Study Leave Approval and Reimbursement Processes

Step 1: Check Eligibility

Before applying, ensure the course is relevant to your training programme and review the South East Study Leave guidance and approved course lists where applicable.

Step 2: Complete a Study Leave Form

Complete the Resident Doctor Study Leave Form and include details of the course, dates and costs. Doctors In Training Foundation SL Form 2025 , Doctors In Training SL Form 2025-2026

The correct course code also must be included on the application.

Step 3: Obtain Approvals

Your form must be approved by:

· Educational Supervisor

· Rota Coordinator

Approval can be provided via signature or email confirmation.

Step 4: Submit Your Application

Submit the fully approved form to the PGEC at least 8 weeks before the study leave date. Applications can be submitted by email, internal post, or in person at the PGEC Reception.

Step 5: Claim Course Fees in Advance (Optional)

If your study leave has been approved, course fees can usually be claimed before attending the course. This can help avoid paying upfront costs yourself. Ensure any required documentation or invoices are available when submitting your claim.

Step 6: Submit Your Expense Claim

After the course, submit any remaining expenses through Easy Expenses within 60 days of the course date.

• Use the appropriate Course/Study expense category.
• Upload all receipts and supporting documentation.
• Claims submitted after 60 days may not be reimbursed.

Step 1: Complete a Study Leave Form

Complete the Consultant Study Leave Form and include details of the course, dates and costs. Consultant SL Form 2025-2026

Step 2: Obtain Clinical Lead Approval

Your application must be approved by your Clinical Lead. Approval can be provided via signature or email confirmation.  

Step 3: Submit to PGEC

Submit the form at least 8 weeks before the study leave date via email, internal post or PGEC Reception.  

Step 4: Receive Confirmation

Once approved, you will receive a copy of the approved form for your records.  

Step 5: Submit Your Expense Claim

Following the course:

• Submit your claim through Easy Expenses within 60 days.
• Upload receipts for all claimed expenses.
• Upload a Certificate of Attendance using Supporting Documents: Course/Study Leave with a claim value of £0.00.  

Step 1: Complete a Study Leave Form

Complete the Non-Training Grade Study Leave Form and provide details of the course, dates and funding requested.  Non Training Grade - Trust Grade SL Form 2025-2026

Step 2: Obtain Required Approvals

You must obtain approval from:

• Clinical Lead
• Rota Coordinator

Approval can be provided via signature or email agreement.  

Step 3: Submit to PGEC

Send the fully completed form to the PGEC at least 8 weeks before the study leave date.  

Step 4: Await Approval

Once approved, you will receive a copy of the approved study leave form for your records.  

Step 5: Submit Your Expense Claim

After the course:

• Submit your claim through Easy Expenses within 60 days.
• Upload all receipts.
• Upload a Certificate of Attendance using Supporting Documents: Course/Study Leave with a claim value of £0.00.