South East Study Leave A-Z

South East Study Leave A-Z

This webpage is for resident doctors and colleagues based in Kent, Surrey & Sussex, Thames Valley and Wessex.

This page is intended to provide you with quick-reference answers to the most common Study Leave items. The main study leave webpage is here.

Only applications related to postgraduate clinical training should be made. Study leave related to academic research that is additional to the acquisition of the relevant GMC approved curricular competencies should not be funded by the Study Leave budget, but through the funding source for the resident doctor’s academic research, for example, via the University. 

Please find guidance regarding ALM here.

Resident doctors can claim the amounts detailed below for overnight accommodation costs. Overnight accommodation expenses will only be granted if you are travelling from a base destination more than 100 miles or 2 hours from the venue, or if the course runs longer than one day and the round trip exceeds 100 miles.

Accommodation costs to be covered by NHSE will be limited to the duration of the event plus one night, either before or after the event dates. You should give realistic estimates for travel and accommodation costs, and NHSE requires you to obtain the best value available when making the booking (we recommend obtaining three quotes). Remember that the cheapest deals often have longer lead-in timescales than bookings made at the last minute. Any substantial rise in actual costs against an approved estimate must MUST be supported by a validated explanation for the increase (e.g. include proof from a rail operator or airline that the original service has been cancelled/suspended and that a rebooking will be necessary).

Allowance.  Overnight costs will be reimbursed as follows:  

Accommodation is capped at £120 per night outside London, and £150 for London (valid London postcodes for higher rate are: NW1, NW8, SW3, SW7, WC1, WC2, W1, W2, W9, W10 EC1 and EC4). Receipts/proof of payment are required for reimbursement.

However, NHSE expects that resident doctors will look for competitively priced accommodation through portals such as Doctor in the House, Airbnb, or value-for-money hotels such as Premier Inn and Travelodge, as expensive accommodation will deplete the funds available for other training opportunities.

When staying with friends or relatives during a study leave activity, a flat rate sum (currently £25 per night) can be claimed, which includes an allowance for meals. Receipts are not required for this flat rate sum.

Extending Study Leave for Leisure Travel. NHSE will not fund expenses associated with onward travel, subsistence, or accommodation.

A Travel Expenses section is below in the A-Z.

A Subsistence Expenses (food and drink) section is below in the A-Z.

The Resuscitation Council UK’s e-ALS course blends a day of e-learning with a day of face-to-face practical learning. It offers the same course content as ALS at better value for money, and doctors are encouraged to undertake eALS rather than ALS wherever possible. If the first eALS/ALS attempt is failed and the course is essential for a resident doctor, NHSE will fund one further attempt. Resident Doctors should always use in-house eALS/ ALS where available, and external courses should sought at the lowest possible cost. Any course above £300 should have rationale included in the ALM application

If you would like to appeal your Study Leave application decision, please complete this form, setting out your reasons for your appeal and including any relevant evidence: South East Study Leave Appeals form.

In summary:

– All activities need to be discussed with the Educational Supervisor.

– Activities applied for and recorded as Essential or Supporting on the Schools’ approved lists do not need review by the TPD or NHSE/Head of School, but if the Course Fee alone is over £1,000 the Trust will be forwarded the details to NHSE for monitoring purposes.

– Any activities not recorded as essential or supporting on the Schools’ approved lists, including all international activities, will require TPD and NHSE/Head of School approval, so please read the specific guidance on Aspirational & International Study Leave here.

Please refer to the relevant step-by-step instructions in the Application Process section here.

If your event is cancelled or you choose not to attend, you should endeavour to obtain a refund for any expenses incurred. If the event was cancelled and you are unable to obtain a refund, please submit your claim and receipts to your Trust via the usual study leave claim process. 

You need to claim any costs incurred from your employing Trust, following their local process. Under the Early Reimbursements policy, you are able to submit a claim for course/conference fee, accommodation and public transport (e.g. a train that has already been booked) in advance of attending the event, instead of having to waiting until after you have attended the event, as long as you are able to provide receipts/proof of purchase with the claim. Mileage and subsistence claims can only be processed after the event (as these can only be incurred in ‘real time’).

