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

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