Program Travel Specialist

Applied Research Solutions; Beavercreek (OH); On-site; USD 55,000 - 75,000; Full time

Job summary

Applied Research Solutions is seeking a Program Travel Specialist to coordinate end‑to‑end program travel, ensure JTR compliance, and manage funding records and invoicing. You will track travel costs, support reconciliations, and coordinate with CORs and travelers to maintain accurate funding data.

This role requires strong organizational skills, attention to detail, and the ability to work independently within government contracting frameworks.

Qualifications

• 2+ years of experience coordinating travel authorizations, expense reporting, or program operations.
• Proficiency in MS Excel and other MS Office applications.
• Strong written and verbal communication with government representatives and travelers.
• Ability to work independently and manage multiple priorities and deadlines.

Responsibilities

• Maintain travel tracking spreadsheets and ensure funding ceilings are not exceeded.
• Communicate remaining travel funding after contract modifications and provide data to CORs.
• Review TARs for JTR compliance and coordinate revisions with travelers and travel personnel.
• Submit TARs to government CORs and track approvals through completion.
• Provide weekly program travel updates and support SPOT reporting, insurance, and security requirements.
• Monitor travel expense submissions to ensure timely reimbursement and invoicing.
• Update end-of-period travel costs for FMER and provide data to stakeholders.
• Manage Travel Authorization Form updates when LOE changes and assign travel charge numbers.
• Perform other duties as assigned.

Skills

Travel coordination

Financial tracking

Attention to detail

Microsoft Excel

Communication

Independence

Education

Bachelor’s degree in Finance/Accounting/Business/Economics or related field

Tools

Costpoint

SPOT reporting

Job description

ARS is looking for a Program Travel Specialist to support our HN EPASS program. The Program Travel Specialist is responsible for the end-to-end coordination, administration, tracking, and financial oversight of program-related travel. This position ensures travel requests comply with applicable Joint Travel Regulations (JTR), contract requirements, and government approval processes while maintaining accurate travel funding records and supporting timely reimbursement and invoicing.

Why Work With Us?

Applied Research Solutions (ARS) is respected as a world-class provider of technically integrated solutions as we deliver premier talent and technology across our focused markets for unparalleled, continuous mission support. Awarded a Best Places to Work nominee since 2020, ARS recognizes that without our career- driven, loyal professionals, we would not be able to deliver state-of-the-art results for our mission partners. We firmly believe that prioritizing our employees is of the upmost importance. We provide a culture where our employees are challenged to meet their career goals and aspirations, while still obtaining a work/life balance. ARS employees are motivated through our industry competitive benefits package, our awards and recognition program, and personalized attention from ARS Senior Managers.

Responsibilities

• Travel Tracking and Funding Management: Maintain the program travel spreadsheet to track planned and actual travel costs and ensure projected expenditures remain within established project funding ceilings. Monitor available travel funding, identify potential shortfalls, and coordinate funding requirements with government CORs.
• Funding Notifications and Reconciliation: Following each contract modification, calculate and communicate remaining travel funding limitations and anticipated funding needs. Provide actual travel expenditure data to CORs and maintain alignment between government and internal funding spreadsheets.
• Travel Authorization Review and Compliance: Review Travel Authorization Requests (TARs) for compliance with JTR, contract requirements, and government approval criteria. Coordinate with travelers and internal travel personnel to correct incomplete or noncompliant requests, including multiple rounds of revisions as needed. Ensure requests submitted outside the 10-day advance submission window include appropriate traveler justification before submission.
• Government Approval Coordination: Submit TARs to the appropriate government CORs for approval and track requests through completion. Communicate approved authorizations to travelers and ensure government approval is received before travel arrangements are made. Coordinate special authorization requirements for conferences, training, medical accommodations, and other exceptions requiring approval from government program or contracting personnel.
• Travel Reporting and Program Communication: Provide weekly updates during program meetings on travel status, pending approvals, funding concerns, compliance issues, and other matters requiring attention. Report overseas travel weekly to support applicable SPOT reporting, insurance, security, and other program-specific requirements.
• Travel Expense and Invoice Support: Monitor program personnel and subcontractor travel expense submissions to ensure timely reimbursement processing and availability of supporting documentation. Follow up on outstanding expenses and coordinate with internal finance personnel and subcontractors to facilitate timely invoicing and minimize unbilled costs and end-of-contract reconciliation.
• Actual Cost Reporting: Update travel tracking records with actual trip-level expenditures at the end of each reporting period to support inclusion in the Financial Management and Expenditure Report (FMER). Provide accurate actual cost information to government CORs and internal stakeholders for financial reporting and reconciliation.
• Travel Form and Charge Number Administration: Update and distribute the Travel Authorization Form whenever a new Level of Effort (LOE) is provided to ensure current positions and labor categories populate the form. Assign appropriate travel charge numbers for program personnel using the most current LOE and program information.
• Other duties as assigned

Qualifications

Required:

• Must be a US citizen
• 2+ years experience coordinating travel authorizations, expense reporting, financial tracking, or program operations.
• Strong organizational skills, attention to detail, and ability to manage multiple priorities and deadlines.
• Proficiency in Microsoft Excel and other Microsoft Office applications.
• Strong written and verbal communication skills and the ability to coordinate with government representatives, travelers, and subcontractors.
• Ability to work independently, resolve discrepancies, and escalation issues appropriately.

Preferred:

• Bachelor’s degree in Finance, Accounting, Business, Economics, or related field (or equivalent experience)
• Experience supporting U.S. Government or Department of Defense contracts.
• Familiarity with JTR, government travel authorization processes, and COR approval workflows.
• Experience with contract funding tracking, financial reconciliation, subcontractor expenses, and invoicing.
• Familiarity with Costpoint, SPOT reporting, and LOE documentation.

All positions at Applied Research Solutions are subject to background investigations. Employment is contingent upon successful completion of a background investigation including criminal history and identity check.
This contractor and subcontractor shall abide by the requirements of 41 CFR 60-741.5(a). This regulation prohibits discrimination against qualified individuals on the basis of disability and requires affirmative action by covered prime contractors and subcontractors to employ and advance in employment qualified individuals with disabilities.
This contractor and subcontractor shall abide by the requirements of 41 CFR 60-300.5(a). This regulation prohibits discrimination against qualified protected veterans and requires affirmative action by covered contractors and subcontractors to employ and advance in employment qualified protected veterans.