Expenses

 

Overview of Expenses	Reminder of Expectations	Accommodation
Travel	Subsistence	Excluded Expenses

 

Overview of Expenses

Below you will find a quick table reference guide. This is to be used with the full details laid out below.

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Reminder of Expectations

• As noted within the expectations on the Overview page, Resident Doctors should not commit to the costs of any course activity or event until full approval has been received through the approved application process as determined by the trust and this guidance. Any costs incurred without prior approval will be borne by the Resident Doctor.
• As noted within reimbursements on the Overview page, Reimbursement submissions must be submitted NO LATER than 3 months, with the expected timeframe being 6-8 weeks after the event. This is in line with NHS Financial Regulations and NHS Terms and Conditions. Any claim after this deadline will not be approved.

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Accommodation

Conditions when Residents Doctors will be reimbursed for accommodation

• Where it is not reasonable to travel on the day of the event
• the distance to the event is greater than 100 miles and round trip from their place of work.
• Early start or late finish

 

Duration of the accommodation period

• Will be limited to the duration of the event
• One night either before or on the night of the last day of the event where travel to the venue is in excess of the 100 mile round trip.
• Example: the course runs from February 01 to 04 February can either claim for 31 January to 03 February OR 01 February to the 04 February. 

 

Accommodation reimbursement limits per night

• Outside of London - Room including breakfast - £120
• Within London - Room including breakfast - £150
• Staying with friends and family - £20

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Travel

Travel within the UK

• Resident Doctors will be reimbursed at the most economical rate of travel. NHSE SW reserve the right to reimburse travel at the most cost-effective rate if submissions are excessive.
• Early booking for travel and accommodation should be undertaken wherever possible to minimise the cost associated with attending an event.
• Travel to the airport in the UK will be reimbursed at the most economical rate, which may be the equivalent to standard rate train fares or coach.
• Flights within the UK may be considered if this is the most cost-effective option (This must be evidenced), however pre-approval from the PGME team within the Trust. Flights/baggage cost will be reimbursed to a maximum equivalent of 2nd class train travel.
• Where personal vehicles are used, mileage be reimbursed at £0.30p per mile in accordance with National Policy i.e. calculated from work base to educational event and not from home to educational event. 

 

Excluded Travel Expenses within the UK

• First Class or business class fares will not be supported.
• Car parking fees, including airport parking
• Taxi Fares (However in exceptional circumstances, may be approved where the health and safety of a Resident Doctor is compromised).
• Additional/larger cabin/hold baggage is non-reclaimable. Dean’s discretion will be used in individual cases with supporting evidence.
• Electric Scooters.
• Bicycle Hire.
• Toll Bridges.
• Congestion charges. 

 

Travel outside of the UK

• Resident Doctor will be ineligible for reimbursement for travel while aboard. This cost will be borne by the Resident Doctor

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Subsistence

Expectation

• Breakfast to be included within the accommodation costs.
• Lunch may be reimbursed when five hours away from base during the lunchtime period between 12:00 to 14:00.
• Dinner may be reimbursed when ten hours away from base and returning after 19:00.
• One receipt supports one meal. Please do not submit multiple receipts to the Trust office.
• Reimbursement for alcoholic beverages will not be reimbursed under any circumstances. 

 

Meal Allowances

• For each 24 hour period, the maximum amount equals £20
• Lunch equals £5
• Dinner equals £15

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Excluded Expenses 

When not using Study Leave Entitlement

• When the Resident Doctor does not use their study leave entitlement, they are ineligible to be reimbursed for any costs relating to that time period/event. 

 

Above the specified rate

• Expenses exceeding the specified rates. 

 

Employer/other related leave

• Other employer-related leave.
• Interview Leave of any type e.g. consultant posts.
• Statutory and mandatory training required by employers.
• Travel, accommodation and subsistence relating to employer related requirement. 

 

Retrospective/Unapproved fees 

• Retrospective applications - i.e. applications submitted after the course start date (irrespective of circumstances).
• Fees for courses that are booked and not attended.
• Fees for courses not approved. 

 

Course related fees

• In line with Postgraduate and Higher Courses section: Postgraduate Certificates, Diplomas, Masters and PHD courses
• Enrolment on to a training programme and payment for portfolio access.
• Courses set up or attended in preparation for a consultant post.
• Courses not on the course list, except for Category 3 - subject to specific criteria. 

 

Exams and Revision

• Exam fees are not funded.
• Professional examination fees at any point of training e.g. FRCP exams.
• Courses for specialty examinations during the Foundation Programme.
• More than 2 revision courses if not provided by the school and if there is a clearly defined exceptional need, such as a recommendation from the Professional Support and Wellbeing team at the Deanery, (PSW SW) or the ARCP Panel/HoS has recommended a Resident Doctor to attend. Please see Exam Preparations / Revision courses (including Question Banks). 

 

Subscription and Memberships

• Royal college membership fees/ E-portfolio fees.
• Subscription fees.
• Open access journal publications. 

 

Other Events

• Conventions or Ceremonies
• ARCP attendance and associated expenses. 

 

Overseas

• Currency conversion charges
• Visas or application fees. 

 

Other Expenses

• Printing costs, such as posters for conferences.
• Course materials and books.
• Credit card charges

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This page was last updated August 1st 2025 (3 days ago)