Job Interview Travel Reimbursement
You must submit your expense form for reimbursement within 90 days (3 months) of your return date of each trip. If you do not submit your expense form within 90 days, you are no longer eligible for reimbursement.
Please contact your CivilityMS Travel Coordinator to make sure you have a clear understanding of allotment, reimbursable expenses, and expectations of timely deliverables.
Maximum Job Interview Travel Funding
You have a $1,200.00 maximum 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.
As you conduct job interview travel, the CivilityMS Travel Coordinator will inform you of the remaining balance in your travel allotment. Once all your travel has been completed, any unused funds in the travel allotment will no longer be available to you. If you go over your $1,200.00 allotment, you are responsible to pay for any additional expenses. You are encouraged to contact the site to inquire if they can offer you any travel support
Family Member Travel
The following conditions apply to approved family member travel:
- Family member travel reimbursement is limited to the standard visit duration of three days and two nights (3 days/2 nights). Family members are not eligible for reimbursement beyond this timeframe.
- For example, if you are approved for an extended job interview travel of five days and four nights (5 days/4 nights) to visit multiple sites, your accompanying family member will be reimbursed only for the standard 3 days/2 nights.
- A family member’s travel allotment can only be used to reimburse their meals, incidentals, and roundtrip airfare or rail transportation expenses.
- You and your approved family member must depart and return together when traveling.
- You and your family member must share one hotel room.
- Government double-occupancy lodging rates apply.
- All lodging costs are applied to the participant’s NHSC travel allotment, not a separate family member allotment.
Scholar and Student to Service (S2S) Couples
If you travel with a spouse or partner who is also a scholar or S2S participant and in the same program and class year, they are not eligible for the $1,200 family member travel allowance—even if they do not plan to interview.
If you both plan to interview at the same site, each of you must submit your own NHSC Scholar Travel request.
Keeping Track of Receipts
Keep track of all receipts for approved expenses incurred during your travel. To be reimbursed, you will need to upload proof and method of payment receipts to the Receipt Files section of your expense form during your scheduled Expense appointment. Each uploaded receipt must match exactly to the category and amount determined for each expense line item included on your expense form in the Travel Management portal for approval. Under fixed federal per diem rates, receipts for meals and gas expenses for personal vehicles are not necessary. Extra costs incurred while on travel, such as taxi/rideshare fares or airport parking may be reimbursable. Personal expenses (excluding per diem) such as clothing, personal items/gifts, or taxi/rideshare tips and priority pickup will not be reimbursed.
Completing Your Expense Form
When returning from your travel, schedule an Expense Planning appointment in the CivilityMS Travel Management portal. Expense appointments can be accessed and scheduled in the Appointments tab.
Note: Reimbursement for allowable expenses submitted with proper receipts will be sent via direct deposit within 30 days of expense form approval.