Relocation Guidance

If your request is not approved, an explanation will be provided.

1. You will receive Full/Standard approval if you upload all (3) employment placement documents when you submit your request. No further action is needed.  
2. You will receive Conditional Approval if you are unable to upload all (3) required employment placement documents when you submit your request (e.g. if you are still waiting for your license or board scores). You will need to take additional steps later to receive Full/Standard Approval.
   • Conditional approval allows you to begin working with CivilityMS to start planning your relocation.
   • You still must obtain Full/Standard approval to receive full reimbursement of allowable expenses.
     • To receive Full/Standard approval: Upload all three (3) required employment placement documents & submit a new relocation request.

1. CivilityMS will send you an email from hrsa-s2s@transitiontoservice.com with steps to schedule a Relocation Planning Appointment.
2. Confirm your email address and phone number in the My BHWportal is correct so CivilityMS can contact you.
3. Follow instructions to create your CivilityMS Travel Management Portal account (if applicable).
   • Your email address will serve as your username when logging into the Travel Management portal.
   • cms to the end of your email address to create your account, e.g. JSmith@abcclinic.com.cms
4. You must schedule two appointments:
   1. Before your move: Initial Relocation Planning Call
   2. After your move: Reimbursement Planning Calls/Expense Form Submission

Choose this move option if you want CivilityMS to manage all relocation logistics and reduce out-of-pocket costs, as NHSC pays vendors directly.

You may select this option even if you cannot upload all required employment placement documents when submitting your relocation request.

Proceeding with this type of move depends on several factors, including:

• If you received Full/Standard approval
• If you received Conditional approval but can submit all required employment documents by the deadline set by CivilityMS
• Timing of your request

Please consult with your CivilityMS Travel Coordinator during your planning appointment if you would like to proceed with this option.

Choose this option if you want to plan your own move, pay relocation expenses upfront, and request reimbursement after your move.

You must select this option if:

• You will not receive your licensure and/or Professional Exams/Board scores before relocating.
• You cannot upload your licensure and/or Professional Exams/Board by the deadline set by CivilityMS.

If you cannot upload all required employment placement documents, you will receive Conditional approval to proceed with this move. However, you must obtain Full/Standard approval to receive reimbursement of allowable expenses.

Please consult with your CivilityMS Travel Coordinator during your planning appointment to further discuss your move options.

• If advance storage is needed, you must submit a separate request in the My BHW portal.
  • Refer to Relocation Request instructions on Step 4, Section #3.
  • Select “Advance Storage.”
• Once you receive Advance Storage approval from NHSC, you will receive a notification email from CivilityMS instructing you to schedule an Advance Storage Planning Appointment.
• Advance storage is only allowed for up to 90 days.
• If you relocate under the Federal Funded (Government Managed Option), storage needs will be facilitated by the vendor selected by CivilityMS. You may also 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.
• Advance storage must be used at the place of origin, which is your starting location.
• Your CivilityMS Travel Coordinator can provide guidance on storage options.

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

These expenses are allowed for reimbursement, only after review and approval from NHSC and CivilityMS.

• Travel to your new location
  • Travel to new residence is allowed by air, ground (privately owned vehicle), or rail.
  • You and your family members do not have to relocate at the same time or use the same method of travel.
  • You and your family members must relocate within six months of your employment start date.
• Travel by one privately owned vehicle
  Gas mileage reimbursement at the prevailing government rate for the most direct route, one night’s lodging for every 300 miles, and a per diem based on the local per diem rate will be provided.
• Pets
  Household pets (for example cats, dogs) must travel with, and at the same time, as you or your family member(s).
• Household goods
  Personal property (furniture, clothing, etc.) can be moved one time only from your origin address to your new residence. Household goods must be shipped from one location and delivered to one location. The weight of your household goods must not exceed 18,000 pounds.
• Hotel Lodging
  For you and your family members throughout your drive to your new location, plus meals and incidental expenses. We base this on driving a minimum of 300 miles per day based on a straight point A to point B calculation. Any side trips that you may take during your travels are not covered. No additional hotel charges beyond room cost and taxes will be approved.
• Vehicle Shipping
  Available only to those relocating from areas within the Continental United States (CONUS) to U.S. territories outside the Continental United States (OCUNUS), Alaska, Hawaii, Puerto Rico, American Samoa, U.S. Virgin Islands, Northern Mariana Islands, and Guam. You may only ship one vehicle from your origin address to your new destination address

Other expenses than those listed in the Allowable Relocation Expenses, including but not limited to the following, are not reimbursable from the NHSC.

• Fees
  • Broker fees
  • Service fees
  • Property wellness fees
  • Cleaning fees
• Housing costs, including security deposit, rent, mortgage, utilities
• Shipping, towing, or hauling vehicle (unless you relocate to the non-contiguous U.S.)
• Vehicle storage
• Rental car
• Multiple moves/transfers
• Relocation expenses beyond three (3) months
• Recreational vehicles (boats, trailers, campers, or motorcycles)
• Move-related cleaning charges
• Redecorating charges
• Tips or gratuities for movers