Expense Associate

At the University of Waterloo, we create and promote a culture where everyone can reach their full potential. As an employee, you get support & opportunities that empower you to advance your career. Explore how we can bring big ideas to life, together. The University is a welcoming workplace for those of all abilities, interests, and expertise. As part of our workforce, you can do what you do best, every day.

Learn more about our recruitment process.

Job Requisition ID:

2026-00799

Time Type:

Full time

Employee Group:

Staff

Job Category:

Financial Planning and Reporting

Employment Type:

Temporary

Department:

Finance - Payments and Expenses

Hiring Range:

$56,494.16 - $70,617.70

Posting Information:
This posting is for an existing vacancy.

This role is being offered as a temporary contract

Term - 20 months

Job Description:

Primary Purpose

The Expense Associate is accountable for applying knowledge of policies and procedures to record non-salary expenses related to suppliers, employees and students. The University’s non-salary expenses require a broad understanding of allowable business expenses, accounting and tax issues, and the ability to apply professional judgment. Objectives are achieved by entering transactions, reviewing documentation, understanding policies and procedures, categorizing expenses, ensuring compliance, contributing to continuous improvement and influencing best practices.

Key Accountabilities

Process vendor invoices and expense claims:

• Ensure accurate and timely entry and processing of non-salary expenses related to suppliers, employees and students in various currencies

• Review transactions for accuracy, appropriate documentation, authorization, and expense categorization in keeping with UW policies and procedures

• Match supplier invoices to purchase orders and receiving documents, where required

• Calculate appropriate tax rebates

• Participate in the month-end/year-end close process; ensure tax and fiscal year end cut-offs are met

• Reconcile statements of account from suppliers and resolve invoice holds

• Process cash/travel advances and follow up with claimants to ensure timely settlement

• Record invoices with a prepaid component according to established procedures

Maintain appropriate system configuration and accurate supplier account records:

• Create new suppliers in ERP system and assist in resolving related issues

• Participate in implementation of enhancements and/or troubleshooting of the ERP system, with the goal of ensuring the system is optimally configured for invoice processing

• Keep abreast of advances in the P2P process and participate in process improvement initiatives

Provide advice, training and direction:

• Work with representatives campus-wide to ensure that University policies and procedures are understood and followed

• Respond to inquiries and communicate financial information to a diverse set of client groups

• Communicate with stakeholders to answer questions related to the status of the University’s account, outstanding invoices, or obtain information in order to issue payment

Other Duties:

• Participate in, and support other department projects related to year-end, process improvement, etc.

• Provide administrative support as required

Required Qualifications

Education

• Post-secondary courses in accounting or equivalent education and experience

Experience

• Previous experience in an enterprise wide computerized accounting environment

• Fundamental understanding of Accounts Payable processes and procedures

• Experience with invoice entry/matching in an Accounts Payable role is an asset

Knowledge/Skills/Abilities

• Demonstrated ability to prioritize and manage high-volume assignments accurately and efficiently

• Excellent attention to detail

• Strong analytical and problem solving, interpersonal, organizational and communication skills

• Tact, judgment, and diplomacy are essential

• Demonstrated ability to work independently and handle confidential information

• Advanced MS Office skills including Excel and Word

• Excellent organizational and planning skills

• Comfort and clarity in explaining accounting information, as well as organizational procedures and policies

Equity Statement

The University of Waterloo acknowledges that much of our work takes place on the traditional territory of the Neutral, Anishinaabeg, and Haudenosaunee peoples. Our main campus is situated on the Haldimand Tract, the land granted to the Six Nations that includes six miles on each side of the Grand River. Our active work toward reconciliation takes place across our campuses through research, learning, teaching, and community building, and is coordinated within the Office of Indigenous Relations.

The University values the diverse and intersectional identities of its students, faculty, and staff. The University regards equity and diversity as an integral part of academic excellence and is committed to accessibility for all employees. The University of Waterloo seeks applicants who embrace our values of equity, anti-racism and inclusion.  As such, we encourage applications from candidates who have been historically disadvantaged and marginalized, including applicants who identify as First Nations, Métis and/or Inuk (Inuit), Black, racialized, a person with a disability, women and/or 2SLGBTQ+.

Positions are open to qualified candidates who are legally entitled to work in Canada.

The University of Waterloo is committed to accessibility for persons with disabilities. If you have any application, interview, or workplace accommodation requests, please contact Human Resources at [email protected] or 519-888-4567, ext. 45935.