Occupational Standard - SSC/N2303 | SSC

Occupational Standard - SSC/N2303

Occupational Standard - SSC/N2303
Code SSC/N2303
Version 0.1
Industry Sub-Sector IT-ITeS/Business Process Management
Title Pay invoices and claims
Description This unit is about making payments to vendors and personnel/employees following approval of invoices and travel and expenses claims, as part of an outsourced finance and accounting process.
Scope

Scope

This unit/task covers the following:

Payment types:

·     wire payments

·     EFTs

·     BACs

·     ACHs

Appropriate people:

·     line manager

·     cost centre managers

·     subject matter experts

Performance Criteria

Performance Criteria (PC) w.r.t. the Scope

 

To be competent, you must be able to:

PC1.        check systems to verify whether approved invoices and claims have already been paid

PC2.        carry out random checks on approved invoices and claims, as required

PC3.        identify any issues with approved invoices and claims and clarify these with appropriate people

PC4.        prepare batches of invoices and claims for pay-run , following your organization’s policies, procedures, guidelines and client-specific SLAs

PC5.        check pay-run with peers and/or supervisor, as required

PC6.        submit pay-run for review and approval by appropriate people

PC7.        respond promptly to payment queries from vendors and personnel/ employees referred by the accounts payable helpdesk

PC8.        reconcile payments against bank statements on a periodic basis, as required

PC9.        liaise effectively with banks regarding any queries about reconciliation or non-receipt of authorized payments

PC10.    obtain advice and guidance from appropriate people, where required

PC11.    comply with your organization’s policies, procedures, guidelines and client-specific SLAs when paying invoices and claims

Knowledge

Knowledge and Understanding (K)

A.      Organizational

 Context (Knowledge of the company/  organization and  its processes)

You need to know and understand:

KA1.     Your organization’s policies, procedures, guidelines and client specific SLAs  for invoice and claims payments and your role in applying these

KA2.    Your organization’s systems, tools and processes for recording and paying vendor invoices and travel/expenses claims

KA3.    Your organization’s procedures and processes for preparing, submitting and approving pay-run

KA4.     Data/information required to process invoices and claims

KA5.     Who to involve when preparing, checking and submitting pay-run

KA6.     Different payment types used by your organization

KA7.     Your organization’s processes and guidelines for communicating with banks

KA8.     The importance of reconciling payments against bank statements periodically and how to do this

KA9.     The purpose and importance of payment terms for invoices and claims

KA10.    How to identify the required timescales for invoices and claims and the importance of complying with these

KA11.   The importance of checking pay-run with others

KA12.   How to clarify identified issues and who to seek guidance from to resolve these

KA13.   Your organization’s products and services and those of competitors

KA14.   Who to obtain advice and guidance from

KA15.    Methods and techniques when working with others

KA16.   Standard tools and templates available and how to access and use these

KA17.    Your organization’s policies and procedures for recording and storing records, maintaining information security and protecting data and the importance of complying with these

B. Technical  

     Knowledge

You need to know and understand:

KB1.     Common issues that may arise with approved invoices and travel and expenses claims and how to resolve these

KB2.     Different codes,  coding structures and code blocks for vendors, cost centre’s, accounts and tax purposes and how to select appropriate codes

KB3.     How to prepare batches of invoices and claims for pay-run

KB4.     Types of queries referred from the accounts payable helpdesk and the standard responses to these

KB5.     Types of queries about reconciliation and non-receipt of payments that may arise and how to address these

KB6.     The impact of wrong and delayed payments and how to handle exceptions

KB6.     How recording the causes of payment errors and delays can improve future performance and how to do so

Skills

Skills (S)

A.      Core Skills/ Generic Skills

Writing Skills

You need to know and understand how to:

SA1.     Complete accurate well written work with attention to detail

SA2.     Communicate with others in writing

Reading Skills

You need to know and understand how to:

SA3.     Follow guidelines, procedures, rules and service level agreements

Oral Communication (Listening and Speaking skills)

You need to know and understand how to:

SA4.     Listen effectively and orally communicate information accurately

SA5.     Ask for clarification and advice from others

B.      Professional Skills

 

 

Decision Making

You need to know and understand how to:

SB1.     Follow rule-based decision-making processes

SB2.     Make decisions on suitable courses of action

Plan and Organize

You need to know and understand how to:

SB3.     Plan and organize your work to achieve targets and deadlines

CustomerCentricity

You need to know and understand how to:

SB4.     Carry out rule-based transactions in line with customer-specific guidelines, procedures, rules and service level agreements

SB5.     Work effectively in a customer facing environment

SB6.    Deliver consistent and reliable service to customers

Problem Solving

You need to know and understand how to:

SB7.    Refer anomalies to the supervisor

SB8.     Seek clarification on problems from others

Analytical Thinking

You need to know and understand how to:

SB9.     Analyze data and activities

SB10.    Pass on relevant information to others

Critical Thinking

You need to know and understand how to:

SB11.    Apply balanced judgments to different situations

Attention to Detail

You need to know and understand how to:

SB12.    Check your work  is complete and free from errors

SB13.    Get your work checked by others

Team Working

You need to know and understand how to:

SB14.    Contribute to the quality of team working

SB15.    Work effectively in a team environment

C.      Technical Skills

You need to know and understand how to:

SC1.  use information technology effectively to input and/or extract data accurately

SC2.  identify and refer anomalies in data

SC3.  store and retrieve information

SC4.  keep up to date with changes, procedures and practices in your role

SC5.  use software packages and tools specific to your field of expertise

Attachment os_attachments/SSC_N2303_V0.1.pdf
Last Review On May 18, 2015, 3:23 p.m.
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