Reporting directly to the AP - Travel Accounting and Expenses Finance Manager, the AP Employee Expenses Specialist is part of a team responsible for the processing of employee expense claims, and all aspects of the expense reimbursement process. The Employee Expenses Specialist will be required to maintain and archive complete and accurate records, as well as keep the expense policy up-to-date and visible to all staff within TUI UK&I.
TUI UK&I currently have c. 6,000 staff, all of whom can claim expenses through the current process. On average, the team will receive c. 3,000 expense claims each month, so the Employee Expenses Specialist will be expected to process these accurately and in a timely fashion. The team audit employee expenses and this will need to be dealt with sensitively, whilst ensuring compliance with current policy and current VAT and PAYE legislation.
The Employee Expenses Specialist is expected to build a positive working relationship with all key stakeholders, and deliver a best-in-class service.
What you will be doing
Process employee expense claims in accordance with pre-approved SLAs from the date they are received.
Maintain and archive complete and accurate records to support VAT and PAYE filings, and to satisfy audit and statutory requirements
Report any breaches of internal controls to Senior Management
Provide guidance and advice to people within the business, in conjunction with the Group’s VAT and PAYE experts on a wide range of areas
Work with our corporate card provider to obtain and manage card data
Approve, set up, cancel and reinstate all corporate cards issued to employees
Liaise with Procurement to provide them with key data on card usage in respect of the management of any rebates available to the business
Maintain, publish and communicate any changes in company expense policy
Clarify employee queries on the expense claims process
Resolve any queries raised by 3rd parties (e.g. card issuer)
Assist the AP Travel Accounting and Expenses Manager with activities to provide cover, including the preparation of all necessary SLA and KPI statistics to monitor the performance of the Expenses team
Support and implement continuous improvement opportunities (both system and procedural)
Ensure all internal controls and fully adhered to and make recommendations for improvement
Undertake other adhoc activities as deemed necessary
What we are looking for
Good working knowledge of VAT and PAYE regulations in current issuance
Ability to deal with senior outside agencies (HMRC/Card issuer) is essential
Excellent communication skills, both written and oral, and the ability to make this appropriate for the level within the organisation being dealt with
Excellent attention to detail
Excellent MS Office skills essential
Good influencing skills
Good interpersonal skills including persuasiveness and/or assertiveness skills
Good analytical and problem solving skills
Good organisational skills – able to work to tight deadlines
Experience of working in a Shared Service Centre an advantage
Working within TUI group
TUI Group is one of the world’s leading leisure travel groups, with over 220 trusted brands in 180 countries and more than 30 million customers.
TUI UK and Ireland is the UK’s largest tour operator with key brands including Thomson, First Choice and Thomson Cruises. Sub brands include Thomson Sensatori, Thomson Couples, Thomson Family Resorts, First Choice Holiday Villages and SplashWorld Resorts.
TUI UK and Ireland’s airline, Thomson Airways, is the UK’s third largest airline with 61 aircraft operating to over 73 destinations in 20 countries. Thomson Airways was the first airline in the UK to take delivery of Boeing’s 787 Dreamliner and is flying the aircraft on long haul flights.
We employ a team of 13,300 colleagues, serving 5.2 million customers each year.
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