Relocation and Excess Travel
for Postgraduate Doctors and Dentists in Training
This webpage provides an overview of the national relocation and excess travel framework, under which all eligible Postgraduate Doctors and Dentists in Training (PGDiTs) can apply for reimbursement.
Overview of Relocation and Excess Travel
NHS England Workforce, Training and Education in Yorkshire and Humber (NHSE WTE YH) is responsible for providing all postgraduate doctors, dentists and public health practitioners in training (PGDiTs) within the region with assistance for relocation expenses, including removal or excess mileage.
The NHS England approach to relocation and excess travel is set out in the National Relocation and Excess Travel Framework, which specifies the scenarios in which PGDiTs are eligible to reclaim costs for relocation and excess mileage from NHS England, and the total amount that can be claimed across the lifetime of training.
Individual employers are responsible for reimbursement of excess travel, relocation and removal expenses, in line with local employer policies.
It is the responsibility of the PGDiT to check that they are eligible for reimbursement prior to expenditure. If you are unsure whether your circumstances are eligible for reimbursement, please contact the HR department within your employing trust for confirmation.
PGDiTs should apply for reimbursement via their employing trust, who manage their own local application procedures.
When claiming relocation costs, PGDiTs must submit actual expense claims via their local application process within three months of the expenditure having occurred.
When claiming excess mileage and/or temporary accommodation costs, PGDiTs must submit actual expense claims on a monthly basis.
There may be extraneous circumstances for which a PGDiT will relocate and incur eligible expenses in advance of commencing their training programme (e.g., relocating from abroad, relocating in advance to align with school years, etc.). Where this is the case, the PGDiT will only be able to submit a claim for the eligible expenses after they have commenced their training post. In this scenario, they will be able to submit claims for eligible expenses within three months of starting in post, rather than three months from when the expense was incurred.
Where a PGDiT submits a claim that does not comply with these time limits, it is at the discretion of their employer as to whether it will be accepted.
Where a PGDiT has exceptional circumstances that they believe may warrant the framework to be applied more flexibly, they are able to submit a request for exceptional circumstances via the Trainee Request for Exceptional Circumstances for Relocation and Travel Expenses form. We ask that PGDiTs provide as much detail as possible in the form for ease of decision-making.
Once an exceptional circumstances request is received, the NHSE YH Reimbursement Team may contact you and/or your employing trust to request further information, if more detail is required before a decision can be made.
The outcome of your exceptional circumstance request will be delivered within two weeks of receipt, and will be sent to the PGDiT and their employing trust’s reimbursement contact via email, to ensure that all relevant parties are aware of the decision.
Where a PGDiT feels they have been unfairly treated in relation to either the outcome of a reimbursement claim or an exceptional circumstances request, they may submit an appeal.
To submit an appeal, the PGDiT must state their case in writing by emailing the Reimbursement Team. The PGDiT must explain why they think they have been unfairly treated and provide supporting evidence. The appeal will be reviewed by NHSE WTE YH’s Deputy Dean, on behalf of the Postgraduate Dean.
The outcome of the appeal will be delivered within four weeks of receipt and will be sent to the PGDiT and their employing trust’s reimbursement contact via email, to ensure that all relevant parties are aware of the decision.
Please be aware that the appeal process has one stage only, and the outcome decision is final.
If you have any queries about the Relocation and Travel Expenses Framework, or your local application process, please contact the HR team within your employing organisation.
Individual employers are responsible for reimbursement of excess travel, relocation and removal expenses, in line with local employer policies. Should you have any queries about local employer policies, contact your employer’s HR department for further information.
|Relocation & Excess Travel Contact
|Airedale NHS FT
|Bradford Teaching Hospitals NHS FT
|Calderdale and Huddersfield NHS FT
|Doncaster and Bassetlaw Teaching Hospitals NHS FT
|Harrogate & District NHS FT
|Humber Teaching NHS FT
|Leeds and York Partnership NHS FT
|Leeds Community Healthcare NHS Trust
|Leeds Teaching Hospitals NHS Trust
|Mid Yorkshire Teaching NHS Trust
|Sheffield Childrens NHS FT
|firstname.lastname@example.org; email@example.com (expenses)
|Sheffield Health & Social Care
|Sheffield Teaching Hospitals NHS FT
|Please contact the Medical HR Adviser for your programme
|South Tees Hospitals NHS FT
|firstname.lastname@example.org; email@example.com (expenses)
|Tees, Esk and Wear Valleys NHS FT
|The Rotherham NHS FT
|York and Scarborough Teaching Hospitals NHS FT
|Yhsfirstname.lastname@example.org; Yhsemail@example.com (expenses)