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Traveling Veterans: A Practical Guide to VA Community Care, Travel Pay, and Seasonal Moves

VETERANADMIN AUGUST 28, 2023

Many Veterans spend part of the year in a different state. With a little planning and the right paperwork, you can keep your healthcare running smoothly—whether appointments are at VA facilities or through VA Community Care.

This guide covers what you need to know before hitting the road or relocating—how to coordinate care, handle urgent visits, claim travel pay, avoid common pitfalls (especially with procedures), and what changes when traveling outside the U.S. You’ll also learn how VeteransDesk.org helps you get organized before you go.

Note: VeteransDesk.org is education-only. We don’t provide medical advice or handle PHI. Your VA Healthcare team remains your medical home, and Community Care is used only when VA determines it’s appropriate.

Start Here: Traveling/Relocating Veteran Coordination

Every VA Medical Center has a Traveling Veteran Coordinator to help you transition your routine services while you’re away.

This guide explains how Veterans can manage both VA and Community Care when traveling or relocating, focusing on coordination, benefits, paperwork, and timing.

Coordination and Planning

  • Contact your VA Traveling Veteran Coordinator 6–8 weeks before your departure.
  • Provide your temporary address, travel dates, destination facility, and any expected healthcare needs (like prescription refills or routine services).

Community Care

  • Use Community Care only when VA can’t provide the needed care. You’ll need a VA referral and authorization before scheduling.
  • Allow up to 14 days for VA to prepare your referral.

Urgent Care and Travel Pay

  • VA covers urgent care at VA and in-network clinics without a referral (you must have used VA or in-network care within the past 24 months).
  • Travel pay: Eligible Veterans can receive mileage reimbursement. File within 30 days using BTSSS or VA Form 10-3542.
  • Always bring a signed verification memo for Community Care visits to confirm attendance.

Key Limits and Seasonal Concerns

  • Get referrals and authorizations before you travel; long procedures or multi-step treatments may take longer than your trip.
  • Expect seasonal surges in Sun Belt areas—ask about alternate nearby facilities if appointments are delayed.
  • Double-check prescription refill timing and mailing options, especially for controlled substances.

International Travel

  • Overseas care for service-connected conditions is handled through the Foreign Medical Program (FMP)—register before you travel.
  • Manila is the only overseas VA clinic; elsewhere, you’ll use host-nation care.

VeteransDesk.org Role

  • Provides educational tools and travel prep resources—no medical advice.
  • Offers downloadable checklists, document templates, and VA contact information.

Bottom line: Start planning 6–8 weeks in advance, confirm your authorizations and prescriptions, and keep your travel paperwork organized.

Relocating

VA recommends notifying your care team 6–8 weeks before you move so prescriptions, lab orders, therapies, and refills can be set up at your new facility.

Ask your PACT (Primary Care Team) for a Traveling/Relocating Veteran consult, and include:

  • Travel dates and temporary address/phone number
  • Destination city/facility
  • Any expected care needs (like injections, labs, or therapy sessions)

Many VAMCs have dedicated Traveling Veteran program pages with contact info and instructions on what to expect.

When Care Is Outside VA: Community Care

If VA can’t provide the needed care, you may qualify for Community Care through in-network, non-VA providers.
 You’ll need both a referral and authorization before scheduling.

  • Allow up to 14 days for VA to prepare your referral.
  • Bring your authorization letter to the appointment.
  • Community provider notes are added to your VA record for continuity.

Urgent Care on the Road

For minor illnesses or injuries, VA covers urgent care at VA facilities or in-network clinics—no referral required.
 You must be enrolled in VA care and have used VA or in-network care within the past 24 months.
 Copays may apply.

Use urgent care as a safety net, not a substitute for planned specialty visits.

Travel Reimbursement (Beneficiary Travel)

Eligible Veterans can be reimbursed for mileage and certain travel costs for VA or VA-authorized appointments.