Due to payroll deadlines and payment schedules, you should ordinarily expect to receive an Early Reimbursement payment in their payroll the month after you submitted your claim, but in some cases it may be sooner.

Regardless of whether you are claiming Early Reimbursement or not, you are still required to obtain all requisite approvals in advance of the activity and claim, and receipts/proof of purchase are required for all claims for course/conference fees, accommodation, public transport and subsistence. As South East Trusts’ claims processes and systems vary, you must also refer to your employer’s specific guidance on applying for study leave and on submitting claims (including Early Reimbursement).

Dental Trainees should refer to the guidance here.

Resident Doctors can access Educational Supervision modules via the elearning for healthcare (elfh) hub or Learning Hub, which is replacing the elfh hub. You can sign into the Learning Hub using your existing elfh login details or register for an account.

Where available, you can also attend local activities in Trusts that will assist in developing your skills for educational supervision.

Foundation year 1 doctors have an allowance of 15 days per year. This will normally take the form of regular scheduled teaching/training sessions and no external leave will be granted.  

All other resident doctors have an allocation of 30 days per year and this includes periods of regular scheduled teaching/training sessions (normally 15-20 days depending on the speciality) and may include external activities and periods of sitting an examination (where it is a requirement of the curriculum).

The Study Leave days entitlement will be pro-rata for Less Than Full Time doctors.  

For Thames Valley & Wessex resident doctors, the study leave year on Accent Leave Manager runs from changeover date in August to the changeover date the following August, and study leave days would be allocated pro rata for a later start date after August. In KSS, ALM is not a factor. Unused study leave days cannot be carried forward to the next leave year, regardless of a resident doctor’s start date or grade progression dates.

Full eligible course fees and associated costs (e.g. accommodation, travel and subsistence) can be reimbursed within the permitted limits for Essential, Supporting and Aspirational activities, with the exception of international events, which normally only receive a contribution, if approved. Specific guidance on Aspirational and International Activities is here. Details of items Excluded from Study Leave Funding or Days are below, and sections on Accommodation and Subsistence and Travel Expenses are provided elsewhere in this A-Z.

Study leave cannot be used to buy revision books, online resources, journal subscriptions, membership fees, accreditation fees, attend interviews or cover exam fees.  Travel and subsistence can usually be claimed from the study leave budget for sitting exams required within an individual’s curriculum; reimbursement of accommodation of the night before the exam may be approved in exceptional circumstances.

Exam preparation courses may be provided locally as part of the general training programme. Such courses should be accessed ahead of private courses as they offer broad support and value for money. External or commercially run courses will only be funded if no local course is offered – it is expected that the least expensive courses will be selected.

The cost of one preparation/revision course per exam can be funded from the study leave budget for core and speciality doctors, or one set of question banks from a recognised provider in lieu of an exam preparation course. NHSE will support one exam preparation course for each component part of any given exam sitting (for instance if the exam consists of separate written and viva/OSCE then NHSE will fund one course towards each sitting of the written component and one course towards each sitting of the OSCE/viva).

Study Leave (time and/or funding) cannot be used for the following:

– Additional materials associated with courses (e.g. logbooks).
– Membership fees or subscriptions.
– ePortfolio registration costs.
– Postgraduate exam fees.
– Examination fees – including START assessment in line with national policy.
– Printing costs for presenting posters/ publications.
– Publication fees.
– Credit card charges, currency conversion charges.
– Visas or application fees.
– Car insurance.
– Low emission zone charges.
– Childcare costs.
– Ceremonies.
– Observerships or clinical attachments over 2 weeks in duration (2-4 weeks may be approved for Study Leave funding on a case-by-case basis; but otherwise individual Relocation budgets are used).
– Any statutory or mandatory training or other employer-related leave (this is covered by your employing Trust)
– Qualifications such as ALS/ATLS/APLS required for clinical practice by your employer unless they are also an explicit requirement for your current curriculum.
– Interview Leave, including GP Selection Centre, Specialty Training or Consultant interviews. Resident doctors should seek advice from their Trust about applying for Professional Leave in these situations (local arrangements may apply).
– Travel to attend ARCP.
– Meetings to present papers. Resident doctors should be encouraged to present papers at academic and clinical meetings, but the TPD or Head of School will need to judge whether the activity is relevant to the curriculum and/or an aspirational activity that is beneficial to the resident doctor’s development.
– Higher Degrees, including PGCerts, Masters, and PhDs, not required for CCT.
– Any claim for which a receipt cannot be produced (except London Underground contactless payments, whereby bank statements will be accepted for single contactless underground fares).

