Self-Move Planning
Read this page to review Self-Move Planning, Obtaining/Changes to Estimates, Understanding Coverage, and Interstate/Intrastate Moves.
Begin Your Self-Move Planning
After you have received either your Standard or Conditional Relocation Approval, schedule a Relocation Planning Appointment with a CivilityMS Travel Coordinator. The information gained during the appointment will also help to ensure that you only incur allowable expenses during your relocation.
Note: At any point during the relocation process, contact your CivilityMS Travel Coordinator with any questions about your Self-Move. This includes any concerns during packing, loading, or delivery.
You must carefully review the information on ProtectYourMove website and the required shipment documentation in Your Rights and Responsibilities When You Move (dot.gov) booklet developed by the Federal Motor Carrier Safety Administration (FMCSA). This booklet outlines:
- Types of estimates
- Mover liability for loss or damage
- Required documentation for reimbursement, including:
- Inventory
- Final Estimate/Order for Service
- Bill of Lading
- Paid Invoice Receipt
- Criteria for determining whether a mover is reliable and capable (see the Mover Validation page)
Rental Truck or Trailer
Participants who choose to rent a truck or trailer instead of hiring a moving company must contact your CivilityMS Travel Coordinator prior to renting equipment to review allowable expenses.
NHSC may reimburse:
- Rental truck or trailer costs
- Fuel and tolls
- Approved moving labor
- Truck/trailer and contents insurance
- Packing materials
Assistance provided by family or friends is not reimbursable.
Plan Your Move and Get Three Estimates
Refer to the “Moving Company Validation” tab before obtaining two estimates.
After initial research, request estimates from three moving companies and select the lowest estimate that can meet your move requirements. If you choose to hire a moving company yourself, you must ensure the company is licensed and registered with the Federal Motor Carrier Safety Administration (FMCSA) to perform interstate or intrastate moves. You can also verify companies at www.protectyourmove.gov.
Remember to consult with your CivilityMS Travel Coordinator to learn more about regulations, guidelines, and allowable expenses, before making any arrangements on your own.
Types of Estimate and Coverage
Movers provide binding or non-binding estimates, which affect your final cost. All estimates must be:
- In writing (no verbal quotes)
- Signed and dated by you and the mover before your shipment is loaded
- Inclusive of all charges
You will also choose liability coverage:
- Full (Replacement) Value Protection (recommended)
- Limited coverage (60 cents per pound)
If you are within 50 miles of the mover, the estimate must be based on a physical or virtual survey unless you waive it in writing.
Changes to Estimates
You and your mover may agree to change an estimate of charges based on changed circumstances, but only before your shipment is loaded. Your mover may not change an estimate during or after loading the shipment.
Remember to read all documentation before signing and never sign a blank or incomplete estimate. Be sure that your mover provides you with the documentation that is fully completed before you sign. Unscrupulous movers can use the blank or incomplete estimate to change the terms of your move, including the cost, without your knowledge or consent.
Interstate and Intrastate Moves
Interstate Moves
The transportation of goods from one state to a different state (including outside the United States); OR between two places in one state THROUGH another state or place outside of the United States.
- Search the FMCSA Household Goods Program to check whether your mover is registered with the U.S. Department of Transportation (DOT).
- Interstate Movers must have an active U.S. DOT number.
- Movers must be registered with FMCSA and authorized to transport household goods.
- Moves conducted without FMCSA authority are illegal and not reimbursable.
- Broker fees are not allowable.
Intrastate Moves
A move in which goods are transported from one point to another within the same state; no state borders are crossed.
You should contact the State Authority for intrastate moves to ensure that the mover is registered with the regulated State in which the move will occur.
- Movers must be registered with the appropriate state regulatory authority.
- An intrastate move without authorization of that regulated State is an illegal move and therefore, the move is not reimbursable.
- Moves conducted without state authorization are illegal and not reimbursable.