Travel and Entertainment Administrator x2 - Paarl at PepsiCo

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

Continuous Development

• Back up for other travel and mobile portfolios

Qualifications

• Matric with Accounting Diploma
• Min of 3 years Accounting / Admin experience
• MS Office literate - Excel (Including pivots and VLOOKUP’s)
• SAP knowledge
• Knowledge of creditors reconciliation