NHSE can fund 1 Communications Skills course per resident doctor during their training. Courses that are run virtually or locally are preferable as they tend to offer the best value for money. Please check your School’s Approved List for the priority Category assigned to these courses, which will determine the approvals you are required to obtain. Additional Communications Skills courses may be attended if necessary but will require TPD approval.

Foundation year 1 doctors are not eligible to apply for study leave since FY1 study leave takes the form of regular teaching sessions. Resident doctors are advised to complete an ALS course in their first year that will be organised by the employing Trust.

Foundation year 2 doctors have the same allocation of study leave as all other resident doctors of 30 days. 15 days are allocated to regular scheduled teaching. 

Please find more details for study leave arrangements for South East FY1 and FY2 doctors here.

NHSE can fund 1 Generic Instructor Course per resident doctor during their training. Courses that are run virtually or locally are preferable as they tend to offer the best value for money. Please check your School’s Approved List for the priority Category assigned to these courses, which will determine the approvals you are required to obtain.

Activities applied for and classed as Essential or Supporting on the Schools’ approved lists do not need approval by the TPD or NHSE/Head of School, but if the Course Fee alone is over £1,000 then the Trust/employer will forward the item to NHSE for monitoring purposes using the High Cost Course Fee form. There is no set deadline for this, but we suggest no more than 2 months of entries per form.

Study leave cannot be used to buy revision books, online resources, journal subscriptions, membership fees, accreditation fees, attend interviews or cover exam fees. 

Study leave for International activities (any event outside the UK) all fall into the aspirational process, so please read the specific guidance on Aspirational & International Study Leave here.

NHSE is unable to fund interview preparation courses, including consultant interview preparation courses.


In addition to any development opportunities provided by their employer, resident doctors seeking leadership training should, in the first instance, access the free NHS Leadership Academy Edward Jenner programme, or the LEEP programme which is delivered at some NHS Trusts.  Resident doctors should usually only consider other options if these programmes are not available, although those approaching CCT may have courses recommended by their Specialty on the Approved List. 

Unless a course title is specifically listed on an Approved list for a Specialty, a resident doctors wishing to take any other funded leadership course will be required to obtain approval from their TPD and NHSE/Head of School via the Aspirational Study Leave application process.

The full 30 days’ study leave entitlement will allocated pro-rata for less than full time doctors.  

Guidance and application forms for colleagues who wish to organise a Locally Delivered Course are accessible here.

Study leave cannot be used to pay for revision books, online resources, journal subscriptions, membership fees, accreditation fees, attend interviews or cover exam fees.  It can only be used for costs associated directly with attending a course (i.e. course fees, travel, subsistence and accommodation). Study leave funding should not be used for ‘joining’/membership costs for a conference or course, even if this is advertised to provide a reduced attendance fee.

A copy of the current national Study Leave policy document is available here.

Doctors that are on an OOP for Research, Career Break or Experience are not eligible to apply for study leave
Doctors on an OOPT will only be approved and funded where there is clear evidence linking the application to the specific curriculum requirement for the doctor’s individual specialty.

Doctors on Parental Leave are eligible to apply for Study Leave. Please see additional information under Parental Leave within the A-Z.

For Resident Doctors in KSS, please ensure the KSS Palliative Medicine Study Leave Expense Form is signed by your Educational Supervisor and then submit the completed form plus copies of receipts direct to NHSE via: england.studyleave.kss@nhs.net for further action.

