DRAFT Relocation and Excess Travel
for Postgraduate Doctors and Dentists in Training
This section provides information about study leave for resident doctors and dentists. The study leave framework is set out in the national relocation and excess travel policy. Trust colleagues are encouraged to familarise themselves with these documents and the pages in this section when reviewing study leave requests and claims.
Pages in this section:
Study Leave Overview | Fequently Asked Questions | ALM Applicant User Guide | ALM Approver User Guide
Relocation & Excess Travel Trust User Guide
- Policy and guidance
- Application / Approval process
- Template Application Form
- Submitting monthly Trust return
- Exception Requests
- Appeals
- Frequently Asked Questions
- Expense allowances
- How to request support
- Drop in sessions with NHSE reimbursement team
Policy and guidance
The NHS England approach to relocation and excess travel is set out in the national relocation and excess travel policy, which provides a strategic overview of the process, approval principles and finance management.
The Yorkshire and the Humber relocation and excess travel guidance sets out our local NHSE guidance and covers the process for applications and claiming expenses.
Employers are strongly encouraged to familiarise themselves with the policy and guidance documents and also refer to them when reviewing relocation and excess travel applications.
National Relocation & Excess Travel Policy | National FAQs Local YH Relocation & Excess Travel GuidanceApproval process
Employers are responsible for coordinating the application process for postgraduate doctors and dentists. We have made available a template application form but employers may choose to make available their own to best meet internal requirments. Employers are responsible for considering all applications in accordance with the national relocation & excess travel policy.
Applicants should complete the application form in full before submitting any expenses claims.
Final expense claims are submitted after the event using the employing trust's e-expenses or process and are authorised by Medical Education. Expense claims must be submitted within 6 weeks of the event. Claims must be accompanied by receipts and evidence of attendance. Claims will only be reimbursed in line with the nationally agreed rates for subsistence and travel. Late claims submitted within 3 months of the event may be considered if there is an exceptional reason. Claims received outside 3 months of the event will not be considered.
Regional Teaching and pre-approved courses
Regional Teaching is a study / clinical skills day organised by your training programme, or a school conference. As a general rule, regional teaching does not have a course / conference fee. Applicants should only select regional teaching if the course / conference is organised by their training programme or specialty school.
How to activate your account
How to navigate the site
How to navigate the applications / expenses lists
How to read application forms
Please note: ALM is not optimised for mobile browsers and some essential sections of the application screens do not function on mobile devices. Please ensure that you access ALM using a computer and either the Chrome, Edge, Safari, or Firefox browser.
Leave details
Study Leave Types
Study - All curriculum or discretionary courses / conferences / activity not covered by one of the other leave types below.
Exam - Exam preparation courses and exam sittings. Please note: Exam fees may not be funded through study leave.
Private - Home based revision / exam preparation before an exam sitting. Expenses may not be claimed for private study leave.
International - Courses / conferences taking place outside of the UK.
Regional Teaching
Regional Teaching is a study / clinical skills day organised by your training programme, or a school conference. As a general rule, regional teaching does not have a course / conference fee. Applicants must only select regional teaching if the course / conference is organised by the training programme or specialty school.
Entitlements and budget
Cover and authorisation
Estimated expenses
Frequently Asked Questions
Who does the national policy apply to?
Any Postgraduate Doctor or Dentist in Training within commencing an NHSE training programme with effect from 5th August 2020. A new programme is defined as anything with it's own GMC code, for example moving from Foundation to Core Training.
How to record expenses
Please note: Per the operational guidance, expense claims must be submitted within 6-weeks of the event. This also reflects the Terms and Conditions for Doctors and Dentists in Training. Late claims may be accepted at trust discretion if 1) submitted within 3-months of the event and 2) there is an exceptional reason. Particular attention must be paid to the expense windows around finance year end and entering the new financial year.
Expense allowances
Study Leave Allowances
Accommodation (if required): Single occupancy only. Up to £120 per night outside London | Up to £150 per night within London. Where shared occupancy is required, only 50% of the costs will be reimbursed.
Non-Commercial Accommodation (staying with a friend or relative): £25 per night which includes the evening meal allowance.
Milage: 30p per mile, when travelling in own car and calculated using the most direct route between base hospital* and destination. Tunnel and bridge tolls may be reimbursed if receipts are provided. Parking at the destination will normally be reimbursed.
*For study leave purposes, the base hospital is the placement site or 'primary place of work'.
Public transport: Only standard class tickets may be reimbursed. Applicants should select the cheapest ticket options available.
Meals: Up to £5 lunch allowance. Up to £15 evening meal allowance where overnight accommodation is required. The maximum meal allowance is £20 in a 24 hour period.
Please note: Conference dinners and social events may not be reimbursed under meal expenses or with the conference fees. Membership fees paid when booking course / conferences are also not eligible for reimbursement.
Unless otherwise stated, study leave allowances reflect the NHS Terms & Conditions of Service.
International Leave
For international leave, either the full cost of the course/conference fees or the cost of economy travel and accommodation may be approved, whichever is the lower amount. If the course/conference fee is waived by the course provider, funding for the cost of economy travel and accommodation may be considered.
How to request support
Go to the list of support contacts