RELOCATION OPTIONS

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The NHSC has several options for relocation assistance. All relocation and advanced storage requests MUST be approved by HRSA at least 21 business days in advance of the relocation date. The NHSC requires pre-approvals for reimbursement of allowable expenses. For relocation travel, participants and family members are not required to have the same travel itineraries and each traveller may select ground or air mode of transport. Storage is only reimbursed when used in the vicinity of your origin residence. Upon receipt of a Conditional or Standard Relocation approval, you should schedule a relocation planning appointment for any type of relocation with a Travel Coordinator at your earliest convenience. There are several types of relocation options as listed below: 

This option allows you to minimize your advance out-of-pocket expenses. It is an available option for those who have submitted all required program documents and are fully licensed to practice at their approved NHSC site. With the Government Managed Option, your household goods are packed and moved by an NHSC- contracted moving company, container company, or rental truck/trailer company. The appropriate company is selected and paid directly by the NHSC supported contractor. Household goods can only be shipped from one origin address to one destination address, and must not exceed 18,000 pounds, stateside and offshore. The total distance between the origin and destination must be at least 50 miles. Additional Program Participant and Family Member travel reimbursement will be based on allowable expenses defined on this website (and submission of an expense report via the Travel Management Portal). The total relocation expense cannot exceed a total of $10,000 for stateside moves and $25,000 for offshore moves. 

• If your stateside move costs any amount less than $10,000, you will only be covered for the cost of your move, up to 90 days of storage at your origin location, and related ground or air travel for you and your family members. Any amount remaining belongs to the U.S. Department of Health and Human Services (HHS) and cannot be used for future moves to or from NHSC sites.
• If your offshore move costs any amount less than $25,000, you will only be covered for the cost of your move, up to 90 days of storage at your origin location, shipment of one privately owned vehicle, air shipment of hold baggage up to 400 pounds, and related ground or air travel for you and your family members. Any remaining relocation allotment amount will return to the HHS budget. 

Should you decide to hire a moving company yourself, you must assure that the moving company you select is a licensed and registered moving company that is listed with the Federal Motor Carrier Safety Administration (FMCSA) to make in-state and interstate moves. The FMCSA Database can be located using the following link: FMCSA Database Access

 
First, ensure the company is a moving company and not a broker. A moving company owns trucks and has staff that handles your move directly. Interstate movers must be registered with the Federal Motor Carrier Safety Administration (FMCSA) and have a U.S. DOT number. 

 
A moving broker is an entity that arranges for the transportation of your goods, hiring an actual moving company to do the physical move. Moving brokers are sales teams that book your move and sell it to a moving company. They also must be registered with the Federal Motor Carrier Safety Administration. A broker does not assume responsibility for and is not authorized to transport your household goods. Brokers usually do not have moving trucks or professional movers, though some entities who are registered as brokers with FMCSA may have trucks and staff.

 
After initial research, request estimates from three moving companies and select the lowest estimate that can meet your move requirements. You are required to consult with one of the Transition to Service travel & relocation coordinators, to learn more about regulations, guidelines, and allowable expenses, before making any arrangements on your own.

The four most important things to understand for an interstate move and future reimbursement are outlined below. Please read the associated sections in the Your Rights and Responsibilities When You Move (dot.gov) pamphlet:

• The types of estimates offered,
• The mover’s liability in the event of loss or damage, and
• The required shipment documentation for reimbursement and a smooth move: The Bill of Lading, Order for Service, and the Inventory.
• Is the Mover a Reliable and Capable Moving Company. Read details on Mover Validation within the Mover Validation Page.

This option is an alternative to the Government Managed Option. This option allows you to manage your move, storage, and pay the related costs out of pocket. Only after the move is completed and all the required paperwork is available will you submit it for reimbursement. Only Program Participants who have submitted all required documents and are fully licensed to practice at their approved NHSC site can select this option. As with the Government Managed Option, all household goods must be shipped from one origin address to one destination address. The distance between the origin and destination must be at least 50 miles and must not exceed 18,000 pounds. Reimbursement will be based on allowable expenses not to exceed $10,000 for stateside moves and $25,000 for offshore moves (and submission of an expense report to Travel Management Portal for review, required adjustments, and payment upon the full completion of your move and personal travel).

• With the Self-Move Option, you will pay for moving costs yourself and submit expenses to the Travel Management Portal for reimbursement within 90 days after full completion of your move and personal travel.  Any amount remaining belongs to the U.S. Department of Health and Human Services and cannot be used for future moves to or from NHSC sites.
• If your stateside move costs any amount less than $10,000, you will only be reimbursed the cost of your moving company, container company, or rental truck/trailer company, up to 90 days of storage at your origin location, and related one-way ground or air travel expenses for you and your family members will relinquish the remaining relocation allotment. 
• If your offshore move costs any amount less than $25,000, you will only be reimbursed the cost of your moving company, container company, or rental truck/trailer company, up to 90 days of origin storage, shipment of one privately owned vehicle, air shipment hold baggage up to 400 pounds, and related one-way ground or air travel expenses for you and your family members.
• Please carefully review the required shipment documentation for reimbursement, which can be found within the Your Rights and Responsibilities When You Move (dot.gov) document.

If you choose to obtain a rental truck or trailer, rather than hire a moving company, you should contact a Travel Management Relocation Coordinator before renting equipment to review allowable expenses. Transition to Service can provide information on suggested moving help companies. Family members and friends that may help cannot be reimbursed. The NHSC will reimburse you for the cost of the rental truck or trailer and other related expenses such as gas, tolls, approved moving help labor, truck/trailer coverages, content/moving help coverages, and packing materials, in addition to costs related to the rental truck or trailer. An Expense Report must be submitted via the Travel Management portal after the move has been completed and the required receipts have been obtained. Standard approvals are required for reimbursement, and you must submit your expensed report within 90 days after full completion of your self-move.

This option can be exercised without a relocation approval. [ZG1] It is only for origin self-storage rent expenses up to 90 days. The cost to transport your items to a public storage facility is not an allowable expense. Your approved move will begin at the public storage facility. Original receipts are required for reimbursement.