Study Leave A-Z

Foundation Year 1 doctors are not eligible to apply for study leave since FY1 study leave takes the form of regular teaching sessions. Resident Doctors are advised to complete an ALS course in their first year that will be organised by the employing Trust.

Foundation Year 2 doctors have the same allocation of study leave as all other Resident Doctors: 30 days. 15 days are allocated to regular scheduled teaching. 

Please find more details for Study leave arrangements for F1 and F2 doctors here.

Study Leave for International activities (any event outside the UK) all fall into the Discretionary application process and require prospective approval from your Educational Supervisor, Training Programme Director and Head of School. Any international study leave claims that have not been pre-approved by these roles will not be reimbursed. International activities fall into two categories:

(1) Curricular – Attending courses/events outside of the UK to meet curricular requirements. This will only be considered in exceptional circumstances and when the curricular requirements cannot be met by attending a similar opportunity in the UK.

(2) Aspirational – Study leave that enhances the knowledge, skills and attitudes of the Resident Doctor, or enhances any aspect of patient care, but is not mapped to any direct curriculum requirements. For these special aspirational circumstances, it has been agreed that part-funding for one international conference or meeting may be approved for each Resident Doctor for any one programme, which can be defined as Foundation, Core or Higher. Up to two events may be considered for longer run through training programmes (e.g. Paediatrics and Obstetrics & Gynaecology). International study leave will only be considered if:  

•       You have attained your core curriculum competencies and received an ARCP outcome 1.  
•       It is demonstrated that the event links to your relevant specialty curriculum.  
•       For conferences, you must be presenting a poster or oral presentation.  

The part-funded of attendance, where approved – reflects both NHSE’s and your commitment to your development. Part-funding may be provided to support the conference/course fee or travel and accommodation costs (in line with local deanery guidance for claiming expenses), whichever is the lower amount. Claims must not exceed £1,000. 

In cases where only one cost element is incurred (i.e. either no course fee or no travel and accommodation expenses) NHSE will contribute a nominal amount towards overall costs, based on typical registration costs. The maximum contribution is £450.

The overnight accommodation rate for international study leave should not exceed £150 per night. 

Subsistence expenses will not be reimbursed by NHSE for international study leave.  

You must use the most cost effective transport means possible. NHSE reserves the right to only reimburse the cost of the cheapest fare.   

If you will not be seeking reimbursement for attendance at an international event (any event outside of the UK), then you only require approval from your employer, as long as this includes support from an Educational Supervisor or suitable equivalent. Approvals from your Training Programme Director and Head of School are not required in this instance.

Receipts must be provided for all expenses otherwise your claim will not be processed. Receipts and certificate of attendance for the study leave activity should be attached individually to the expenses claim software used by your employing organisation.   Doctors are advised to keep a copy of the form and receipts they submit in case of problem or a query with payment.  

Study leave cannot be used to buy revision books, online resources, journal subscriptions, membership fees, accreditation fees, attend interviews or cover exam fees.  It can only be used for costs associated directly with attending a course (i.e. course fees, travel, subsistence and accommodation).  

Any external interview preparation courses should be applied for via the discretionary study leave process.

Resident doctors seeking leadership training should in the first instance be encouraged to access the free NHS Leadership Academy Edward Jenner or the LEEP programme delivered by an NHS Trust or NHSE. Resident doctors should only consider other options if these courses are not available.  

If resident doctors wish to take any other funded leadership course, they will be required to obtain approval via the discretionary study leave process. Alternative courses must be discussed with their Training Programme Director and their Head of School, in compliance with the discretionary approval process. A cap of £1000, inclusive of all costs, i.e. the course fees and any T&A and/or subsistence costs, will be applied to any courses for which discretionary approval is obtained.

The full 30 days’ Study Leave entitlement will allocated pro-rata for Less Than Full Time doctors.  

Guidance and application forms for colleagues who wish to organise a Locally Delivered Course are accessible here.

Study leave cannot be used to pay for revision books, online resources, journal subscriptions, membership fees, accreditation fees, attend interviews or cover exam fees.  It can only be used for costs associated directly with attending a course (i.e. course fees, travel, subsistence and accommodation). Study leave funding should not be used for ‘joining’/membership costs for a conference or course, even if this is advertised to provide a reduced attendance fee.

Please send your Trusts’ monthly study leave return spreadsheets, for payments in that calendar month, to NHSE South East via england.studyleave.kss@nhs.net by the 4th of the following month.

A copy of the current national Study Leave policy document is available here.

Doctors that are on an OOP for Research, Career Break or Experience are not eligible to apply for study leave
Doctors on an OOPT will only be approved and funded where there is clear evidence linking the application to the specific curriculum requirement for the doctor’s individual specialty.
Doctors on Parental Leave are eligible to apply for Study Leave. Please see additional information under Parental Leave within the A – Z.

Doctors can apply for study leave funding while on Parental Leave.  However, any activities would need to be applied for in advance and agreed with the Educational Supervisor, and any use of KiT days would also need to be agreed with the Trust in advance.   Doctors are unable to apply retrospectively for study leave funding or KiT days.   The Doctor would need to refer to the rest of our generic study leave guidance for more information, including approvals required, but note that TPD approval may be accepted in lieu of Educational Supervisor approval where appropriate.

Study leave accrues during parental leave (it accrues pro rata based if on a LTFT contract), and can be taken it at a later date, minus any study leave days used for any KIT days.

Doctors in their Period of Grace are not eligible for study leave funding. Once training has been completed any further professional development, skill, or knowledge acquisition during this period of time should be considered as continuous professional development (CPD).

