What are the responsibilities and job description for the Travel Management Specialist position at Canvas?
Duties
The selected candidate will provide comprehensive support including:
Travel Authorization Review
Required Skills/Experience:
Education Requirements: High School diploma and DTS experience in a DoD program/project office environment is required.
Preferred/ Desired Skills
The selected candidate will provide comprehensive support including:
Travel Authorization Review
- 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.
Required Skills/Experience:
- 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.
- Travel: Less than 10% in the Continental United States (CONUS)
Education Requirements: High School diploma and DTS experience in a DoD program/project office environment is required.
Preferred/ Desired Skills
- 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