Travel Management Specialist

Canvas; Huntsville (AL); On-site; USD 65,000 - 85,000; Full time

Job summary

Canvas in Huntsville, AL is seeking a Travel Reviewer to provide comprehensive support for DTS travel authorizations and vouchers. You will verify accuracy, ensure regulatory compliance with DoD/JTR, and manage traveler profiles and LOAs within the DTS system.

You will coordinate with government personnel, respond to traveler inquiries, and maintain records of deficiencies and corrective actions, contributing to efficient and compliant travel processing.

Qualifications

• High School diploma required; DTS experience in a DoD program/project office is required.
• 3–5 years MINIMUM of travel reviewer experience with Defense Travel System
• Active U.S. DoW Secret clearance required to perform this work; must obtain and maintain Secret clearance
• Extensive hands-on experience with DTS and knowledge of JTR regulations; ability to thrive in a fast-paced government environment
• Proficient with Microsoft Office Suite and Adobe Acrobat; excellent written and oral communication skills

Responsibilities

• Review DTS travel authorizations for accuracy, completeness, and regulatory compliance.
• Review vouchers for accuracy and completeness prior to certification.
• Manage traveler profiles in DTS and verify LOAs and accounting data.
• Provide professional customer service to government travelers and coordinate with officials.
• Maintain travel tracking tools, prepare management metrics, and identify trends.

Skills

Regulatory compliance

Attention to detail

Communication skills

Adaptability

Education

High School diploma

DTS experience in a DoD program/project office

Tools

Defense Travel System (DTS)

SharePoint

Adobe Acrobat

Microsoft Excel

PowerPoint

Outlook

Job description

Duties

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).

Travel Voucher Review

• 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.

Traveler Profile Management and Lines of Accounting/Cross Org Management

• 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.

Customer Service and Traveler Assistance

• 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.

Travel Tracking and Reporting

• 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.

Policy and Procedure Support

• 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.

Organizational Transition Support

• 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.

Security and Information Protection

• 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.

Qualifications

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

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