Summary
Serves as Employee Travel Program Coordinator, managing travel card programs individually and centrally billed accounts (IBA/CBA) and supporting 4,000 employees and external travelers. Acts as subject matter expert, resolving travel issues and ensuring compliance with VA and federal regulations. Communicates with stakeholders, provides training on travel processes, and delivers high-quality customer service while independently managing complex operations.
Duties
Major duties of this position are but are not limited to: Serves as the resource person for all issues involving staff travel for a complex health care system, including direct contact with FSC, U.S. Bank support staff, VACO Travel Policy Team, management staff, employees, and external sources Manages day-to-day duties of the staff travel office and acts as the facility liaison for U.S. Bank Travel Card Program accounts Provides oversight of Individually Billed Accounts (IBA) and Centrally Billed Accounts (CBA) travel card programs Ensures correctness of lines of accounting (LOA) in the employee travel system (e.g., CONCUR) and updates LOAs with each new fiscal year Resolves all travel-related issues and discrepancies, including overpayments and delinquent travel claims Analyzes all travel receipts to determine accuracy and validates reimbursement amounts Ensures completion of all employee travel claims, including approving payments electronically Reviews travel claims for discrepancies and contacts employees to reconcile incorrect claims Notifies employees of overpayments and initiates Bills of Collection to recover funds Tracks and monitors travel claims until completion and reviews VLSN reports for overdue claims Provides training to program support personnel on travel approvals, travel plans, and reimbursement processes Offers assistance and guidance to employees and invitational travelers on completing travel requests Provides instruction and training on work processes, procedures, and techniques Communicates regularly with stakeholders in a professional, knowledgeable, and concise manner Sets priorities, coordinates operations, and adjusts workload to meet deadlines Maintains knowledge of commonly used appropriations and prepares accurate and timely travel reports Computes and provides travel estimates using federal travel per diem guidelines and evaluates completeness and reasonableness Reviews and ensures all airfare billed to the facility is accurate and cost-effective Contacts centralized travel agencies to verify reservations and contract rates Creates and maintains traveler accounts in the electronic travel system and assists employees with updates Work Schedule: Monday - Friday 8:00am-4:30pm, (Subject to change based on the needs of the Agency). Telework: This position may be authorized for telework. Telework eligibility will be discussed during the interview process. Virtual: This is not a virtual position. Position Description/PD#: Budget Technician - Employee Travel/PD04758A Relocation/Recruitment Incentives: Not Approved Critical Skills Incentive (CSI): Not Approved Permanent Change of Station (PCS): Not Authorized Resume Requirement: Your resume must include the following information: Job title, description of duties, beginning and ending date (month/year) of employment; and average hours worked per week.
Requirements
You must be a U.S. Citizen to apply for this job To be considered for this position, you must complete all required steps in the process. In addition to the application and questionnaire, this position requires an online assessment. The online assessment measures critical general competencies required to perform the job. All applicants tentatively selected for VA employment in a testing designated position are subject to urinalysis to screen for illegal drug use prior to appointment. Applicants who refuse to be tested will be denied employment with VA. Selective Service Registration is required for males born after 12/31/1959 Physical Requirements: Work is sedentary. Work requires standing, walking, bending and sitting. There are no physical demands. The work required does not inherently include any physical requirements essential for successful job performance that could not otherwise be performed with accommodation or workplace adjustment. A pre-placement physical examination is not required. Subject to background/security investigation Selected applicants will be required to complete an online onboarding process. Acceptable form(s) of identification will be required to complete pre-employment requirements (https://www.uscis.gov/i-9-central/form-i-9-acceptable-documents). Effective May 7, 2025, driver's licenses or state-issued identification cards that are not REAL ID compliant cannot be utilized as an acceptable form of identification for employment. Participation in the seasonal influenza vaccination program is a requirement for all Department of Veterans Affairs Health Care Personnel (HCP) As a condition of employment for accepting this position, you will be required to serve a 1-year probationary period or 2-year trial period during which we will evaluate your fitness and whether your continued employment advances the public interest. In determining if your employment advances the public interest, we may consider: your performance and conduct; the needs and interests of the agency; whether your continued employment would advance organizational goals of the agency or the Government; and whether your continued employment would advance the efficiency of the Federal service. Upon completion of your probationary period, your employment will be terminated unless you receive certification, in writing, that your continued employment advances the public interest.
Education
There is no educational substitution at this grade level.
How you will be evaluated
Your qualifications will be evaluated based on your application materials (e.g., resume, supporting documents), your responses on the application questionnaire, and your responses to all assessments required for this position. You will be assessed on the following Competencies for this position: Attention to Detail Customer Service Decision Making Flexibility Integrity/Honesty Interpersonal Skills Reading Comprehension Self-Management Stress Tolerance Teamwork Your experience must be fully documented on your resume and must include job title, duties, month and year start/end dates AND hours worked per week. A full year of work is considered to be 35-40 hours of work per week. Part-time experience will be credited on the basis of time actually spent in appropriate activities. Applicants wishing to receive credit for such experience must indicate clearly the nature of their duties and responsibilities in each position and the number of hours a week spent in such employment. IN DESCRIBING YOUR EXPERIENCE, PLEASE BE CLEAR AND SPECIFIC. WE WILL NOT MAKE ASSUMPTIONS REGARDING YOUR EXPERIENCE. Overstating your qualifications and/or experience in your application materials or application questionnaire may result in your removal from consideration. Cheating on the online assessment may also result in your removal from consideration. Experience refers to paid and unpaid experience, including volunteer work done through National Service programs (e.g., Peace Corps, AmeriCorps) and other organizations (e.g., professional; philanthropic; religions; spiritual; community; student; social). Volunteer work helps build critical competencies, knowledge, and skills and can provide valuable training and experience that translates directly to paid employment. You will receive credit for all qualifying experience, including volunteer experience. During the application process you may have an option to opt-in to make your resume available to hiring managers in the agency who have similar positions. Opting in does not impact your application for this announcement, nor does it guarantee further consideration for additional positions. Special Employment Consideration: VA encourages persons with disabilities to apply, including those eligible for hiring under 5 CFR 213.3102(u), Schedule A, Appointment of persons with disabilities [i.e., intellectual disabilities, severe physical disabilities, or psychiatric disabilities], and/or Disabled veterans with a compensable service-connected disability of 30% or more. Contact the Agency Contact for information on how to apply under this appointment authority via the Selective Placement Coordinator.