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.

• If the course is on the approved list, no additional NHSE approval is required.

• 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.
• Please Note: From August 2026, all late claims will require DME approval in order to be processed.

Important notes:

• Do not pay non-refundable deposits unless the course is approved or you have received a discretionary course code.

• Expenses cannot be reimbursed without valid receipts.

• In line with the 10-point plan for Improving Resident Drs Working Lives, NHSE is supporting Trusts to provide early reimbursements for study leave expenses. Complete claims which have been submitted with the correct NHSE approved course code by the end of the month, will be reimbursed via the next available payslip the following month. To avoid delays you should upload your claim to INTREPID along with receipts at the earliest opportunity.

Top Reasons for Claim Delays

• Missing receipts
• Incorrect course code
• No discretionary approval code
• Claim submitted more than 3 months after attendance
• First-class/business travel booked
• Travel within TfL Zones 1–3
• Unsupported expenses (e.g. car hire, congestion charge, travel insurance)

Claims / partial claims with correct course code and receipts need to be submitted by 5pm on the last working day before the cut-off in order to allow PGME to request inclusion on the next available payslip.

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 travel expenses associated with attending a NHSE-approved study leave event? : PGMDE Support Portal (hee.nhs.uk)

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_2026

Study Leave Process Flowchart 2026