Study Leave
Study Leave – Quick Guide for Doctors in Training
Doctors in training are entitled to study leave in line with NHSE guidance and local Trust processes. All study leave must be applied for prospectively. Retrospective applications will not be approved.
Step 1 – Book the time off
Before making any payments or bookings, request study leave through your local rota/service process and ensure it is approved by your rota coordinator.
Step 2 – Check course eligibility
Check whether your course is listed on the Approved (Mandatory or Optional) Study Leave Course List for your specialty.
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If the course is on the approved list, no additional NHSE approval is required.
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If the course is not listed or is international, it is classed as discretionary and requires additional approvals (Educational Supervisor, TPD and Head of School) before attending.
Step 3 – Apply for funding and reimbursement
Once leave is approved and (if required) a discretionary course code has been issued, submit your expense claim via INTREPID, uploading all relevant receipts.
Claims must be submitted within the month of attendance and no later than 3 months after the event.
Important notes
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Do not pay non-refundable deposits unless the course is approved or you have received a discretionary course code.
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Expenses cannot be reimbursed without valid receipts.
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Reimbursement is processed via payroll and can take up to 8 weeks from submission.
For detailed guidance, approved course lists and discretionary funding information, please refer to the Study Leave pages on the PGMDE Support Portal.
Can I claim for subsistence costs from the study leave budget? : PGMDE Support Portal (hee.nhs.uk)
Study Leave Course Lists : PGMDE Support Portal (hee.nhs.uk)
Process for Discretionary Courses 2024-25
Study Leave New Starters Guide – 2025 – 2026 v1
Study Leave Process Flowchart 2025