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 – Book your course and claim reimbursement
Once your study leave is approved, book your course.
- You may apply for early reimbursement for any pre-booked expenses by submitting receipts via INTREPID.
- After attending the course, submit your claim for any remaining expenses via INTREPID.
- All claims must be submitted within 3 months of the course date.
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 2025-26
Study Leave New Starters Guide – 2025 – 2026 v1
Study Leave Process Flowchart 2026