Application Process and Deadlines

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.

Exceptional Circumstances

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 the PGDiT and/or their employing trust to request further information, if more detail is required before a decision can be made.

The outcome of the 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.