Doctors can apply for study leave funding while on Parental Leave.  However, any activities would need to be applied for in advance and agreed with the Educational Supervisor, and any use of KiT days would also need to be agreed with the Trust in advance.   Doctors are unable to apply retrospectively for study leave funding or KiT days.   The Doctor would need to refer to the rest of our generic study leave guidance for more information, including approvals required, but note that TPD approval may be accepted in lieu of Educational Supervisor approval where appropriate.


Study leave accrues during parental leave (it accrues pro rata based if on a LTFT contract), and can be taken it at a later date, minus any study leave days used for any KIT days.

Individuals within a Period of Grace are not eligible for funding from the study leave budget as these funds are to be used for meeting Certificate of Completion of (Specialty) Training requirements. However, individuals can receive study leave time for ensuring revalidation requirements are met.

Postgraduate degree courses are rarely funded from the Study Leave budget – exceptions include specific training programmes whose curricula currently require such qualifications for progression, and these must be approved via the Aspirational study leave application process with evidence of TPD approval.

Study leave time is part of a resident doctors contracts so is a matter for the employer to decide upon, and resident doctors should check with the Trust for their local policy. A common approach is to allow 5 days per exam sitting, but your employer may agree to more, including for a resit, as long as you do not exceed your total annual study leave entitlement, which is where any private study is deducted from. Whether this is taken as one period of five days, or the five days are spread over multiple sessions is down to the resident doctor’s requirement and the Trust being able to release them from clinical activities. Any requests for additional days of private study leave should be discussed with your TPD.

Development of psychotherapeutic skills is a key part of development as a Psychiatrist. A variety of courses have been historically supported by study leave monies and so the STC wish to provide more specific funding guidance.

Courses will be supported for resident doctors who have an outcome 1 in their ARCP and have progressed to an expected level in their MRCPsych exams. (For example, the Lecture course at the Institute of Psychoanalysis would be supported for resident doctors who have passed papers A and B whilst the Foundation course would be supported for resident doctors who have MRCPsych and are in higher training).

Any psychotherapy training courses must be sanctioned jointly by their TPD and Psychotherapy Tutor as being of sufficient quality and relevance to the resident doctor’s career progression.

Public Health Registrars are not covered by this arrangement and should refer to the webpage here.

Study leave can be used to fund the purchase of one set of question banks from a recognised provider in lieu of an exam preparation course.

All study leave (time off and funding) must be requested in advance of the event (ideally commencing at least 10 weeks before the activity to enable all necessary approvals to be obtained at least 6 weeks in advance. Retrospective applications will not be approved or funded except in exceptional circumstances.

Study leave cannot be used to buy revision books, online resources (see “Question Banks” for exceptions), journal subscriptions, membership fees, accreditation fees, registration fees, attend interviews or cover exam fees.  It can only be used for costs associated directly with attending a course (i.e. course fees, travel, subsistence and accommodation).

If you wish to apply for study leave and funding to attend a course at the start of your next rotation which will be based at a different NHS trust you should discuss any courses/educational activities you would like to attend with your current ES; apply for TPD and NHSE/Head of School for approval if it is an Aspirational activity; and then liaise with your future employer regarding booking the study leave days off.

Once you have been on the course, submit your expense claim to the new NHS Trust where you will already have commenced work, or if you plan to obtain Early Reimbursement, then liaise with your current employer’s Study Leave Team.

If you are signed off as sick then you should not be doing anything related to work, including attending training events, courses and conferences. If you do have any concerns about how your absence will impact your training then please liaise with your ES/TPD/FPD/GP Patch AD to discuss your specific options.

NHSE does not fund Statutory and Mandatory Training. An employing Trust will decide if attendance at events can be authorised prior to the completion of any necessary Mandatory or Statutory training.

Study leave cannot be used to buy revision books, online resources, journal subscriptions, membership fees, accreditation fees, registration fees, attend interviews or cover exam fees.  It can only be used for costs associated directly with attending a course (i.e. course fees, travel, subsistence and accommodation). 

