Section 14 of the Circular states:

Where a GP Specialty Registrar makes a preliminary visit to the area of the traineeship in order to obtain accommodation actual expenses incurred on travel and subsistence (for up to 5 days) with the following modifications: -

(i) The night subsistence allowance shall not be paid for more than 4 nights.

(ii) The rate of subsistence for the GP Specialty Registrar's husband or wife and any children over 12 years of age shall be at two-thirds of the GP Specialty Registrar's rate and for any children aged 12 and under at half the GP Specialty Registrar's rate

This means you are entitled to claim for up to 5 days visiting an area with the purpose of obtaining a new property.

The Preliminary Visit Form must be completed and submitted alongside your relocation form to your placement board/practice.

Per PCS(DD)2010/8 Section 2.1.  The key principle underlying this agreement is that doctors in training should not be financially disadvantaged as a result of reasonable costs incurred either through a move in the interests of the service or to further their professional training. However, they are also not expected to profit materially from reimbursements in respect of removals, relocation, and excess travel.

NES Policy states that:

A ‘homeowner’ is defined as someone who has both sold their previous home and has purchased a new home during their relocation. If both do not apply, you are considered a ‘non-homeowner’.

Reasonable non-homeowner relocation expenses up to a maximum of £1,000 may be made to eligible employees who are required to move home.

For homeowners, this limit is increased up to £8,000 to assist with the additional costs of relocation.

These terms must also be in accordance with Section 12 of the circular which states that:

(i) NES is satisfied that the removal of the GP Specialty Registrar's home is required and that the arrangements proposed are reasonable;

(ii) NES is satisfied that the expenses have been incurred by the GP Specialty Registrar;

(iii) the GP Specialty Registrar has certified that the expenses are not recoverable in full or in part from any other source.

You should submit the appropriate form (Homeowner or Non-Homeowner) to your Placement Board or Practice for authorisation before it is forwarded to NES for payment.

Section 16 of the Circular states:

Where a married GP Specialty Registrar, a single GP Specialty Registrar with equivalent responsibilities or a single householder has not found suitable accommodation before taking up the traineeship and, where applicable, has left his or her family behind, night subsistence allowance at the rates referred to in paragraph 14 may be paid while the GP Specialty Registrar is searching for suitable accommodation. The allowance is payable only for as long as NES is satisfied at regular intervals that the GP Specialty Registrar is making every effort to find suitable accommodation.

This means that if you have not found a suitable permanent home in your placement area, NES will refund the cost of an additional accommodation until a permanent place is found. This is contingent on the Registrar making every effect to find suitable permanent accommodation.

You should submit a Temporary Accomodation Form to your Placement Board for authorisation before it is forwarded to NES for payment.

NES will periodically confirm with you that reasonable effort is being undertaken to find suitable permanent accommodation.

Please note that the £8000 expenses limit applies and reaching this limit will result in no further claims being paid.

Section 31 of the Circular states:

31) General condition of eligibility Where removal expenses are payable in accordance with paragraphs 11 to 30 excess rent allowance may be paid in respect of a GP Specialty Registrar (whether as an owner-occupier or the tenant of furnished or unfurnished accommodation in the area of the traineeship) if the following requirements are satisfied:-

(i) the total expenditure on rent or its imputed equivalent (see paragraphs 31-33 and 35), general and water rates, feu duty and the annual insurance premium on the property (excluding contents) in the area of the traineeship, exceeds the corresponding total expenditure in the area of the GP Specialty Registrar's previous employment (subject to the provisions of paragraph 13);

(ii) in the case of a married GP Specialty Registrar, he or she is joined in the accommodation in the area of the traineeship by his or her family or dependants

(iii) if the accommodation in the area of the traineeship is to be designated as temporary (see paragraph 36) this must be for reasons acceptable to NES and which are given at the time of the start of the traineeship;

(iv) the GP Specialty Registrar during the whole period of payment of the allowance continues to occupy the accommodation in respect of which the allowance is approved and remains employed as a GP Specialty Registrar within Scotland.

You should submit an Excess Rent Form to your Placement Board or Practice for authorisation alongside evidence of this expenses every month for payment before it is forwarded to NES for payment.

Please note that the £8000 expenses limit applies and reaching this limit will result in no further claims being paid.

Section 18 of the circular states:

An allowance not exceeding £4.70 a night shall be payable when a GP Specialty Registrar is temporarily absent from his or her lodgings in the area of the traineeship and has to make payment in order to retain the accommodation during the period of absence. The allowance is not payable in respect of a GP Specialty Registrar who continues to receive a night subsistence allowance for weekend periods of absence in accordance with paragraphs 16 and 17.

Please submit the Retention of Room Allowance Form to your Placement Board or Practice for authorisation before it is forwarded to NES for payment.