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Guide to Interview Travel and Subsistence Expenses

Travel | Accommodation | Subsistence | Expenses Claim Form | GP Expenses Claim Form

Please note: this claim form is for the use of medical specialty applicants only - expenses can only be claimed by candidates attending an interview for a medical specialty training position.

This page contains information for candidates on how to claim back their travel and/or subsistence expenditure incurred whilst attending an interview with Health Education England - Thames Valley.

Please read these notes carefully before completing the Expenses Claim Form.

Original receipts should accompany every claim form to verify the authenticity of all expenditure detailed upon it. Claims should be received by the address below no later than 14 calendar days of the interview. Any claims received after the deadline will not be paid.

Those travelling to interviews must use the most cost effective means possible. Health Education England - Thames Valley reserves the right to only reimburse the cost of the cheapest fare.

A candidate living or currently residing outside the United Kingdom, may claim travelling and subsistence expenses only from the port of entry into England, Wales, Scotland and Northern Ireland.

You must supply the date and specialty for which you attended interview. If you do not supply these details, the Recruitment Team cannot corroborate your attendance and you will not be reimbursed

Health Education England - Thames Valley will not reimburse costs incurred from pre-interview visits.

Travel

By Car

Candidates will be paid at public transport rate of 24p per mile. The shortest practicable route should be taken and car parking fees will be reimbursed on production of receipts.

By Rail

Supersavers and standard class rail fares only. The most cost effective fare must be sought. If possible, candidates should purchase tickets in advance to ensure this.

Receipts for rail travel must include the date of travel and the start and finish locations. Credit card receipts are not sufficient.

Health Education England - Thames Valley cannot reimburse for the use of Oyster Cards. Candidates must purchase a paper ticket which must be attached to the claim form.

By Taxi

Expenses will be reimbursed for short journeys only such as from the nearest train station to the interview venue.

By Air (within the UK only)

Reimbursement for the cost of a plane ticket must be agreed in writing by Health Education England - Thames Valley prior to the purchase of the ticket. Payment for travel by air must not exceed the total cost of travelling by public transport. Any requests for authorisation of travel by air should be sent to recruitment@thamesvalley.hee.nhs.uk.

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Accommodation

Requests for reimbursement of overnight accommodation costs will only be granted for candidates who are travelling from outside the Deanery area and who have an early interview slot.

Candidates must obtain written authorisation from Health Education England - Thames Valley prior to booking any accommodation. Overnight costs will be paid for one night only and will be reimbursed up to a maximum limit of £55.00.

Any requests for the authorisation of overnight accommodation should be sent to recruitment@thamesvalley.hee.nh.uk.

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Subsistence

  • Lunch allowance of £5.00 (more than five hours away from office, including the lunchtime between 1200 – 1400 hours).
  • Evening Meal allowance of £15.00 (more than ten hours away from the office, after 1900 hours).
  • Maximum claim payable for a meal allowance is £20.00 to cover the cost of a main evening meal and one other day time meal over a 24 hour period.
  • No payment will be made for alcoholic beverages.
  • Candidates will need to record the start and finish times of their journey on the expenses claim form.
  • Subsistence expenses will not be payable where a candidate’s home is within a 3 mile radius of the place of interview.

 

Please note: If your travel arrangements require prior approval, costs will not be reimbursed if you fail to obtain this approval in writing. It is the responsibility of the applicant to obtain written authorisation from the Deanery. Verbal authorisation will not be accepted.

Receipts must be provided for all expenses otherwise your claim will not be processed. Receipts should be attached individually to a separate piece of A4 paper. Please do not staple receipts together. Doing so will result in only the top receipt being reimbursed.

All claim forms must be received by Health Education Thames Valley within 14 calendar days of the interview date.

Candidates are advised to keep a copy of the form and receipts they submit in case of problems with the postal service, or a query with payment.

Payment will be made via BACS transfer and may take up to 8 weeks to process.

Please return completed forms to:

Recruitment Team, Health Education England - Thames Valley, 4150 Chancellor Court, Oxford Business Park South, Oxford OX4 2GX.

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