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How Students to Service Members Finalize a Job Offer & Relocate

Once you secure a job at an NHSC-approved site, we help you if you need to relocate.

How to finalize your job offer

Negotiate the employment contract directly with the site. This should include benefits, scheduling, and malpractice insurance or tail coverage.

Next, submit the required documents to the Bureau of Health Workforce (BHW) Customer Service Portal.

What if I don’t need to relocate for my new position?

If you don’t need to relocate, your advisor will contact you. They’ll confirm your start date. And they provide other information so you can begin your service commitment.

What if I need to relocate for my new position?

If you do need to relocate, we can assist you with that.

How to plan your relocation

NHSC helps with relocation costs. We work with Enterprise Management Services, Inc. (EMS). They specialize in federal travel and relocation logistics.

An EMS travel and relocation coordinator will assist you and help complete arrangements for your relocation.

What are our relocation rules?

  1. If you live within 50 miles of your new job location or new residence, you aren’t eligible for relocation assistance or reimbursement.
  2. Relocation support covers your move from one residence to your new residence. It doesn't cover additional transfers or moves.
  3. We offer two relocation options—government-managed and self-move.

Request relocation assistance in advance

  • We must approve all relocation and advance storage requests prior to your actual move.
  • Request approval at least 21 business days in advance.
  • Without prior NHSC approval, we may not reimburse you for relocation expenses.

How do I begin the relocation process?

Sign into the BHW Customer Service Portal to begin the process. Upload the required documents to the “Site Search” section.

What documents do we require?

Job Offer Letter

  • Official letter on site’s letterhead
  • Written confirmation of full-time or half-time employment
    • Include your discipline, specialty, and hours you will work per week
  • Site Information
    • Name, address, city, state (if multiple sites, include information for each site and number of hours you will work per week)
  • Anticipated start date (the first day you begin seeing patients)
  • Malpractice insurance and tail coverage confirmation.
    • Include responsible party (site or clinician)
  • Site representative’s contact, title, and signature

Job Acceptance Letter

  • Written confirmation of full-time or half-time employment offer
    • Include your discipline, specialty, and hours you will work per week
  • Site Information:
    • Name, address, city, state (if multiple sites, include information for each site and number of hours worked per week)
  • Anticipated start date (the first day you begin seeing patients)
  • Malpractice insurance and tail coverage confirmation
    • Include responsible party (site or clinician)
  • Your signature

Unrestricted State License

  • State/territory license where you will practice
  • Submit a license from any state if working at a federal facility, e.g.:
    • Federal prison
    • Indian Health Service site
    • Immigration and Customs Enforcement site

    Note: Haven’t received your unrestricted license? We may approve your relocation conditionally.

Results of Board/Certification Exams

  • Physicians – USMLE or COMLEX Part III scores
  • Dentists – National Dental Board Exam Part II

Note: Haven’t received your exam results? We may approve your relocation conditionally.

What should I do next?

  1. Submit a relocation request.
  2. Find the request form in the “I NEED TO…” section of the BHW Customer Service Portal.
  3. After approval, an EMS travel and relocation coordinator will contact you. They'll schedule an appointment with you to plan your move.
  4. Confirm you have a valid email address and phone number in the BHW Customer Service Portal so EMS can contact you.

Choose a relocation option

You have two options for relocation assistance:

Government-managed option

Choose this option if you have submitted all documents and are fully licensed to practice.

  • Minimizes your advance out-of-pocket expenses.
  • A contracted carrier packs and moves your household goods.
    • NHSC pays them directly.
  • You must pack and ship household goods from one location.
    • You must deliver them to only one location.
    • The goods may not exceed 18,000 pounds.
  • We base reimbursement on allowable expenses.
    • They shouldn’t exceed $10,000 or $25,000 for non-contiguous U.S.

Self-move option

Choose this option if you have found a job, but have not acquired a full, unencumbered license.

  • Discuss self-move arrangements in advance with an EMS travel and relocation coordinator. We will approve your relocation conditionally.
  • You may choose a moving company or rent a truck to move to your new location.
  • You must submit a second relocation request after you submit all documents and receive your license.
    • We’ll then grant you final relocation approval.
    • We’ll reimburse your incurred moving costs up to $10,000 or up to $25,000 for relocation to the non-contiguous U.S.

How we help with relocation expenses

You will relocate: Allowable relocation expenses:
Within the contiguous United States (U.S.) Up to $10,000 per household
Outside the contiguous U.S. Up to $25,000 per household

Note: If you currently live with, and plan to relocate to the same residence with, another NHSC Student to Service member in the same class: you will only receive $10,000 (or $25,000 if moving outside the contiguous U.S.) per household.

How do I receive the reimbursement?

You must submit an expense report for reimbursement within three months of relocation. Any unused funds will no longer be available to you.

What relocation expenses do we allow?

  • Travel to your new location
    • You and your family don’t have to relocate at the same time.
    • But—everyone must relocate within six months of your employment start date.
    • Discuss travel options with your EMS travel and relocation coordinator.
  • Pets
    Household pets (e.g. cats, dogs) must travel with, and at the same time, as you or your family member(s).
  • Household goods
    Furniture, clothing, etc. you move from your current residence to your new residence.
  • Travel by one privately owned vehicle
    Mileage reimbursement at the prevailing government rate for the most direct route.
  • Lodging
    For you and your family members, plus meals and incidental expenses. We base this on traveling a minimum of 300 miles per day.
  • Vehicle Shipping
    Available to those relocating to the non-contiguous U.S (i.e. Alaska, Hawaii, and U.S. territories). You may only ship one vehicle.
  • Advance Storage
    Place your household goods into a storage facility or self-storage. We will cover up to 90 days of storage prior to your relocation.
    • You must submit your storage requests in advance. Select the “Advance Storage” option via the BHW Customer Service Portal.
      • If you relocate under the Government-Managed Option: you may use a secure storage facility or a self-storage locker.
      • If you relocate under the Self-Move Option: you may only use a self-storage locker.
    • The EMS travel and relocation coordinator can give you pros and cons of both storage options.

What relocation expenses don't we allow?

  • Shipping, towing, or hauling vehicles—unless you relocate to the non-contiguous U.S.
  • Recreational vehicles (boats, trailers, campers, or motorcycles)
  • Move-related cleaning charges
  • Redecorating charges
  • Tips or gratuities for movers

How to begin your NHSC service commitment

You must begin your NHSC service within six months of completing your training.

If you don’t: We will:
Find a job before the deadline Assign you to an NHSC-approved site
Begin your job by the deadline Put you in breach of the NHSC S2S LRP contract

Your Regional Advisor will provide additional information about this process.

What we expect from you

Find out what we expect when you begin your NHSC service commitment.

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