Travel and Entertainment Administrator x2 – Paarl

Job Description

Responsibilities

TRAVEL COST ADMINISTRATION
Thompsons/Hertz/Avis Lodge Card monthly recording
Use prepopulated excel template prepared by the accountant to verify the Lodge card entries
Verify supplier invoices for correct VAT, GL, Cost centre, Business Area, and company coding
For incorrect coding, report to Accountant
Verify if the values on supplier invoices are aligned to the travel policy
Prepare and upload Park journal template on SAP with Test run to check for errors
Identify errors and rectify to pass test run
Park journal and update journal register

VISA Corporate Credit Card Checking
Generate Visa report on VISA Spend Clarity Enterprise to follow up daily on uncoded, miscoded and missing supporting documentation by travelers and unapproved transactions by Line Managers
Verify if the supporting documentation are aligned to:
GL coding for correct financial recording
VAT coding for SARS compliance
Aligned to the travel policy
Aligned to the value spend
Once convinced that all governance is met in the verifications, the administrator approves on VISA system to confirm accuracy, validity, and completeness
Thereafter the system requires a second and last approver, the Line Manager, to finalize the transaction for processing

Visa Corporate Credit Card recording
Use the prepopulated excel template prepared by Team Lead to upload Park journal on SAP with Test run
Identify errors and rectify to pass test run
Park journal and update journal register

Overseas Travel
Obtain and attach detail of trip on journal to assist with Tax schedules such as reason for trip, country of destination, departure and return dates of traveler

Hertz 30-day accounts
Obtain the car damaged reports from Supplier
Inform traveler, his Line Manager and Sasguard about accident
Advice process to traveler to lodge an insurance claim within 30 days with Sasguard
Create PO and GRV to pay supplier
Submit PO and Invoice to creditors for payment
Park journal to process refund from Sasguard
At month end check on supplier statement that all invoices have been attended to

Credit card administration
Administer new credit card applications
Check completed applications and sufficient documentation to submit to manager for signatory
Prepare letter for credit card limit changes to submit to manager for signatory
Reports suspected fraudulent transactions on VISA/Lodge cards
Report incorrect master data information to Line Manager

MOBILE PHONE ADMINISTRATION
Administration of split billing of the various mobile providers
Obtain contract register with contract periods and cell phone allowances per mobile user from HR Ops
Compare contract register to invoices received from cell phone provider
Verify employee allocations on contract register to current employee list
Report variances to HR Ops for rectification
Check that employee exits received from HR Ops have been removed from monthly billing
Report exits not removed from billing to HR Ops for following up with Service Provider
Create and GRV and PO’s for split billing monthly and submit to Accounts Payable for payment

Administration of company owned mobile phones of the various mobile providers
Update and maintain contract register as per TNET list of Service Provider
Monitor contract end periods and renew contracts only where a split billing contract option is not practical
New contracts (Company owned mobile phones)
Check the application completed by the user
Check if Line manager approved limit within policy
If all governances are met, obtain approval for company contract, and submit to Service Provider to process
Once the phone is issued, insure device with Sasguard
Maintain a proper filing system for contracts for auditing purposes

Cancelation of contracts
Prepare letter on letterhead to cancel expired contracts
Submit signed cancelation letter to Service Provider
Where need arise, compile and submit company approved letters to service providers for limit increases/decreases
Inform service providers of master data changes, SIM blocks/soft locks
Arrange SIM swops with service providers
Report insurance claims of company owned phones to Sasguard and request claim number
Create PO’s for repairs or insurance claims
Review annual renewal of insurance assessments for company owned phones and report interim adjustments/changes to Sasguard
Payment Process
Compare contract register allowances to invoices received from mobile phone provider
Verify employee allocations on contract register to current employee list
Check that master data change requests have been updated on monthly billing
Report deviations to Service Provider
Create and GRV PO’s for company owned mobile phones monthly and submit to Accounts Payable for payment

FINANCIAL CONTROLS
Balance sheet reconciliation
Identify transactions to be cleared between payments and expenses
If imbalanced check for outstanding entries not posted on VISA
Report transactions not within the travel policy
Obtain approval from travelers to recover entries on Recovery balance sheet account
For VISA corporate credit card transactions not coded / approved >30 days, follow up with traveler / line manager
Request blocking of corporate credit cards > 30 days by Team Lead

Stake holder engagement
Training and query management with credit card holder / travelers and line managers

Qualifications

Travel and Entertainment Administrator x2- Pepsico

“PepsiCo is an Equal Opportunity Employer in line with the Employment Equity Act”

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Source: https://www.pepsicojobs.com/