The study leave approval process is a separate process to the reimbursement process.

Study Leave Approval: How to get study leave approval

  1. You must discuss your request with, and get approval from, the appropriate individuals
  2. Submit a fully signed approval form to the study leave team, include working and non-working days.
    • Consultants & Associate Specialists - signed or email agreed by your Clinical Lead
    • Non-Training Grade & Physician Associates - signed or email agreed by your Clinical Lead AND Rota-Coordinator
    • Doctors in Training - signed, or email agreed by your Educational Supervisor and your Rota-Coordinator. The correct course code must also be included.
      South East Approved Study Leave Lists - Working across Wessex
  3. Study leave forms should be submitted at least 8 weeks prior to the requested study leave date.
  4. Submit the study leave approval form to the PGEC, even for non-working days.
  5. Hand this in at the PGEC reception, send via internal post, or email the team.
  6. Once approved, you will receive a scanned copy for your records, which will detail your remaining budget.​​​​​​​​​​​​
​​​​​​​​​​​​​​Study Leave Forms

Doctors In Training Foundation SL Form 2025
Doctors In Training SL Form 2025-2026
Consultant SL Form 2025-2026
Non Training Grade -Trust Grade SL Form 2025-2026
Physcian Assiciatotes SL Form 2025

If your form is incomplete, it will be returned unapproved, and you will need to amend it and resubmit.  

Reimbursement: How to get study leave reimbursement

  1. Once you have attended the course, you can apply for reimbursement via Easy Expenses. All claims must be submitted within 60 days of the study leave/course date.
  2. All expenses are submitted online, via EASY Expenses
  3. If you haven’t claimed before you will need to register for an account. To register with Easy Expenses, visit SASH Easy Expenses.
  4. If you want to claim for mileage, you will need to register your vehicle on Easy Expenses
  5. All claims for course or study related reimbursement, must start with the relevant expense type Course/Study: and then select the appropriate category e.g. Fees, Travel, Mileage, Subsistence or Accommodation
  6. If you are NOT a doctor in training, you are required to upload a certificate of attendance. This should be done using the expense type Supporting Documents: Course/Study Leave and ensure that the claimed amount is set to £0.00
  7. For help submitting a correct claim, please visit the Resources section on the website.

The PGME study leave team will review your claim, if the claim is not correct, it will be rejected with action points, and you will need to amend it and resubmit. 

Information about managing Easy Expenses : - for any queries or problems email:

sash.payroll.liaison@nhs.net