Postgraduate degree courses are rarely funded from the Study Leave budget – exceptions include specific training programmes whose curricula currently require such qualifications for progression. All Postgraduate qualifications (MSc, Diploma or PG cert courses) must be approved via the discretionary study leave process;, unless the course is specifically named on the approved course lists as a curriculum requirement (generic course codes such as ‘developing skills for educational supervision’ cannot be used for postgraduate qualifications). 

Private study leave for the purpose of home-based revision will normally be taken within six weeks from the date of the exam and normally runs from Monday to Friday. Resident Doctors may take up to five days (of the 30-day allowance). Only one period of private study leave per exam is allowed.
Foundation doctors electing not to attend career development courses or conferences may take up to two days of leave for private study in preparation for professional exams.

Study leave can be used to fund the purchase of one set of question banks from a recognised provider in lieu of an exam preparation course.

You need to claim any costs incurred from your employing Trust, following their local process, after you have attended the study leave activity. The exception is for Mandatory activities, for which you may be able to seek early reimbursement for the course/activity fee – please check the Application Process section here for more details about when to claim, but note that Trusts claims processes may vary, so you will need to refer to your employer’s specific guidance.

All study leave (time off and funding) must be requested in advance of the event (ideally commencing at least 10 weeks before the activity to enable all necessary approvals to be obtained at least 6 weeks in advance. Retrospective applications will not be approved or funded except in exceptional circumstances.

Study leave cannot be used to buy revision books, online resources (see “Question Banks” for exceptions), journal subscriptions, membership fees, accreditation fees, registration fees, attend interviews or cover exam fees.  It can only be used for costs associated directly with attending a course (i.e. course fees, travel, subsistence and accommodation).

If you wish to apply for study leave and funding to attend a course at the start of your next rotation which will be based at a different NHS trust you should discuss any courses/educational activities you would like to attend with your current ES, apply for TPD and Head of School for approval if it is a Discretionary activity, and then liaise with your future employer regarding booking the study leave days off.

Once you have been on the course, submit your expense claim to the new NHS Trust where you will already have commenced work.

If you are signed off as sick then you should not be doing anything related to work, including attending training events, courses and conferences. If you do have any concerns about how your absence will impact your training then please liaise with your ES/TPD/FPD/GP Patch AD to discuss your specific options.

Study leave cannot be used to buy revision books, online resources, journal subscriptions, membership fees, accreditation fees, registration fees, attend interviews or cover exam fees.  It can only be used for costs associated directly with attending a course (i.e. course fees, travel, subsistence and accommodation). 

Resident doctors/trainees should submit all study leave claims to their Trust within three months of the date of the event, which is aligned with the NHS rules for all NHS staff claims. Not being aware of the study leave process will not be deemed a valid justification for the late submission of a claim.

For study leave confined to a single day, refreshments and meals are normally included in the event fee.  Where not, subsistence can be claimed for UK courses only, in line with the current limits listed in the NHS Terms and Conditions of Service. Currently these are:

1. Lunch allowance (more than five hours away from base, including the lunchtime period between 12:00 pm to 2:00 pm): £5 maximum
2. Evening meal allowance (more than ten hours away from base and return after 7:00 pm): £15 maximum
3. Meals allowance per 24-hour period: £20 maximum

‘Gala’ dinners at additional expense are not covered by the Study Leave budget.  No payment will be made for alcoholic beverages under any circumstances.  

Subsistence expenses will not usually be reimbursed by NHSE for international activities.

Receipts must be provided for all subsistence expenses otherwise your claim will not be processed. Receipts and certificate of attendance for the study leave activity should be attached individually to the expenses claim software used by your employing organisation.   Doctors are advised to keep a copy of the form and receipts they submit in case of problem or a query with payment.  

Reasonable travel costs can be applied for an approved study leave activity.  

Travel:   
You must use the most cost effective transport means possible. NHSE Wessex reserves the right to only reimburse the cost of the cheapest fare. 

  
By Car: Candidates will be paid at the reserve rate of 30p per mile (or a subsequently revised mileage reserve rate) as listed in Table 7 and described in Section 17 of the NHS Terms and Conditions of Service Handbook. The shortest practicable route should be taken and car parking fees will be reimbursed on production of receipts.  Mileage should be calculated from the doctor’s principal place of work to the event and back. Only mileage in excess of a doctor’s usual daily commute is eligible for reimbursement.

By Rail: Supersavers and standard class rail fares only. The most cost effective fare must be sought. If possible, doctors should purchase tickets in advance to ensure this. Receipts for rail travel must include the date of travel and the start and finish locations. Credit card receipts are not sufficient.  

By Taxi: Expenses will be reimbursed for short journeys only such as from the nearest train station to the venue where public transport is not practical, e.g. time of day. A receipt will be required.  

By Air: Payment for travel by air must not exceed the total cost of travelling by public transport.  Airport parking charges cannot be reimbursed from the Study Leave budget.

Reimbursement should be claimed as per your employing Trust’s local process. Receipts must be provided for travel expenses where applicable, otherwise your claim will not be processed. Receipts and certificate of attendance for the study leave activity should be attached individually to the expenses claim software used by your employing organisation.   Doctors are advised to keep a copy of the form and receipts they submit in case of problem or a query with payment

For Accommodation Expenses – see the Accommodation Expenses section above in the A-Z.

For Subsistence Expenses – see the Subsistence Expenses section above in the A-Z.

For International travel – see the International Activities section above in the A-Z.