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Reimbursement of Expenses

Reimbursement of Removal or Rotational Travel Expenses

Important Update – New application form available from 31st July 2017, changes in application process effective 1st August 2017. Please see ‘Updates’ below for full details 

 

Introduction

The Reimbursement of Removal or Rotational Travel Expenses policy aims to provide assistance to junior doctors that are required to relocate or commute due to the rotational nature of their training programme. It is not intended to fully cover the costs incurred due to a relocation or commute to new place of work, but aims to offer financial assistance when eligible. 

The Employing NHS Trust is responsible for providing eligibility and reimbursement of relocation expenses and contact details for these can be found on the menu to the right of this page. This policy and application process applies to all trainees whilst employed in the east of England (EoE) region, trainees working in NHS Trusts within any other Health Education England (HEE) region will be reimbursed in accordance with that policy and process.

If you are employed in London and South East (LaSE) or Kent, Surrey and Sussex (KSS), from the 1st April 2018 relocation expenses will be administered by your employing trust. For further information please refer to the London and South East website: http://www.lpmde.ac.uk/training-programme/training-matters/relocation-and-excess-travel-claims/relocation

All documents can be downloaded from the links below, or accessed from the menu on the right hand side of this page. 

LAT/LAS trainees are not eligible for reimbursement of removal or rotational travel expenses. 

 

Application deadlines

In line with the HEE, EoE policy, all applications for expenses must be received before or within 2 months of incurring the costs, we allow two full months from the month a cost was incurred for a trainee to submit their application. For example for costs incurred in August we allow the remainder of August, and the full months of September and October to submit an application, for costs incurred in September we allow the remainder of September, and the full months of October and November to submit their application and so on.

Trainees submitting a claim for excess travel or continuing commitments are only required to submit their application once for the duration of the placement, this must be submitted before or within two months of the first date a cost is incurred in line with the policy timeframe. Any change of circumstances such as a new employer or change of address will require a new application. 

 

Updates

Changes to Eligibility Process – August 1st 2017:

As of 1st August 2017 Health Education England, East of England will no longer be responsible for processing a trainee’s eligibility to claim reimbursement of removal or rotational travel expenses, applications will be administered by the employing NHS Trust. All expenses must be submitted whilst you are employed at the trust to which they relate and within the policy timeframe, after this point expenses will no longer be eligible for reimbursement.

Documentation: The new version of the application form is now available for download and must be completed and submitted to the employing trust; old versions of the form will not be accepted. The eligibility criteria in order to claim relocation expenses has not changed, but all documentation and guidance has been amended to reflect the employer as the outcome provider, as opposed to HEE. 

These changes do not apply to GP and Public Health trainees, who will continue to apply via the lead employer - St Helen and Knowsley Teaching Hospitals NHS Trust. 

 

Mileage Rates - April 1st 2017

Following the implementation of the new junior doctor’s contract, mileage rates will increase from 24p per mile to 28p per mile. This new rate will only apply to trainees once they have transferred over to the new contract, mileage rates on the old contract will remain at 24p per mile.

A new application form is currently being developed to include this information, in the interim please clearly state in ‘Appendix 1’ of your application or in the body of your email if you have moved over to the new contract. 

 

New Lead Employer - February 1st 2017 

As of February 1st 2017 the Lead Employer for GP and Public Health trainees will be St Helen and Knowsley Teaching Hospitals NHS Trust. In line with the policy these trainees are required to apply for reimbursement of removal or rotational travel expenses via their lead employer and full details can be accessed on HR Direct www.leademployer.sthk.nhs.uk

 

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