  • As of June 30, 2025, the mileage rate is $0.415 per mile, calculated door-to-door to the nearest approved facility.
  • Scheduled visits are typically round-trip; unscheduled visits may be return-only.
  • File online via BTSSS (faster) or by mail with VA Form 10-3542.
  • File within 30 days of your appointment.
  • For Community Care visits, bring your Verification of Community Care Appointment memo and have the clinic sign it before you leave.

Where Traveling Veterans Go (and Why That Matters)

Many Veterans spend winters in Florida, Arizona, or Texas, while others head to California, the Gulf Coast, or the Southeast.
 These areas often experience seasonal slowdowns—especially for imaging or specialty services—so plan ahead.

Ask your coordinator to check nearby facilities if your first-choice location is backed up.

Planning Window: The 4–6 Week Checklist

  • Request your Traveling/Relocating consult with your travel details—this triggers inter-facility handoff and local order placement. 
  • If using Community Care, start referral and authorization early (allow up to 14 days). 
  • Confirm prescription refill timing and mailing options for specialty or controlled medications. 
  • Set up BTSSS, keep a mileage log, and carry your Community Care verification memo (printed or digital). 
  • Double-check urgent care eligibility (the 24-month rule) and keep the in-network locator handy. 

Limits to Plan Around (Especially for Procedures)

  • Referral/authorization timing: Both must be approved before scheduling. Leaving before completion can delay care—consider finishing procedures before traveling if timing is tight. 
  • Seasonal capacity: Winter demand in the Sun Belt can mean longer waits. Ask about nearby alternatives. 
  • Multi-stage care: Surgeries or physical therapy can outlast a short trip—plan where post-op care will happen and ensure notes return to your home VA. 
  • Prescription logistics: Refill schedules and controlled substance policies vary—double-check before you go. 
  • Travel pay specifics: Mileage is based on the closest facility offering your care. Keep your temporary address updated in BTSSS and submit within 30 days. 
  • Community Care documentation: Don’t leave without a signed verification memo—missing proof often delays reimbursement.

Going Outside the U.S.: What Changes?

  • Foreign Medical Program (FMP): For care abroad related to a service-connected condition, register with FMP before travel. Many foreign providers require payment upfront—you’ll then submit for reimbursement. 
  • Manila, Philippines: The Manila VA Outpatient Clinic is the only VA clinic overseas. Services vary and appointments are required. Review clinic info early if traveling to the Philippines. 
  • Overseas bases (DoD/MTFs): Department of Defense facilities mainly serve TRICARE members. Space-available care isn’t guaranteed and doesn’t follow VA rules. If you’re not TRICARE-eligible, plan on host-nation care via FMP. 
  • CHAMPVA Overseas (Family): CHAMPVA coverage applies abroad. Families usually pay upfront and file for reimbursement—carry your CHAMPVA ID and save itemized receipts. 

How VeteransDesk.org Helps (Education-Only)

  • Pre-travel prep: We help you draft your Traveling/Relocating consult request with all required details—dates, temporary address, destination facility, and expected needs. We also explain Community Care timelines so you can decide what to complete before leaving. 
  • Travel folder: Includes a BTSSS quick guide, mileage/receipt log, and the Community Care verification memo—so you always have proof for claims. 
  • Destination intel: We point you to official VA resources for Traveling Veteran contact info—never private referral lists.

Bottom Line

Bottom line: Start planning at least 4–6 weeks before you travel. Request your Traveling or Relocating Veteran consult early, and make sure all key authorizations are finalized before you hit the road. Keep your travel pay paperwork organized—it’ll save time and headaches later. If your plans include international travel, register with the Foreign Medical Program (FMP) ahead of time. Remember, the Manila VA Clinic is the only VA medical facility outside the U.S.

At VeteransDesk.org, our goal is to keep the process simple so you can focus on enjoying the season while staying on top of your care.

Educational only. For emergencies, call 911. For confidential crisis support, dial 988 (Veterans: press 1).

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