Policy for reimbursement of removal or rotational travel expenses

Reimbursement of Removal or Rotational Travel Expenses

 

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IMPORTANT: Your application form must be saved locally and opened in Adobe Acrobat or Adobe Reader. If the form opens in Adobe Previewer  or a webpage it will automatically invalidate the Signature (digital ID) fields and you will need to download and complete a new form. 

Introduction

Health Education England, east of England is responsible for providing relocation and travel expenses eligibility for junior doctors in training, whilst employed in the east of England region. The policy aims to provide assistance to junior doctors that are required to relocate or commute due to the rotational nature of their training programme. It is not intended to fully cover the costs incurred due to a relocation or commute to new place of work, but aims to offer financial assistance when eligible. 

All documents required to apply can be downloaded from the links below, or from the menu on the right hand side of this page. 

The relocation policy does not reimburse business mileage or travel costs incurred due to on-call commitments. 

LAT/LAS trainees are not eligible for reimbursement of removal or rotational travel expenses. 

View Eligibility Process Flowchart

 

Application deadlines

In line with the HEE, EoE policy, all applications for expenses must be received before or within 2 months of incurring the costs, we allow two full months from the month a cost was incurred for a trainee to submit their application. For example for costs incurred in August we allow the remainder of August, all of September and October to submit an application, for costs incurred in September we allow the remainder of September, all of October and November to submit their application and so on.

Trainees submitting a claim for excess travel or continuing commitments are only required to submit their application once for the duration of the placement, this must be submitted before or within two months of the first date a cost is incurred in line with the policy timeframe. Any change of circumstances such as a new employer or change of address will require a new application. 

 

Updates

Mileage Rates - April 1st 2017

Following the implementation of the new junior doctor’s contract, mileage rates will increase from 24p per mile to 28p per mile. This new rate will only apply to trainees once they have transferred over to the new contract, mileage rates on the old contract will remain at 24p per mile.

A new application form is currently being developed to include this information, in the interim please clearly state in ‘Appendix 1’ of your application or in the body of your email if you have moved over to the new contract. 

 

New Lead Employer - February 1st 2017 

As of February 1st 2017 the Lead Employer for GP and Public Health trainees will be St Helen and Knowsley Teaching Hospitals NHS Trust. In line with the policy these trainees are required to apply for reimbursement of removal or rotational travel expenses via their lead employer and full details can be accessed on HR Direct www.leademployer.sthk.nhs.uk

 

Generic Inbox Update - January 4th 2017: 

Please be aware that as of January 4th 2017 the mailbox for submitting Relocation Expenses application forms or any Relocation Expenses related queries has changed. The new email address is relocation.eoe@hee.nhs.uk We apologise for any inconvenience this may cause.

 

Base Place of Work Criteria Revision - October 2016 

A trainee that feels they may be eligible to change their base place of work under the revised criteria (paragraph 4) should download and submit the Base Change Request Form to relocation.eoe@hee.nhs.uk

Evidence will be required that the second or subsequent post is definite, as opposed to it being a possible post on a rotation and requests will not be considered without confirmation of this

Please see updated policy and FAQs for further information.

Please note: New Criteria applicable to posts starting August 1st 2016 onwards. 

 

Foundation Trainee Amendments - August 2016 

Foundation Year 1 trainees are now included in the HEE EoE Reimbursement of Removal or Rotational Travel Expenses Policy (paragraph 8), a maximum of £2000.00 of the overall £8000.00 available sum may be claimed during foundation training years.

 

Application Forms - March 2016

As of March 31st 2016 no hard copies of application forms will be accepted or processed by HEE. 

The application form for reimbursement of removal or rotational travel expenses is now available in electronic format and can be downloaded from the bottom of this page. Please ensure you save the document locally and open as a PDF with Adobe Acrobat or Adobe Reader before completing. Do not begin completing the form if it has opened as a webpage or in PDF Previewer, as this will disable the electronic signature fields and deem the form invalid.  As an organisation we are moving towards a paperless process and appreciate your assistance with this. Please ensure you carefully read the instructions on page 1 of the application form prior to completion.

Digital ID (signature) - All signatures are now required in the digital ID format so documents can be verified by HEE. Any forms signed incorrectly or missing a Digital ID from the trainee or Medical Staffing (both are mandatory) will not be accepted and an outcome cannot be provided, in these instances a new form will need to be completed and submitted for processing. 

 

Useful Links

Step by step guidance on how to set up a digital ID - Digital ID instructions

Electronic form guidance for Mac users - Mac user guidance

 

Contact

Please direct all completed application forms and any enquiries to the following email address: relocation.eoe@hee.nhs.uk

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