Travel and Entertainment Administrator X2

**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**:

- 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 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 tr