Policy for reimbursement of removal or rotational travel expenses

Reimbursement of Removal or Rotational Travel Expenses

04/01/2017 IMPORTANT ANNOUNCEMENT: East of England Relocation Expenses email address update - Please be aware that as of today 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.

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PLEASE NOTE: 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 processing relocation and travel expenses 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 on 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. 

IMPORTANT: Application forms submitted that are missing  Medical Staffing Signature (Digital ID) will not be processed, and due to the high volume of forms currently being received may not be returned for re-completion. Please ensure this is filled in before submitting your application form. 

Eligibility Process Flowchart

 

Updates

New Lead Employer - February 1st 2017 

As of 1st February 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

 

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. 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 1st August 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.

 

Applications

20/07/2016 - Updated Electronic Application Form LIVE
Please note that as of March 31st 2016 no old versions of application forms will be accepted or processed by HEE. 

The new fully electronic application form for reimbursement of removal or rotational travel expenses is now available to use and can be downloaded from the bottom of this page. Please ensure you save the forms 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 going paperless 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, these signatures contain information detailing by who and when the signature was placed and confirms the document has not been altered in any way. 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. 

Guidance on inputting a correct digital ID can be found below. 

 

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

 
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 the trainee would then have September and October to submit their application, for costs incurred in September the trainee would have the two full months of October and November to submit their application and so on.

Below are examples of application deadlines.

Claim Type:

Post start date:

Date costs incurred:

Application deadline:

Excess Travel

August 2016

First day of commute

(August 2016)

31st October 2016

Continuing Commitments

August 2016

Rent paid from July 2016

30th September 2016

Relocation of property

(Rented – Rented or Sale/Purchase)

September 2016

August 2016 – September 2016.

Multiple expenses.

30th November 2016

(Two calendar months from final cost incurred)

 

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