Study leave

Study leave entitlement runs from April to March of each year, in line with the financial year.
Study leave entitlement is 10 days per annum. If your employment at the Trust starts midway between April to March, then this will be a pro-rata.

The total allowable expenses will be limited to £1,000 per year inclusive of course, subsistence and travel.

It is not the decision of the PGEC to allow any Doctor to roll over any unused study leave finances or days. As this money comes out of individual directorates, the Clinical Lead will need to email the MEM, confirming that they are happy for this to take place.

Consultants/ Trust Grade and Specialty Doctors need to complete a study leave request form. This can be accessed here or collected from the PGEC.

Every section of the form needs completing before being sent to Lynne Youens Study leave co-ordinator, 6 weeks before the first day of the proposed study leave absence.

To prevent any confusion please note that:

• Study leave includes any course which maintains CPD and revalidation
• Professional leave is to attend any Royal College, Specialty School, HEKSS meeting
• Special Leave would be to attend an event such as a court visit as an expert witness

The completed approval form can either be delivered in person to the reception area of the PGEC or it can be emailed to lynne.youens@sash.nhs.uk

Any supporting documentation such as the course outline is welcomed in the initial application.

Lynne keeps a record of your proposed study leave and she will take a copy of the form. You will then, through internal post or email, receive a copy back confirming that you have enough study leave days to attend the course and the form will state how much study leave money you have left, taking in to consideration your attendance at the requested event.

Following attendance you must make a claim on e-Expenses.

To do this register on please go to NHS ePay.

The organisation number is 326.

Expense claims must be submitted within 3 months (90 days), as per the Trust policy on expenses.

Please scan and load the following when making your claim on e-Expenses

• Proof of payment for the event
• Proof of attendance to the event
• Proof of payment for any other accommodation, travel and subsistence claim

Incomplete claims will be rejected on the e-Expenses system you will receive notification explaining the reason. Please re-submit once the claim is complete. A claim will be rejected if an approval form has not been received at the PGEC.

Study leave expenses are processed at the end of each month, the cut-off date on e-Expenses is the10th however to ensure your claim is processed and approved in time please submit by the end of each month (the last working day of the month) Payment is then processed by SBS and you will receive it in the following pay packet.

Please remember that no mileage claims can be signed off until Lynne Youens have seen hard copies of

• Driving Licence
• MOT Certificate
• Car insurance for business use

Alternatively we will accept an email from your department confirming that they have seen hard copies.