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

1. 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, or sooner.
   
   1. To submit a Scholar Travel Request, follow instructions in Step #3, Section #1.
   2. 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.
2. All interview travel requests must be submitted prior to travel. If there is no prior approval, expenses will not be reimbursed.
3. If you did not submit a Scholar Travel request before your interview, you are still required to submit one to honor the site’s HPSA score.
   
   1. Submit using the current date and enter your actual interview date in the comments box.
4. If your job interview travel request is approved, and funding was requested, NHSC will notify the federal travel contractor, Civility Management Solutions (CivilityMS). CivilityMS is your main resource for job interview travel planning and reimbursement guidance.
5. Once CivilityMS is notified of your approved request, you will receive an email from hrsa-s2s@transitiontoservice.com with instructions to create a CivilityMS Travel Management Portal account to schedule an appointment for travel planning and reimbursement guidance.
6. The email will be sent to the address listed in your My BHW portal. Ensure your contact information is current so CivilityMS can contact you.
7. Follow instructions to create your CivilityMS Travel Management Portal account.
   
   1. Your email address will serve as your username when logging into the Travel Management portal.
   2. Add .cms to the end of your email address to create your account, e.g. JSmith@abcclinic.com.cms
8. Once you create your CivilityMS Travel Management Portal account, schedule a “Site Visit Planning” appointment with a Travel Coordinator.
9. If there are no available appointments with CivilityMS prior to your job interview travel, you are eligible for reimbursement of allowable expenses. Refer to the allowable expenses section below and save your receipts. All receipts must be saved as PDF documents and display proof of payment.
10. 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 an Expense Planning appointment with CivilityMS. Refer to the allowable expenses section below and save your receipts. All receipts must be saved as PDF documents and display proof of payment.

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.
  • Please note that the $1,200 amount represents the total reimbursement of all job interview visits, not $1,200 per visit.
• If you are traveling locally, less than 50 miles from your origin residence to your job interview, you are not eligible for reimbursement. Local interview travel is not reimbursable, and participants are not eligible to use NHSC travel funds for these visits.
  • Origin residence is your address currently listed in the MyBHW portal or the address you listed in your scholar travel request.
• 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.
• The family member’s allotment can only be used to reimburse their meals and incidentals and roundtrip airfare expenses.
• 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.
   
   1. To submit a Scholar Travel Request, follow instructions in 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: Expense Planning Appointment
4. After your travel is complete, CivilityMS will instruct you on how to upload your receipts and properly submit your expense form for review and approval during your scheduled Expense Planning Appointment.
5. You must submit your expense form for reimbursement within 90 days (3 months) of your return date of each trip.

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