Program Travel Specialist

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.

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.

• 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…