Study Leave Update

Study Leave update

Earlier in 2024 new functionality was introduced to allow study leave applications, and any associated claims, to be submitted retrospectively. This change was made in response to feedback from trainees and trainers about the need for increased flexibility.

Trainees can now submit a study leave application up to two months following an event/ study leave activity. The study leave app will allow entry of an application with a date up to two months in the past and it will then proceed through approval as normal. If applications are being submitted with funding, and the Programme Director approves the application, a claim for reimbursement can be submitted within one month of approval. The shortened timescale for submitting a claim in compassion to prospective applications is to reflect that receipts and actual expenditure should be available since the activity had already taken place.

Some points to be aware of:

• • Although study leave applications can be retrospective, approval from the service for the study leave time must always be sought prospectively to ensure safe rota planning and patient care.
  • Retrospective applications will be considered in the usual way and programme directors may not approve the application or associated funding. For this reason, prospective applications are preferred and offer trainees certainty about the availability of study leave time & funding prior to making arrangements.
  • The study leave app will not allow entry of dates more than two months in the past. Trainees should never enter false dates in the study leave app as they are required to sign an electronic declaration attesting to the accuracy of the information they have entered.
  • Retrospective study leave applications should be submitted even if the activity undertaken has no associated cost. This is to ensure the recording of study leave days taken is accurate.

Some more general points about study leave to be aware of:

• • The study leave policy and a recent email to all trainees and programme directors details the limits/ allowances for claiming travel, accommodation & subsistence in regard to study leave activity. We ask all trainees and trainers to be aware of this information and to make arrangements in line with it. If a trainee believes there are exceptional circumstances which mean the normal limits for travel, accommodation & subsistence should be waived they, or their programme director, must seek approval from the study leave team in advance. Claims submitted beyond these limits and without prior approval of the Deanery will be adjusted down when being processed for payment.
    
    
  • Financial year end – we understand it can be frustrating for trainees if they book and pay for a study leave activity which is taking place in the next financial year, and they are unable to reclaim the cost until that financial year begins. Unfortunately, NES only receives funding for study leave on an annual basis, with no ability to carry over any underspend or spend against any future budgets. Claims for activity in the 24/25 financial year can be submitted from the 1^st April onwards.

For queries relating to any of the above points, or study leave more generally, please do not hesitate to contact us at study.leave@nes.scot.nh.uk

Deanery Website Study Leave pages: https://www.scotlanddeanery.nhs.scot/trainee-information/study-leave/