Submission Of Site Visit Expense Report

You are required to submit Site Visit travel Expense forms within 90 days (3 months) of the last date of your approved site visit.

For site visits, you have a $1,200 maximum allotment to conduct all your site visits. As you conduct site visits, the Transition to Service Travel & Relocation Coordinator will inform you of the remaining balance in your travel allotment. Once all your site visit 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 allotment, you will be expected to pay for any additional expenses. You are encouraged to contact the site to inquire if they can offer you any travel support. It is important that you submit for Site Visit Travel reimbursement as soon as possible after returning from travel. Timely submission of expenses will provide quicker reimbursement and ensure you are informed of remaining site visit travel allotment.

The NHSC permits reimbursement of up to $1,200 for onefamily member to accompany you on only one site visit. The NHSC recognizes a family member as someone who will be relocating with you and living in the household with you while you are serving your NHSC service commitment. You and your family member must depart and return together when traveling, and also stay together in one hotel room. The hotel costs will come out of the participant’s travel allotment, not the family member’s travel allotment. The NHSC will fund air, or rail transportation expenses, as well as meals and incidentals for your family member. Family members are not allowed to be reimbursed beyond the standard site visit of 3 days/2 nights. For example, if you are visiting multiple sites within one approved Site Visit and have been approved for an extension of 5days/4nights, your family member will only be reimbursed for 3 days of the Site Visit. Scholar couples (spouses or unmarried partners) that are in the same scholar class and wish to travel together will not receive an additional $1,200 allotment for family member travel.

When arranging your travel, you should be aware of expenses paid upfront by the NHSC contractor and expenses for which you may need to submit for reimbursement. When approved in advance, your airline ticket will be paid directly to the vendor by the NHSC contractor. Other allowable expenses, including per diem, will be reimbursed to you after you complete and submit an expense form with approved accompanying receipts in the Travel Management portal.

Note: All expense form submissions will take place during Expense appointments with a Travel Coordinator. All expenses paid in advance must be submitted through your Travel Management Direct Spending report.

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.

When returning from your site visit, schedule an Expense appointment in the 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.