Leave & Finances Toolkit

A clear guide to leave, expenses, and claims. Find out about approved courses, application processes, and more.

Applying for Study Leave

Key Principles & Entitlement

Study leave applications are handled locally by your trust. Always check local processes when starting at a new hospital. The PGMDE provides a central list of approved courses.

30 Days Per Annum

This total entitlement includes up to 5 days which may be taken for private study or revision before an exam.

The Trainee's Role:

  1. Discuss goals with your ES.
  2. Check if course is mandatory, optional, or aspirational.
  3. Request leave with at least 6 weeks’ notice.
  4. Complete and submit the request form as per your trust.
  5. Book and attend the course.
  6. Update e-Portfolio with evidence.
  7. Submit expenses claim within 4 weeks.

The Supervisor's Role:

  1. Discuss trainees development plans.
  2. Clarify appropriate courses.
  3. Authorise leave within 2 weeks.
  4. Approve leave based on PGMDE list or PDP goals.
View Approved Courses (April 2025) Study Leave Process Flow Chart (May 2025)

Claiming Study Expenses

What Can I Claim For?

  • Mandatory Courses: Expenses for courses essential to your curriculum are fully approved.
  • RSM Days: These are considered mandatory and are fully claimable.
  • Optional Courses: Approved if you are making good progress with your training.
  • Aspirational Courses: Courses outside the curriculum require TPD approval.
  • Exam Preparation: You can be reimbursed for one relevant exam preparation course.
  • Associated Costs: Reasonable expenses for travel, food, and accommodation can be claimed.
  • Exam Fees: These are not covered by the study leave budget, but they are tax-deductible.

Levels of Study Leave

A table showing the 3 Levels of Study Leave Requests

Travel & Relocation Expenses

You are entitled to a maximum £8,000 - £10,000 for relocation and excess travel costs during your training. Claims are made through your employing trust.

Removal expenses

Moving from one rented property to another.

Relocation

Moving from one owner-occupied property to another.

Excess travel

Commuting journey above 17 miles one way.

Continuing commitments

Expense of having two living commitments.

Annual Leave & Lieu Days

Annual Leave Rules

27

Days Leave

Standard entitlement per year.

32

Days Leave

After 5 years’ service to the NHS.

8

Public Holidays

Additional leave for full-time workers.

~

Pro-Rata

Leave is pro-rata for less than full-time.

Lieu Days

Lieu days are given in the following circumstances:

Work on Holiday

You are rostered to work on a public holiday.

Rest on Holiday

Your allocated rest day falls on a public holiday.

Course on Rest Day

You attend a course on a scheduled rest day.

Tax Relief on Professional Expenses

You can reclaim up to 40% of the cost of examinations and other professional fees (GMC, RCPCH, BMA, etc.) through HMRC. Claims can be backdated up to 5 years.

Do not claim for expenses for which you have received a tax-free reimbursement.

See the Medics Money Guide

Disclaimer: We are not financial experts. The information provided in this toolkit has been gathered from experience and is for general guidance only. Always verify details with your employing trust and relevant bodies like HMRC.