Job Interview Travel and Reimbursement Guidance

The information on this page helps you (an NHSC scholar or Students to Service Loan Repayment Program (S2S LRP) ) participant:

1. Plan Your Job Interview Travel
2. Follow Job Interview Travel Rules
3. Review Job Interview Site Visit Expenses (Maximum, Allowable, Not allowable).
4. Receive Your Reimbursement 

1. Plan your interview travel

• To travel to an eligible site for an interview, you must first obtain approval from NHSC by submitting a Scholar Travel Request for ALL interviews at least 14 business days in advance.
  • To submit a request, follow Scholar Travel request instructions for all interviews, Step #3, Section #1.
  • Last-minute interview requests must be submitted prior to your travel for NHSC review and approval. There is no guarantee of reimbursement for last-minute interview travel requests.
• All interview travel requests must be submitted prior to travel. If there is no prior approval, expenses will not be reimbursed.
• If you did not submit a scholar travel request before your interview, you still must submit a request to honor the site’s HPSA score.
  • Scholarship Program scholars - You must travel to NHSC-approved sites that meet your HPSA score requirement.
  • Students to Service Loan Repayment Program (S2S LRP) participants - You must travel to NHSC-approved sites that meet your HPSA score requirement.
• If your request for job interview travel is approved, NHSC will notify the federal travel contractor, Civility Management Solutions (CivilityMS). CivilityMS is your main resource for job interview travel planning and reimbursement guidance.
• CivilityMS will send you an email from hrsa-s2s@transitiontoservice.com with steps on scheduling an appointment to arrange travel planning and reimbursement guidance.
• If you are unable to schedule an appointment with CivilityMS prior to your job interview travel, you may still be eligible for reimbursement of allowable expenses. Refer to the allowable expenses section below and save your receipts.  
• You may arrange your own travel if you are unable to schedule an appointment with CivilityMS, prior to your interview travel. Upon your return, schedule a Reimbursement appointment with CivilityMS. Refer to the allowable expenses section below and save your receipts.  

2. Follow job interview travel rules 

Please review Job Interview Travel Rules that apply to you and one family member (if applicable):

Scholar/Students to Service (S2S) LRP awardee

• You have a total $1,200.00 allotment to conduct all your job interview travel.
• If you are traveling less than 50 miles from your current residence to your job interview, you are not eligible for reimbursement.
• You will not be reimbursed if you visit the same site more than once.
• The travel allotment covers job interview travel during your initial job site search. Future travel (that is, site transfers) is not reimbursable.  
• If you travel with another member of your scholar or S2S LRP class, you must each use your own allotment to cover travel costs to interviews.

Family member

• NHSC permits reimbursement of up to $1,200 for one family member to accompany you on only one job interview visit.
  • A family member is anyone relocating with you during your NHSC service.
• We only reimburse the family member for the standard visit 3 days/2 nights of travel. This applies even if you are approved for additional days of travel.
• You and your family member must depart and return together when traveling.
• You must stay together in one hotel room.
• You are not allowed to use your family member allotment for other scholars or S2S LRP awardees in the same class.

3. Review job travel expenses (maximum, allowable, not allowable)

4. Receive your reimbursement

1. Submit your Scholar Travel Request for all interviews to obtain NHSC approval.
   • To submit a request, follow Scholar Travel request instructions for all interviews, Step #3, Section #1.
2. Once your scholar travel request is approved, you will receive an email from hrsa-s2s@transitiontoservice.com with steps on scheduling an appointment to arrange travel planning and reimbursement guidance with CivilityMS.
3. You must schedule two appointments:
   • Before your travel: Site Visit Planning Appointment
   • After your travel: Site Visit Reimbursement Appointment
4. After your travel is complete, CivilityMS will instruct you on how to submit and upload your receipts and expense report for review and approval.
5. You must submit your expense report for reimbursement within 90 days (3 months) of your return date of each trip.

6. Once your reimbursement is approved and processed, you will receive an automatic email from "MELIO" confirming your payment status.