Travel Management Specialist

Canvas Inc.•Huntsville, AL

8d•Onsite

About The Position

The selected candidate will provide comprehensive support for travel authorizations, vouchers, traveler profiles, and lines of accounting within the Defense Travel System (DTS). This role involves reviewing travel documents for accuracy, completeness, and compliance with Federal, DoD, Army, and Joint Travel Regulations. The specialist will also manage traveler profiles, assist travelers with inquiries, track travel documents, prepare reports, and support policy and procedure development. Additionally, the role requires protecting sensitive government information and supporting organizational transitions related to travel. Key responsibilities include reviewing travel authorizations and vouchers for compliance with regulations, verifying expenses and supporting documentation, managing traveler profiles and lines of accounting, providing customer service and assistance to travelers, tracking travel documents, preparing status reports, staying current on travel regulations, and assisting with audits and organizational transitions. The role also emphasizes protecting Personally Identifiable Information (PII) and other sensitive government information.

Requirements

3-5 years MINIMUM of related travel reviewer experience with the Defense Travel System
Active U.S. DoW Secret clearance is required to perform this work.
Candidates are required to have a Secret clearance upon hire, and the ability to maintain this clearance level during employment
Extensive hands-on experience utilizing the Defense Travel System (DTS) and an in-depth working knowledge of the Joint Travel Regulations (JTR).
Proven ability to perform and thrive in a highly dynamic, fast-paced work environment supporting a high OPTEMPO military or government organization.
Prior experience supporting an Army Project Office or similar command-level organization.
High degree of professionalism and strict attention to detail, specifically regarding financial accuracy and regulatory compliance.
Proficient with Microsoft Office Suite (Word, Excel, PowerPoint, Outlook, SharePoint) and Adobe Acrobat.
Excellent written and oral communication skills, with the ability to clearly brief leadership and effectively assist travelers across all ranks and grades.

Nice To Haves

Demonstrated ability to resolve complex travel routing, funding, and ticketing issues under tight deadlines.
Dependable self-starter with strong interpersonal skills, capable of multitasking and prioritizing assignments effectively both independently and within a team environment

Responsibilities

Review DTS travel authorizations for accuracy, completeness, and compliance with applicable Federal, DoD, Army, and Joint Travel Regulations.
Review travel dates, destinations, itineraries, purpose of travel, and estimated expenses.
Verify that required supporting documentation and Exception to Travel (ETP) are attached to travel authorizations.
Review transportation arrangements, including airfare, rail, POV mileage, rental vehicles, taxis, rideshare, parking, and tolls.
Review lodging selections and identify potential lodging rates or authorization issues.
Review requests for actual expense reimbursement and required supporting justification.
Verify and identify missing, incomplete, or potentially incorrect LOAs and coordinate corrections with appropriate Government personnel.
Identify discrepancies and return travel authorizations to travelers for correction when appropriate.
Conduct quality-control reviews before authorizations proceed to Government Approving Officials (AO).
Review DTS vouchers for accuracy and completeness prior to Government certification.
Compare actual travel expenses against the approved travel authorization.
Review lodging expenses and receipts for accuracy and completeness.
Review transportation expenses and supporting documentation.
Review rental vehicle, fuel, parking, toll, taxi, rideshare, and other reimbursable expenses.
Review meals and incidental expenses (M&IE) for accuracy.
Review travel dates and actual itinerary against the approved authorization.
Verify required receipts and supporting documentation are uploaded to DTS.
Verify that the appropriate LOA is present and properly associated with the voucher.
Identify discrepancies between authorization and voucher information.
Return deficient vouchers to travelers for correction and resubmission.
Maintain records of recurring voucher deficiencies and trends.
Review and maintain traveler profiles in DTS.
Verify traveler contact information, organizational information, and other required profile data.
Identify outdated, incomplete, or inaccurate traveler profile information.
Assist travelers with updating profile information.
Coordinate required profile changes with DTS administrators and appropriate Government personnel.
Support traveler profile updates resulting from organizational realignments, personnel transfers, onboarding, and other organizational changes.
Verify that required Lines of Accounting are included in DTS travel authorizations and vouchers.
Identify missing, inactive, incomplete, or potentially incorrect LOAs.
Coordinate LOA discrepancies with designated Government financial, budget, resource management, or FDTA personnel.
Provide professional customer service to PAE Fires military and civilian travelers.
Respond to traveler questions concerning DTS authorizations, vouchers, receipts, profiles, and supporting documentation.
Assist travelers in understanding and correcting identified deficiencies.
Coordinate complex or unresolved issues with the PAE Fires Payroll and Travel Office.
Communicate effectively with travelers, Authorizing Officials, Certifying Officials, DTS administrators, and other Government personnel.
Track customer inquiries and unresolved issues as required.
Conduct quality-control reviews of completed travel authorizations and vouchers.
Identify recurring errors and deficiencies across PAE Fires organizations.
Monitor travel documents for completeness, accuracy, and timely processing.
Identify potential duplicate claims, unsupported expenses, and documentation deficiencies.
Conduct periodic sampling of completed travel documents as directed.
Document review findings and corrective actions.
Recommend improvements to travel processing procedures and internal controls.
Maintain travel tracking tools and databases for assigned travel documents.
Track authorization and voucher status from initial review through completion.
Monitor outstanding and aging travel documents.
Track documents returned to travelers for correction.
Maintain records of identified deficiencies and corrective actions.
Prepare recurring travel status reports and management metrics.
Identify trends and provide recommendations to improve travel processing.
Stay current on applicable Federal, DoD, Army, and Joint Travel Regulations and PAE Fires travel procedures.
Assist with developing traveler training materials and job aids.
Assist the PAE Fires Payroll and Travel Office with internal travel reviews and audits.
Identify potential compliance issues and elevate them to appropriate Government personnel.
Maintain documentation supporting completed reviews.
Assist with identifying corrective actions resulting from audits or quality-control reviews.
Assist with DTS travel support during organizational realignments and transitions.
Support traveler profile updates associated with personnel transfers and organizational changes.
Support DTS administration during Transfer of Function activities and other PAE Fires organizational transitions.
Assist with identifying travelers who require updates to profiles, routing, LOAs, or other travel-related information.
Protect Personally Identifiable Information (PII), financial information, and other sensitive Government information.
Follow applicable Army, DoD, and Federal cybersecurity and information protection requirements.
Maintain confidentiality of traveler and financial information.