Approval Process Explained

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

How to get study leave approval:

1. You must discuss your request with and get approval from the appropriate individuals (see below).
2. .Submit a fully signed approval form to the study leave team, even on non-working days.
   • Must be given >8-weeks in advance of leave.
   • Hand this in at PGEC reception, send via internal post, or email the team ([email protected]).
   • If your form is incomplete it will be returned unapproved.
3. The study leave team will review your form and record your request.
4. Once approved, you will receive a scanned copy back for your records, which will detail your remaining budget.

Once you have attended the course, you can apply for reimbursement via Easy Expenses – noting all claims must be submitted within 90-days.

Doctors in Training

Your form must be signed, or email agreed by both your Educational Supervisor and your rota-coordinator. We will accept a copy of the email confirming approval attached to your completed form.

You must also confirm whether the course is mandatory, optional or discretionary and provide the course code where relevant. If it is discretionary you must apply for a discretionary course code.

Consultants and Associate Specialists

Your form must be signed, or email agreed by your Clinical Lead. We will accept a copy of the email confirming approval attached to your completed form.

Non-Training Grade Doctors

Your form must be signed, or email agreed by both your Lead Clinician and your rota-coordinator. We will accept a copy of the email confirming approval attached to your completed form.