. The bid form may also be found on the Human Resources website.

Note: Internal bid applications will be considered prior to filling the position via the public application process and, therefore, this posting may be closed due to contractual obligations.