Hospital Placements


All Expense claim forms for Trainees based in Hospital must be checked and approved by the Placement Board. 

Once the claims have been authorised, the Placement Board will then forward the claim to NES for processing through eExpenses.

All claims should be submitted monthly, any claims older than 3 months are at the discretion of NES Senior Leadership as to whether they will be paid.

Late claims should be submitted with an explanation for the delay. Any such claims without an explanation will be returned which will result in further delay for payment.

A Link to the Circulars is available here: 

Setting Up New Expenses Claimant

All mileage claimants must complete a Certificate of Vehicle Use Form. This registers your Personal Vehicle with NES as being used to claim mileage expenses.

If your journey purpose is for business travel rather than commuting to your placement base, you will be required to evidence that you are insured for business use.

You will also need to submit the following information:-

Excess Daily Travel

Excess Daily Travel is considered travelling to work and not business travel, you are only required to have commuting insurance cover.

At the start of your rotation, please complete an Excess Travel Form.

You will then need to submit monthly travel claims using the Expenses Claim Form.

Please submit your claim forms to medical staffing in the Placement Board where you are currently working.

Excess Daily Travel is usually paid in lieu of relocation and as such is limited to the £8000 cap.

Business Mileage

If your journey purpose is for business travel rather than commuting to your placement base, you will be required to evidence that you are insured for business use.

You will then need to submit monthly travel claims using the Expenses Claim Form.

Please submit your claim forms to medical staffing in the Placement Board where you are currently working.

Mileage Rates are paid as per the Circular DL(2022)11, subsequently extended by DL(2022)24 and confirmed in DL(2022)39   Mileage Rates.

Ad-hoc Claims

All additional miscellaneous claims (e.g. Train Fares etc.) should be submitted on the Expenses Claim Form.

Please submit your claim forms to medical staffing in the Placement Board where you are currently working.