For study leave confined to a single day, refreshments and meals are normally included in the event fee.  Where not, subsistence can be claimed for UK courses only, in line with the current limits listed in the NHS Terms and Conditions of Service. Currently these are:

1. Lunch allowance (more than five hours away from base, including the lunchtime period between 12:00 pm to 2:00 pm): £5 maximum
2. Evening meal allowance (more than ten hours away from base and return after 7:00 pm): £15 maximum
3. Meals allowance per 24-hour period: £20 maximum

‘Gala’ dinners at additional expense are not covered by the Study Leave budget.  No payment will be made for alcoholic beverages under any circumstances.  

Subsistence expenses will not usually be reimbursed by NHSE for international activities.

Receipts must be provided for all subsistence expenses otherwise your claim will not be processed.

NHSE can fund 1 Teach The Teacher/equivalent course per resident doctor during their training. Courses that are run virtually or locally are preferable as they tend to offer the best value for money. Please check your School’s Approved List for the priority Category assigned to these courses, which will determine the approvals you are required to obtain.

Reasonable travel costs can be applied for an approved study leave activity. All travel to Study Leave events should be via the most economical route possible.  NHSE reserves the right to only reimburse the cost of the cheapest fare. 

  
By Car: Mileage can be claimed for Study Leave activity away from your base site, with the exception of travel for international study leave, but only the mileage incurred in excess of your usual daily commute is eligible for reimbursement. The shortest practicable route should be taken. Payment will be at the Reserve Rate (28p per mile from 1 January 2026; or a subsequently revised mileage reserve rate) as listed in Table 7 and described in Section 17 of the NHS Terms and Conditions of Service Handbook. As per other NHS colleagues, resident doctors will require need Business (Class 1) Insurance to cover them for any travel for work purposes, including travelling to another site and attending courses booked under study leave.

By Train / Bus / Underground: Supersavers and standard class rail fares only. The most cost effective fare must be sought. If possible, doctors should purchase tickets in advance to ensure this. Receipts are required and must include the date of travel and the start and finish locations when printed. Credit card receipts are not sufficient.  Bank statements can only be used for scenarios where a physical ticket or receipt is not available.

By Taxi:  Travel by taxi is not covered unless evidence is provided that it is either the cheapest or only option (e.g. it may be reimbursed for short journeys only such as from the nearest train station to the venue where public transport is not practical, e.g. time of day). A receipt will be required.  Public transport should be taken instead of taxis wherever appropriate and possible.

By Air: Payment for travel by air must not exceed the total cost of travelling by public transport.  See Parking section below. Airport parking charges cannot be reimbursed from the Study Leave budget, unless flight times make pubic transport to and from the airport unpractical and it can be shown that the combined cost of flights & parking were more cost-effective than using pubic transport for the whole journey.

Reimbursement should be claimed as per your employing Trust’s local process. Receipts must be provided for travel expenses where applicable, otherwise your claim will not be processed.

Parking – Parking will be covered for most UK activities, providing the cost of mileage and parking does not exceed the cost of public transport, however:

– airport parking charges cannot be reimbursed from the Study Leave budget for internal UK flights, unless flight times make pubic transport to and from the airport unpractical and it can be shown that the combined cost of flights & parking were more cost-effective than using pubic transport for the whole journey.

– parking is not included for international Study Leave activities, unless they are fully funded activites.

See also the:
– Accommodation Expenses section above in the A-Z.
– Subsistence Expenses section above in the A-Z.
– Aspirational and International Study Leave Activities webpage here.

Resident doctors/trainees should submit all study leave claims to their Trust no later than 3 months after the date of the event, which is aligned with the NHS rules for all NHS staff claims. Not being aware of the study leave process will not be deemed a valid justification for the late submission of a claim.

For study leave taken over weekends, bank holidays and days when you would not otherwise be working you can either take time off in lieu (TOIL) or not declare those as time off in the application process (by entering 0 for study leave days when submitting the leave request). However, resident doctors should attend courses which take place in the working week (Monday-Friday) wherever possible, and any TOIL accrued needs to be taken within the rotational placement.

If you wish to TOIL, you must:

1. Apply for the original leave date (on weekends/bank holidays/non-working days) prospectively.

2. Agree arrangements for taking the associated TOIL with your employer/department prior to taking the initial study leave.

Please note that this represents NHS England’s support for TOIL; it does not supersede any policy by your employer regarding TOIL.