Pavan Kumar KS

• Review and set up Clinical Trial Agreements (CTAs) in the Insite system.
• Configure reimbursable and visit budgets in accordance with contractual terms.
• Apply contract amendments submitted through SharePoint or other authorized sources.
• Review documents uploaded to the eTMF system (Wingspan) and complete contract setup.
• Process PIF (banking or vendor changes) by obtaining sponsor approval along with the relevant amendment documents and notification letters.
• Process reimbursable and visit-based invoices submitted via CSM (Customer Service Management – Salesforce tool).
• Ensured compliance with country-specific regulations across APAC, EMEA, LATAM, the US, and Canada, communicating updates to colleagues to mitigate risks.
• Generate payment release numbers for invoices to facilitate site payments.
• Collaborated with CRAs to verify and update EDC status for sites, resolving discrepancies in pro forma values to ensure accurate reporting.
• Address site queries in alignment with the assigned protocol.
• Perform 10% audit checks and support site closeout activities.
• Respond to sponsor queries and project lead concerns in a timely manner.
• Conducted sponsor calls to address protocol-related challenges and provided timely updates on invoice status, fostering clear communication and trust.
• Maintain a user registration tracker for site SPOCs to access the payment portal for invoice submission, remittance tracking, and protocol-level visibility.
• Update open items trackers and provide redline comments within agreed timelines.
• Managed additional ad hoc requests according to project requirements.

Accounts Payable

• Validate AP invoices on a daily basis using IBPS/Quickbase tools
• Review and verify vendor invoices against POs, non-POs, credit notes, and agreement-based billing
• Post invoices accurately in SAP/Navision systems
• Execute vendor payment processing in a timely manner.
• Generate and maintain vendor open item reports.
• Perform GR/IR reconciliation to ensure accuracy of financial records
• Assist vendors and requesters with invoice uploads to vendor portals/Quickbase
• Conduct intercompany account reconciliations
• Review vendor accounts and manage block/unblock status as required
• Develop SOPs and provide training to new team members

Travel and expenses processes

• Verify and approve employee expense reports in SAP Concur.
• Record and account for travel claims in SAP on a daily basis.
• Process and account forex advances against employee accounts.
• Manage cash advance requests for employees in cases of overdue travel settlements.
• Handle generic mailbox communications and address employee queries promptly.
• Prepare travel aging reports and monthly MIS reports.
• .Prepare and send travel advance recovery notifications to employees.
• Coordinate with payroll by sharing recovery files.
• Send reminders to employees regarding corporate credit card usage and dues.
• Manage collection of corporate credit cards from employees when required.
• Assist in internal and statutory audits by providing necessary documentation.
• Develop and maintain Standard Operating Procedures (SOPs).
• Share invoices with the tax team for VAT refund processing.
• Provide travel clearance for exiting employees in coordination with relevant teams