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Expense Administrator

Carrie E
Meet Carrie! Carrie is the Expense Administrator for Medxcel. She reports to the Director of Supply Chain and is responsible for overseeing Medxcel’s corporate expense reimbursement, online travel, and credit card programs. She maintains the expense system and assists with business travel arrangements and corporate credit card activity. She assists associates with any issues and provides reports to accounting leaders to ensure accuracy and consistency within corporate card expenses and business travel. Carrie has a degree in travel from Ball State University and worked in the travel industry prior to joining Medxcel. She loves that this position allows her plenty of opportunity to work directly with associates in addition to her reporting responsibilities.
 
“The corporate culture at Medxcel and my coworkers are the best part of my job. My team is awesome; there is a lot of work, but we also have a lot of fun.”
 

Can you describe your day-to-day responsibility?

On a day-to-day basis I manage corporate credit cards with our bank, review expense reports for compliance with policies, manage expenses and travel and answer any expense questions our associates might have. I help process new credit card requests and changes and provide approval for credit card use in emergency situations that fall outside of our normal parameters. In addition, I provide regular reports and monthly dashboards around travel and expenditures and month-end reports for the finance department. I reconcile credit card charges with our bank each month.
 

How has Medxcel assisted you in your career development? 

Medxcel provides many opportunities for training and development. This past year I attended a credit card technology conference where I learned about the latest in technology offerings including virtual cards. I also received advanced training on Concur, our expense system. This in-depth training has allowed me to grow my role as the on-site administrator for the Concur system at Medxcel. I now have back-end access to the system, making me more self-sufficient and able to make changes as requested without waiting on assistance from the vendor. I also regularly attend webinars on a variety of topics.
 

What is the best part of your job?

The corporate culture at Medxcel and my coworkers are the best part of my job. My team is awesome; there is a lot of work, but we also have a lot of fun. I enjoy the social aspect of talking to associates each day, whether in-person (pre-COVID) or virtually as we work together to solve problems.
 

Which of Medxcel’s Core Values is most important to you?

I love that Service of the Poor is one of our Core Values. In past positions I have not had much human interaction, but at Medxcel I am supporting people in need, whether it’s an associate with an issue or helping to serve the patients in our client sites, especially in an emergency situation such as a hurricane or a pandemic. What I’m doing means something, to our patients and to our technicians who are providing a safe healing environment.
 

What is the most unusual situation you’ve encountered?

My second month here, one of our associates needed to use their corporate credit card at a pet store. That type of vendor is outside of our normal scope for hospital associates. Upon investigating the situation, I learned that one of our hospital sites had swans in their pond that needed to be boarded in the winter. As part of our facilities management services it turned out that caring for the swans was a valid expense.
 

What is one thing that you have learned during your time in this role?

I’ve learned that each of us has a unique role and our own expertise and we all must work together. For example, the Concur system is easy for me, but I have to learn to step back and have patience when I talk someone through their issues with the system. It may be my area of expertise but not theirs. It takes all of us working together for the organization to be successful.
 
 

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