PA Employee Claim Processing

Job Purpose

The Process Associate (PA) - Employee Claim Processing is responsible for timely, accurate, and compliant processing of employee reimbursement claims within the centralized Accounts Payable function of FORCE.

The role is responsible for reviewing, validating, accounting, and processing employee claims related to travel, accommodation, conveyance, mobile expenses, internet reimbursement, business expenses, medical reimbursements, relocation expenses, training expenses, meal reimbursements, and other company-approved employee reimbursements.

The position ensures employee claims are processed in accordance with company policies, approval matrices, audit requirements, taxation guidelines, and internal controls. The role validates supporting documents, verifies policy compliance, identifies discrepancies, and facilitates timely claim settlement to enhance employee experience and operational efficiency.

The Process Associate contributes towards maintaining strong financial controls, ensuring policy adherence, supporting audit readiness, and delivering a seamless employee reimbursement process across all business units serviced by FORCE.

Key Result Areas/Accountabilities:

Key Result Areas / Accountabilities

Supporting Actions

Employee Claim Processing

• Process employee reimbursement claims accurately and within SLA timelines.
• Process domestic travel claims with minimum 98% accuracy.
• Ensure complete review of supporting documentation.
• Verify claim details prior to posting.
• Support timely reimbursement settlement.
• Maintain transaction accuracy and completeness.

Claim Validation & Policy Compliance

• Validate claims against approved reimbursement policies.
• Check employee eligibility and entitlement limits.
• Verify approvals as per authority matrix.
• Review bills, receipts, and supporting documents.
• Identify non-compliant or duplicate claims.

Exception Management

• Identify discrepancies and policy deviations.
• Follow up with employees for missing documents.
• Track pending and rejected claims.
• Resolve claim-related queries promptly.
• Escalate complex cases where required.

Compliance & Controls

• Ensure compliance with company reimbursement policies.
• Maintain complete supporting documentation.
• Adhere to accounting and tax requirements.
• Support audit and compliance reviews.
• Ensure proper documentation retention.

Productivity & SLA Management

• Achieve daily, weekly, and monthly processing targets.
• Meet service level commitments consistently.
• Reduce processing backlog.
• Improve transaction turnaround times.
• Maintain expected productivity and quality levels.

Employee & Stakeholder Support

• Respond to employee reimbursement queries.
• Coordinate with managers and approvers.
• Support HR and Payroll teams where required.
• Facilitate smooth reimbursement processing.
• Enhance employee experience through effective service delivery.

Continuous Process Improvement

• Identify recurring claim-related issues.
• Recommend process simplification opportunities.
• Support automation and digitization initiatives.
• Participate in process improvement projects.
• Contribute towards standardization of reimbursement processes.