Travel Nurses' Frequently Asked Questions on Travel Reimbursement

What is the purpose for the travel reimbursement form?

The form is designed to document the "business" mileage driven by the travel nurse so that the travel allowance paid can be treated as nontaxable compensation. "Business" miles include the miles to and from the tax home, to the assignment housing, and the workday round trip from the assignment lodging to the client's worksite. As long as the form is completed in a timely manner and the travel nurse meets the three tax rules (1. has a tax home, 2. assignment, including extensions, is less than a year, 3. assignment is not within commuting distance) the reimbursement will be treated as a non-taxable reimbursement.

When and where should the travel reimbursement form be submitted?

The Travel Reimbursement form should be submitted shortly after completing the trip from the tax home to the assignment housing and shortly after returning home or driving directly to the next assignment. Nurses must submit the forms to the Boca Raton office (FAX 800.359.8480) to secure payment.

When will the reimbursement payment be made?

The allowance will be paid with the next regular paycheck if received by the payroll department on the Friday morning prior to the travel nurse's regular pay day.

What if the nurse does not return to their tax home after the assignment, but instead drives directly to a new assignment?

The travel nurse should submit the Travel Reimbursement form claiming the mileage driven from the ending assignment to the new assignment.

What is the maximum travel reimbursement amount?

The travel cap limit will be predetermined for each assignment.

Who can respond to the travel nurse's travel reimbursement questions?

The recruiter or the Payroll department should be able to respond to all such questions.

What receipts or other documents should the travel nurse retain in support of the travel reimbursement?

Since the reimbursement is solely based upon miles driven, nurses do not need to keep gasoline costs or other detailed receipts. The client billing records, time cards and other payroll records will provide business purpose and proximity support for the travel reimbursement form submitted.

Tax information contained in this document is not intended to be used, and cannot be used, by any person as a basis for avoiding tax penalties that may be imposed by the IRS or any state. We recommend each taxpayer seek advice based on their circumstances from an independent tax advisor.