T&E Process Associate Shared Services

Cipla; Mumbai; On-site; INR 600,000 - 900,000; Full time

Job summary

Cipla in Mumbai seeks a detail-oriented T&E Process Associate to manage end-to-end travel and expense activities, ensuring policy compliance and accurate postings in the ERP. The role requires strong accounting fundamentals and hands-on experience with ERP systems.

You will handle airline/hotel/cab invoicing, employee reimbursements, vendor reconciliations, accruals, month-end closing, and reporting, while coordinating with travelers and travel desk to resolve discrepancies and maintain SLA

Qualifications

• Bachelor's degree in accounting, finance or commerce.
• 2–5 years of experience in Travel & Expense, accounts payable or similar finance role.
• Experience in a shared services environment is preferred.

Responsibilities

• Process T&E invoices end to end including GST/tax code checks.
• Audit expense claims against policy and ensure timely reimbursements.
• Reconcile corporate cards with invoices and ledgers.
• Post accruals and support month-end closing.
• Liaise with travellers and vendors to resolve queries.
• Prepare T&E reporting and monitor SLAs.
• Ensure adherence to internal controls and GST/TDS compliance.

Skills

Accounting principles

T&E processes

ERP systems

GST/TDS

MS Excel

Policy compliance

Attention to detail

Communication

Education

Bachelor's degree in accounting/finance/commerce

Tools

SAP

Oracle

Tally

SAP Concur

Job description

Job Summary

We are seeking a detail-oriented and process-driven T&E Process Associate with strong accounting fundamentals and hands-on experience in ERP systems. The ideal candidate will have a solid understanding of end-to-end Travel & Expense (T&E) processes in a shared services environment, including airline, hotel and cab invoice processing, employee expense reimbursements and corporate card reconciliations, while ensuring policy compliance, accuracy and timely processing.

Key Responsibilities

• T&E Invoice Processing: Process airline, hotel, cab and other travel-related vendor invoices end to end, including validation against booking data, GST/tax code and cost centre checks, and posting in the ERP.
• Expense Claims & Reimbursements: Audit employee expense claims against the Travel and Expense Policy, verify supporting documents and approvals, and ensure accurate and timely reimbursements through NEFT or payroll.
• Corporate Card & Travel Partner Reconciliation: Reconcile corporate card statements and travel agency booking data with invoices and ledger balances, and follow up on open items, unmatched bookings and cancellations or credit notes.
• Accruals & Month-End Closing: Prepare T&E provisions for bookings and invoices not yet received, post accrual entries, clear provisions on invoice booking and support month-end closing activities.
• Stakeholder Relations: Serve as the primary contact for travellers, the travel desk, approvers and travel vendors on queries related to claim status, invoice discrepancies and policy clarifications.
• Reporting & MIS: Prepare T&E aging, pending-approval and provision reports, track SLAs and outstanding items, and highlight policy deviations and exceptions to management.
• Compliance & Audits: Ensure adherence to internal controls and statutory requirements such as GST (including ITC on travel invoices) and TDS. Check for duplicate and policy-violating claims and provide documentation and support for internal and external audits.

Technical / Functional Skills

• Strong knowledge of accounting principles and concepts (journal entries, accruals/provisions, ledger reconciliation, Trial Balance, P&L)
• Working knowledge of T&E processes and policies, including airline, hotel and cab invoicing, per diem, expense claims and corporate card transactions
• Hands-on experience with ERP systems such as SAP, Oracle, Tally, or similar; exposure to expense or invoice workflow tools (e.g., SAP Concur, Cimmra) is an advantage
• Understanding of GST and TDS applicable to travel expenses, including ITC eligibility on air, hotel and cab invoices
• Proficient in MS Excel.
• Good understanding of T&E controls, duplicate checks, compliance, and month-end provisioning activities

Required Qualifications

• Education: Bachelors degree in accounting, Finance, or Commerce (B.Com) is typically preferred.
• Experience: 2–5 years (flexible based on skill set) of experience in Travel & Expense, accounts payable or a similar finance role, preferably in a shared services environment.
• Software Proficiency: Hands-on experience with ERP systems like SAP, Tally, etc.; exposure to expense management tools is a plus.
• Technical Skills: Intermediate to advanced proficiency in MS Excel (VLOOKUPs, Pivot Tables) for reconciliations and reporting.

Core Competencies

• Attention to Detail: Exceptional accuracy in verifying claims, invoices and supporting documents against policy.
• Problem-Solving: Ability to resolve booking-to-invoice mismatches, duplicate claims and reimbursement disputes efficiently.
• Communication: Strong verbal and written skills for interacting with travellers, approvers, travel desk and vendors.
• Policy Orientation & Integrity: Commitment to policy compliance and discretion in handling confidential employee travel and expense data.
• Time Management: Ability to prioritize tasks and meet SLAs and tight month-end deadlines in a fast-paced environment.