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Relocation Options

Overview of Available Relocation Options

The NHSC offers multiple relocation assistance options to support participants transitioning to their approved service sites. All relocation and advance storage requests must be approved by HRSA at least 21 business days prior to the planned relocation date. Pre-approval is required for reimbursement of all allowable relocation expenses.

For relocation travel, participants and approved family members are not required to travel on the same itinerary, and each traveler may select either ground or air transportation. For purposes of this benefit, a family member is defined as an individual who will be relocating and residing with the participant. Self-storage expenses are reimbursable only when storage is used near the origin residence.

Upon receipt of a Conditional or Standard Relocation approval, participants should schedule a relocation planning appointment with a Travel Coordinator as soon as possible. The available relocation options are described below.

Standard Federal Funded Approval - Federal Funded Option

This option is designed to minimize out-of-pocket expenses and is available to participants who have submitted all required program documentation and are fully licensed to practice at their approved NHSC site.

Under the Federal Funded Option:

  • Household goods are packed and transported by an NHSC-contracted moving company, container company, or rental truck/trailer provider.
  • The contractor selects and pays the service provider directly.
  • Household goods may be shipped from one origin address to one destination address only.
  • Shipment must not exceed 18,000 pounds (stateside or offshore).
  • The distance between origin and destination must be at least 50 miles.

Participant and approved family member travel reimbursement is based on allowable expenses outlined on this website and requires submission of an expense report through the Travel Management Portal.

Maximum relocation limits:

  • Stateside moves: Not to exceed $10,000
  • Offshore moves: Not to exceed $25,000

Stateside Moves

  • If total relocation costs are less than $10,000, coverage includes the cost of the move, up to 90 days of origin storage, and related ground or air travel for the participant and approved family members.
  • Any remaining funds revert to the U.S. Department of Health and Human Services (HHS) and may not be applied to future relocations.

Offshore Moves

  • If total relocation costs are less than $25,000, coverage includes the cost of the move, up to 90 days of origin storage, shipment of one privately owned vehicle, air shipment of hold baggage up to 400 pounds, and related ground or air travel.
  • Any remaining funds revert to the U.S. Department of Health and Human Services (HHS) and may not be applied to future relocations.

Important Information Related to Hiring a Moving Company Under Self-Move Options

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. We advise scheduling a relocation planning appointment with a travel coordinator prior to booking any moving company.

Before selecting a mover:

  • Verify the company is a moving company, not a broker.
  • Interstate movers must have an active U.S. DOT number.
  • An interstate move conducted without FMCSA authority is illegal and not reimbursable.

Moving Companies vs. Brokers

  • A moving company owns trucks and employs staff to perform the move.
  • A moving broker arranges transportation by subcontracting a moving company and does not transport household goods directly.
  • Broker commission fees are not allowable expenses.

Participants should obtain three written estimates and select the lowest-cost option that meets their move requirements. You must consult with a Transition to Service Travel Coordinator before making any independent arrangements.

Participants should review the Your Rights and Responsibilities When You Move (dot.gov) pamphlet, which outlines:

  • Types of estimates
  • Mover liability for loss or damage
  • Required documentation for reimbursement, including:
  1. Inventory
  2. Final Estimate/Order for Service
  3. Bill of Lading
  4. Paid Invoice Receipt
  • Criteria for determining whether a mover is reliable and capable (see the Mover Validation page)

Standard Self-Move Approval - Self Managed Option

This option allows participants to manage and pay for relocation expenses upfront and request reimbursement after the move is completed. It is available only to participants who have submitted all required documents and are fully licensed at their approved NHSC site.

Requirements and limits mirror the Government-Managed Option:

  • One origin and one destination address
    Minimum distance of 51 miles
  • Maximum shipment weight of 18,000 pounds
  • Reimbursement caps:
    • $10,000 stateside
    • $25,000 offshore

Participants must schedule an expense planning appointment and submit an expense report through the Travel Management Portal within 90 days of completing the move and personal travel.

Stateside Self-Move

  • Reimbursement covers the cost of the moving company, container service, or rental truck/trailer, up to 90 days of origin storage, and personal travel expenses for the participant and approved family members.
  • Any unused funds revert to HHS.

Offshore Self-Move

  • Reimbursement includes the move, up to 90 days of origin storage, shipment of one POV, air shipment of hold baggage up to 400 pounds, and one-way ground and/or air travel.

Participants must carefully review required shipment documentation in Your Rights and Responsibilities When You Move (dot.gov).

Rental Truck or Trailer Move Under Self-Move Options

Participants who choose to rent a truck or trailer instead of hiring a moving company must contact a Travel Management 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.

An expense report with required receipts must be submitted through the Travel Management Portal within 90 days of completing the move. Standard approval requirements apply.

Advanced Storage Self-Managed Option (Standardor Conditional Approval)

Advanced storage may be approved without a relocation approval and apply only to origin self-storage expenses for up to 90 days.

  • Transportation of items to a storage facility is not reimbursable.
  • The approved relocation move begins at the storage facility.
  • Original receipts are required for reimbursement.

Interstate and Intrastate Move Requirements

Interstate Moves

  • Movers must be registered with FMCSA and authorized to transport household goods. FMCSA Database Access
  • Moves conducted without FMCSA authority are illegal and not reimbursable.
  • Broker fees are not allowable.

Intrastate Move

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.

Participants must consult with a Transition to Service Travel Coordinator before making any arrangements to ensure compliance with regulations, policies, and reimbursement requirements.