Is there a time limit on processing claims submitted by trainees?

Trainees should submit all study leave claims to their Trust within three months of the date of the event. We will then allow one additional month for the Trust to process the claim. 

Any claims submitted on the monthly return that are older than four months will require exceptional approval in order to be processed. 

If the delay is on the part of the trainee (e.g. due to workload or health-related issues), we will require agreement from the trainee’s TPD that the late claim can be processed as an exceptional case. If you receive a late claim from a trainee, please advise them to contact their TPD in the first instance to explain the reasons for the late claim. 

If the delay is on the part of the Trust (e.g. due to system issues or staff shortages), please contact the Study Leave team directly for confirmation that the claim can be processed outside the usual deadline. In these circumstances the trainee should still be reimbursed if the delay is beyond their control.

Not being aware of the study leave process will not be deemed a valid justification for the late submission of a claim.

Please ensure that you have received the necessary approvals for late claims before adding them to your monthly return.

Please contact the team on studyleave.lase@hee.nhs.uk if you have any queries regarding this process.

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