Study Leave - Frequently Asked Questions

General

How many study leave days does a trainee get?

How many Private Study days can a trainee take?

How much funding does a trainee get?

Can my study leave budget be carried forward to subsequent years?

Do I need to apply for study leave if I do not want to claim expenses?

Do I need to apply for study leave if I do not want to take time off?

The Study Leave Process

How do you complete the application form?

Where is my application up to?

Where should I submit my application form to?

Where should I submit my claim form to?

Expenses

How do I claim my expenses back?

When does the budget year run from/to?

When should I expect my expenses to be reimbursed?

How is travel calculated?

What is the rate of mileage?

Will air travel be refunded?

Can I claim expenses for overseas trips?

How much funding do I get for accommodation?

What receipts do I need to send?

Can I claim expenses for Food and Drink?

Can I claim expenses for an exam?

 


 

General

 

How many study leave days does a trainee get?

The maximum number of days study leave per year is 30 days for a FULL TIME trainee (the study leave year is 1st October - 30th September). Some of these days may be taken up by your specialties mandatory training days. Please check with your Training Programme Director to confirm the number of days these take from your allowance.

Allowances for Part time trainees/part years worked are calculated pro-rata.


How many Private Study days can a trainee take?

FULL TIME trainees are allowed to take up to 7 days (of their 30 day allowance) for Private Study (e.g. revision for exams).

Allowances for Part time trainees/part years worked are calculated pro-rata.


How much funding does a trainee get?

The allocation of funding is dependent on completing all mandatory training before participating in optional courses. The study leave funding is approved by your Training Program Director (TPD) (the study leave budget year runs from 1st March - 28th/29th February each year). Some specialties may top-slice your allocation. Please check with your Training Programme Director to see if this is the case in your specialty.

Although the standard budget year is 1st March - 28th February, Core Medical Training and Core Surgical Training choose to consider your funding requests on an August to August basis. This should not affect the amount of funding you have access to.

Allowances for Part time trainees/part years worked are calculated pro-rata.


Can my study leave budget be carried forward to subsequent years?

No. Your study leave budget is for the current year only and unused funding cannot be carried forward to subsequent years.


Do I need to apply for study leave if I do not want to claim expenses?

Yes. All study leave; both for time off and for funding must be approved by your Training Programme Director prior to the leave.


Do I need to apply for study leave if I do not want to take time off?

Yes. All study leave; both for time off and for funding must be approved by your Training Programme Director prior to the leave.


 

The Study Leave Process

 


How do you complete the application form?

Study leave can be approved by completing in full

Section A – Personal Details

Section B – Leave Requested

Section C - Expenses

Section D - Cover of duties during absence


Where is my application up to?

Please check with the Study Leave Administrator of your Training Programme Director (the person you should have emailed your application to – For the Psychiatry specialties; please check with the School of Psychiatry) that it has been received and forwarded to the Training Programme Director. If it has been approved contact the Deanery Study Leave Administrator on 0161 625 7610/7666/ 7670/7680 or studyleave.nw@hee.nhs.uk


Where should I submit my application form to?

Your application form should be submitted to the appropriate study leave administrator for your Specialty (not the Deanery Study Leave Administrators). Please check the list of Study Leave Administrators on the main study leave page.


Where should I submit my claim form to?

Your claim form should be submitted to the address given on the top of the claim form either by email or by post.


 

Expenses

 


How do I claim my expenses back?

Once your Study Leave application has been approved, you will be sent an expenses claim form (FS2). You must complete this form and return it to the Deanery with ALL receipts to the email address or postal address provided on the claims form.

Claims MUST be made within 3 months of the course start date. Claims made outside these time frames will not be reimbursed.

Claims not supported by receipts will not be reimbursed.


When does the budget year run from/to?

The normal Study Leave budget year runs from 1st March to 28th/29th February each year. Core Medical Training and Core Surgical Training will consider funding on an August to August basis – this should not affect the amount of funding you have access to.


When should I expect my expenses to be reimbursed?

Your Lead Employer is St Helen’s and Knowsley:

Refunds are made with your salary at the end of each month. The cut-off date is usually the 8th of the month, if this falls over the weekend it will be the last working day before this date). If the Claim form is not processed before this date they will get paid the following month. (e.g. if your claim is processed before the January cut-off date, it will normally be reimbursed with your salary in January).


How is travel calculated?

Travel is calculated from your base hospital to the course/conference/exam venue to a maximum of a 2nd class (standard) return rail fare. Mileage can be claim to as long as it does not exceed this amount a 2nd class return rail fare.


What is the rate of mileage?

23 pence per mile (up to the maximum of a 2nd class rail fare).


Will air travel be refunded?

Only where it is cheaper to travel by air than by train, or where it is not possible to travel by rail (e.g. Northern Ireland or for non-UK trips where approved).


Can I claim expenses for overseas trips?

Overseas study leave funding is normally only available outside the core specialty learning programme is exceptionally available to St3+ (SpR)'s, usually to present their work in an international forum.

Overseas trips must also be approved by the Postgraduate Dean (or deputy) at the Deanery as well as your Training Programme Director. Funding for trips may be restricted depending on previous funding.

Only one overseas trip is normally allowed in the WHOLE of your training (not per year).

Overseas is defined as any country outside the UK.

Study leave will not be granted to attend examinations overseas.


How much funding do I get for accommodation?

Refunds are made to a maximum of £55 per night (Bed & Breakfast).


What receipts do I need to send?

Receipts are required for:
         Course/Conference fees
         Accommodation
         Subsistence
         Rail Travel (including Tube and Tram journey's)
         Air Travel
         Parking
         Taxis

If no receipt for If no receipt for Travel is submitted, travel will be calculated as an off peak 2nd class return rail fare from the nearest mainline station to your hospital base to the nearest station to the course/conference venue.
If no receipt is received for any other expense, you will not be refunded.


Can I claim expenses for Food and Drink?

Subsistence can be claim where appropriate to a maximum of £20 for a full 24 hour period. Claims for alcohol will not be reimbursed.


Can I claim expenses for an exam?

Exam fees cannot be reimbursed. Travel to the exam and accommodation/subsistence can be claimed (subject to approval by your Training Programme Director).