Accountant: Travel at South African Bureau of Standards (SABS)

Purpose Statement

• To ensure that all travel related expenses are recorded on the relevant system and suppliers are paid within the stipulated times.

Minimum Requirements    
Qualification

• National Diploma / Diploma in Financial Accounting (NQF Level 6)

Experience

• 3 years relevant work experience in Accounts Payable or Payment Management
• Travel expense accounting experience is essential
• JDE experience is preffered

Duties and Responsibilities    
Functional Management

• Receive travel claims for three categories of travel i.e. domestic, international and regional for all SABS employees.
• Perform audits on all approved claims by ensuring that the advances paid reflect on the claim.
• Ensure that all valid and original supporting documents are submitted and that the claim is in line with the AS25 and the SABS travel policy.
• Adjust claims where required as per policy, reject if adjustment needs to be done or additional documentation needs to be submitted
• Generate payments to consolidate with Accounts Payable table
• Reconcile applicable suspense and expense accounts (travel expenses) by employee on a monthly basis.
• Generate a journal on a monthly basis for all adjustments or correction on reconciliations
• Generate a journal on a monthly basis to deduct all advances outstanding for claims not completed after 30 days.
• Generate report for deductions to be done by Payroll division
• Follow up on outstanding items over 60 days
• Follow up on approval of claims or submission of documentation.
• Generate weekly report for employees to be blocked from travelling and payment due to non-submission of expense claims.
• Inform Travel Agency of employees that are barred from making company bookings.
• Ensure that all outstanding claims are audited within the guidelines of the policy.
• Ensure the filing is completed timeously.

Risk and Compliance Management

• Assist in identifying and adhering to fraud controls, risk prevention principles, sound governance and compliance processes, and tools to identify and manage risks.
• Support and provide evidence to all internal and external audit and regulatory requirements
• Maintain quality risk management standards in line with ISO and regulatory requirements
• Maintain and enforce all related Service Level Agreements to minimise business risk and ensure business continuity.
• Adhere to all relevant laws, policies and Standard Operating Procedures throughout the organisation.

Stakeholder Management

• Build and maintain effective internal and external stakeholder relationships for the purpose of expectations management, knowledge sharing and integration, and to manage the organisation's reputation.
• Represent and participate in the organisation's committees and task teams when required.
• Convene and attend meetings and present relevant information stakeholders when required.
• Ensure efficient communication to all auditors and other finance team members
• Ensure the provision of excellent customer service
• Resolve queries and problems within span of control and within agreed time frames.
• Follow up on unresolved queries, complaints where required
• Liaise with relevant stakeholders regarding follow-up of information, as required.