Study Leave Process

Study Leave Allowance

· GP Trainees may take a maximum of 30 days of study leave a year (up to 2.5 days/month in a post), between 15 to 20 of the 30 days are allocated for VTS and residential events.

·         You are allowed an additional 5 days of personal study leave per year. Personal study leave for examination preparation is normally only permitted for the MRCGP.

·         Leave for the day of sitting the AKT component of the MRCGP is normally granted in addition to the study leave entitlement.

·         You are allowed an additional 5 days of professional leave per year if you are a trainee representative of a local or national organisational committee (e.g. London training committee)

Study Budget

·         There is no annual financial allowance allocated per trainee for study leave. If the course will support doctors in training achieving the curriculum or falls within the agreed aspirational courses, it will be covered by the study budget held centrally by Health Education England (HEE).

·         Up to £75 can be claimed for the cost of producing posters for presentations.

·         Reimbursement limits:

o    Public transport – standard class tickets only.

o   Mileage – 28p per mile. Parking charges are NOT covered.

o   Accommodation (UK only) - £120 per night. (International) - £150 per night.

Types of training:

·         Mandatory training should be provided and funded either through the half day release or in the workplace. It should incur no additional cost and should not require additional study leave to be taken.

·         Optional training can be agreed between the trainee and the clinical or educational supervisor provided it meets the trainees’ individual curricular requirements and the rota allows the trainee to be away from the workplace.

·         Aspirational training can be accessed in order to develop particular interests or curricular needs. This should be agreed in consultation with the Head of School for trainees based in secondary care. Anything international is automatically aspirational.

All trainees are given access to the hospital LDIT (system for requesting study leave while in hospital) upon joining the trust. If you haven’t received this please contact the postgraduate medical education team.

Reimbursement Process:

·         Reimbursement is via Royal Free (our lead employer) expenses system www.sel-expenses.com (see below)

·         If logging in for the first time, click on ‘forgotten details’ and follow the instructions – you will be sent two emails with your username and password

·         Documents required:

o   Approval letter from PGME

o   Receipts for expenses (course, travel, accommodation)

o   Certificate of attendance

o   Study Leave Reimbursement Form (see below) – with trainee’s signature, clinical supervisor/educational supervisor or PGME Manager

·         MUST be completed within 2 months of attending course/conference

·         Email rf-tr.expenseclaims@nhs.net if you are having any problems

Please note you will not be able to submit mileage claims if you have not completed the car user registration form and returned it to the email address provided on the form. Please note you are not able to claim for parking or congestion charge.

Step by Step (Reimbursement Process)

Links and Documents

Course Types and Codes - https://gp-training.hee.nhs.uk/guildford/wp-content/uploads/sites/91/2021/07/GP-study-leave-codes.pdf

Aspirational study leave form – https://lasepgmdesupport.hee.nhs.uk/support/tickets/new?form_d33=true

Additional Forms (see below)