Introduction:

This page is for students who are eligible to claim back excess costs incurred while undertaking practical training on placement. Eligibility for a students can vary and for travel it will rely upon the total daily cost of travel to and from placement being greater than the total daily cost of the journey to university – you can only claim for the difference in cost between the two journeys.

 

Important:

The Basics:

  • We DO NOT accept, collect, or process forms handed or posted into the university.
  • We request all students scan and email their forms in. Please remember to send in:
    • All pages of the most up-to-date version of the form
    • Any receipts for travel or accommodation expenses
  • Email these to HWLS Placement Support inbox at: HWLSPlacementsAdmin@shu.ac.uk
  • All claims must be submitted to the NHS within 6 months from the last day of a placement block, so you must ensure you email across to SHU in plenty of time.
  • Ensure that you submit using the Learning Support Fund SSRN number, rather than any other number such as BRN.
  • Students must keep copies of their claims and any related expense receipts.
  • Students cannot claim money back for any simulation placement block. The NHS Policy determines the following – “Where the simulated placement site is the student’s university base site/normal place of study, and they usually travel there on a daily or semi-frequent basis for taught study without having to stay in term time accommodation, it would not generally be considered to be a valid reason to take temporary accommodation, regardless of the difference in frequency of attendance between the placement and normal university attendance.”

 

Travel (By car or motorbike):

  • You do not need to submit fuel receipts. Journeys will be calculated using the RAC route planner using the shortest distance between your accommodation and placement on the day that your claim is processed (regardless of the route taken in practice).
  • Any new placement starting on or after 1st September 2023 will be reimbursed at 42p per mile.
  • Any time off for sickness/absence must NOT be included in your claim.

Travel (By public transport):

  • You must include all relevant receipts for each journey. Please always use the cheapest form of transport available.
  • If you need more than one sheet to detail your journeys, please use additional pages. You do not need to submit a separate claim for each page.

Travel (By Taxi & Car hire):

  • Taxi and car hire will only be approved in exceptional circumstances and must be approved beforehand with written permission from your Course Leader, explaining why this was the only form of transport available. These exceptional circumstances will usually have time constraints applied such as shifts beginning between 11pm and 6am.

 

Accommodation:

  • Claims for accommodation must include invoices or expense receipts from the accommodation provider. They must clearly show the dates you stayed, cost of the stay and contact details of the provider.
  • Placements that start on or after 1st September 2023 – The accommodation allowance has been confirmed as follows for this academic year,
    • Commercial accommodation will be calculated at £82.50 per night,
    • Non-commercial accommodation will be calculated at £37.50 per night.
  • Any additional costs, such as parking charges, must also be evidenced by expense receipts.
  • If you are visiting more than one location during your placement, please make a note of this with the full address included.

 

Why Has My Claim Been Rejected:

  • You must fill out ALL sections of the claim in full. Failure to do so will result in your form being returned to you and delays.
  • The Placements Team may reject a claim if evidence provided is not set out clearly or in date order. Claims of this nature will be rejected, and you will have to resubmit your claim.

 

Non-NHS Bursary claims:

Please note that students on the Foundation Degree Working with Children, Young People and Families course can claim expenses by downloading an internal SHU claim form from your Blackboard Course site. Students on this course can only submit a claim at the end of their placement block.

 

Physician Associate students will receive their bursary in 10 monthly instalments totalling £2,550 a year and should, therefore cover any travel related costs incurred whilst on placement. Hardship related emails should be forwarded to ! SAS student funding for further info around financial support available.

 

Timescales:

  • We will process these forms and send off your claim to the NHS within 10 working days (although this may be longer during peak times of the year for example in the build up to Christmas).
  • Once your claim is with the NHS BSA Team they will endeavour to process claims for payment within 20-25 working days. The NHS have a payment run every Tuesday so this is the day of the week you can expect to see your money in your bank account. Please ensure that you budget appropriately in order to complete your placement blocks.

 

Helpful Links: