Allowable Expenses
Length of Job Interview Travel
A standard job interview is generally approved for three days and two nights, which typically includes two travel days (to and from the site) and one interview day.
In some cases, you may interview at two or more NHSC-approved sites in the same geographic area. If you plan to interview at multiple sites during one trip, submit a single NHSC Scholar Travel request that lists all sites. Travel length is reviewed on a case-by-case basis, and NHSC may request additional information to support extended travel time. Travel that exceeds the approved duration without prior approval will not be reimbursed. Check the “NHSC Reviewer Comments” on each travel approval to determine your approved number of travel days.
If you have questions regarding your approved Job Interview travel duration, go to the My BHW portal, “Ask A Question” and select Category “In School: Scholar Travel & Relocation”
Lodging
Reimbursement for lodging expenses will not exceed the applicable General Services Administration (GSA) lodging per diem rate for the approved Job Interview Travel location.
To receive reimbursement, you must submit original, itemized hotel checkout receipts that clearly show:
- The nightly room rate
- Applicable lodging taxes (listed as separate line items), and
- Proof and method of payment
Optional or incidental lodging-related expenses – including, but not limited to, valet services, room service, in-room dining, and charges for hotel amenities – are not reimbursable.
The allowable daily lodging rate for your approved Job Interview location will be provided by your assigned Travel Coordinator during your scheduled Job Interview Travel planning call.
Ground Transportation
When approved in advance, NHSC will reimburse the following ground transportation expenses:
- Mileage for use of a privately owned vehicle (POV) for round-trip Job Interview Travel (up to 800 miles)
- Participants will be reimbursed $.67 per mile per approved GSA rates
- Mileage for POV travel to and from the nearest appropriate airport
- If approved to visit multiple sites within the same approval, the Travel Coordinators will utilize the site furthest from the origin location.
Mileage reimbursement is calculated using the current federal mileage reimbursement rate.
Taxi and rideshare services (e.g., Uber and Lyft) are authorized reimbursable expenses for participants who are not approved for a rental car, or as an alternative to rental car use when appropriate.
These services are reimbursable only when used for approved Job Interview Travel purposes, including:
- Roundtrip transportation from origin address and origin airport
- Roundtrip transportation from destination airport and lodging accommodation
- Roundtrip transportation from lodging accommodation and clinic site(s).
Optional rideshare fees – such as priority pickup, premium vehicle upgrades, and driver tips – are not reimbursable and are the responsibility of the participant.
Allowable ground transportation expenses will be reviewed by your assigned Travel Coordinator during your Site Job Interview Travel planning call.
Rental Car Use
Although your NHSC travel request may list a rental car as an approved item, final authorization is subject to the following specific criteria. Rental car approval is granted when the distance between the arrival airport and the Job Interview Travel clinic location warrants its use and/or when a participant is approved to visit more than one site within a single approval. Rental cars are only approved based on Job Interview Travel clinic location population. If the population of the city the scholar is traveling to is less than 100K than a rental car will be approved (>50 miles).
The NHSC generally does not authorize rental cars in metropolitan areas and encourages the use of public transportation or taxi/rideshare services in those locations. Rental car requests are evaluated on a case-by-case basis and must include written justification and documentation of the distance between the arrival airport and the Job Interview Travel location. When approved, rental cars will have a cost per day limit. Rental car insurance is a non-reimbursable expense.
Per Diem
Per diem allowances are intended to cover lodging, meals, and incidental expenses. Per diem eligibility begins when travel to an authorized destination commences and ends upon return to the participant’s point of origin or at the NHSC-authorized termination point.
Federal per diem rates are determined by the geographic location of the approved Job Interview Travel. The first and last travel days (designated as travel days) are reimbursed at 75 percent of the applicable full day per diem rate. Your assigned Travel Coordinator will review applicable per diem rates and allowances with you during your scheduled Job Interview Travel planning call.