Candidate Expenses Policy

Expenses Policy for candidates attending interviews for Medical or Dental training programmes (excluding Dental Core and Dental Foundation)

1. Key principles

This policy applies to all candidates attending an interview for a medical or dental training programme for a post in England, excluding dental core and dental foundation. Candidates attending interviews in England for dental core should refer to the DCT Applicant Guide for clarification on whether they are eligible to claim. If eligible, claims will need to be submitted on paper forms but the rates in this guidance will apply.

Recruiters will ensure compliance with this policy and will only reimburse expense claims which fall in line with it.

Expense claims must be submitted to the appropriate recruitment team no later than 28 calendar days after the interview. Claims received after this time will not be processed.

Applicants should claim from the region where their interview is held. Applicants attending in Scotland or Wales should claim from the respective devolved nation, not HEE.

For all claims (medical and dental) copies of any receipts must be retained.

Expenses will only be reimbursed from port of entry to the United Kingdom.

2. Responsibilities of the Claimant

Where possible, the claimant should ensure they book an interview slot that:

• negates the need for an overnight stay the night before the interview
• allows for the most cost effective travel options e.g. off peak rail ticket

Interview candidates must ensure that they travel to their interview in the most cost effective manner.

3. Travel

Where travel is required, this should be by the most cost effective and appropriate means. Public transport should always be considered first. However, it is recognised that there are times where it is not possible to use public transport.

3.1 Train

• Train tickets should be booked as far in advance as possible.
• Travel should be standard class only, unless a first class ticket can be purchased at a cheaper rate than standard class. In this instance, evidence of this should be attached to the expense claim.

3.2 Travel within London

• Congestion charge will not be reimbursed.
• Underground costs will be reimbursed if using an Oyster Card and the card is registered and a printout can be provided or where contactless payment is used and a copy of a bank statement can be provided to show the payment.
• Underground paper day tickets will not be reimbursed.

3.3 Taxi

• Taxi fares will only be reimbursed where there are no other forms of public transport to and from the location of the interview.

3.4 Flights

• Flights within the UK will only be reimbursed where proof is provided that it is the cheapest mode of transport.
• Flights from outside of the UK will not be reimbursed.

3.5 Use of personal vehicles

• Mileage will be reimbursed between the home address and interview venue and return at 28p per mile.
• Recruitment teams will check mileage claimed to ensure that it is correct.
• Parking costs will be reimbursed upon production of a valid receipt or parking ticket.
• Toll fees will not be reimbursed.
• Reimbursement of any penalty imposed under the Road Traffic Act incurred whilst travelling to interview will not be paid.

4. Subsistence

Subsistence will not be paid.

5. Overnight accommodation

• When booking accommodation, the most cost effective and practical option should be used. The limits set out in this policy are maximum amount. It is expected that, where possible, accommodation is sourced at a lower rate than the stated limits.
• Reasonable use of overnight accommodation will be reimbursed, within the limits below.
  • For overnight accommodation within London, the overnight rate should not exceed £150 per night.
  • For overnight accommodation outside of London, the overnight rate should not exceed £120 per night.

6. Summary of Policy

All claims will be reimbursed in pounds sterling.

The claimant is responsible for any bank charges incurred into foreign bank accounts. These will not be reimbursed.