NHS Student Bursary: Practice Placement Travel and Accommodation Guidance and Claim Form

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1 NHS Student Bursary: Practice Placement Travel and Accommodation Guidance and Claim Form If you are an NHS Commissioned student who has to undertake a practice placement you may be entitled to have the cost of journeys between your term time residence and the practice placement site (which is not part of your university), reimbursed. Practice Placement involves training in hospitals or community health services rather than a classroom. The daily cost of travel to the practice placement site must be greater than the normal daily travel cost from your term time residence to college. How can I tell if I am entitled to claim? ALL STUDENTS If you are an NHS Commissioned student, you will receive a Notification of Award letter from NHS Bursaries that will detail the amount of bursary you will receive. 1. Students who started their course before 1 September 2012 ONLY: You should also look to see if there is any amount detailed as a travel disregard. If you do have a travel disregard above 0.00, this means that you will be in receipt of a Nil bursary award and you must pay the amount detailed as the travel disregard from your own resources to cover any practice placement expenses you may incur. You may still submit claims but no additional payments can be made to cover practice placement travel and/or accommodation expenditure until the total of your claims exceed that of the travel disregard. 2. Students who started their course on or after 1 September 2012 ONLY: Provided you are not an EU Fees Only student, and you are eligible for at least the 1,000 non-means tested grant, you will be able to make a claim towards the cost of your travel / accommodation costs. What travelling expenses may I claim? 1. Students who started their course before 1 September 2012 ONLY: If you are eligible to claim placement costs (see 1 above), you may be entitled to help with any additional travelling costs you incur whilst attending a practice placement. The daily cost of travelling to and from your placement MUST BE in excess of your normal daily travel costs between your term time address and place of study. If your practice placement travel costs are greater than your normal daily travel, you may claim the gross amount of the costs incurred. Example 1A: Term time residence to normal place of study = 3.00 per day Term time residence to placement site = 2.50 per day No claim allowed as the cost of travelling to the placement is less than your normal travel costs. Guidance notes page 1 of 5

2 Example 1B: Term time residence to normal place of study = 3.00 per day Term time residence to placement site = 7.50 per day You may claim 7.50 per day. As the cost of travelling to the placement is greater than your normal travel costs, you may claim the gross (i.e. total) cost of travel. Example 1C: Term time residence to normal place of study = 3.00 per day Term time residence to placement site = 3.00 per day No claim allowed as the cost of travelling to the placement does not exceed your normal daily travel costs to your place of study. 2. Students who started their course on or after 1 September 2012 ONLY: If you are eligible to claim placement costs (See 2 above), you may claim the difference between the cost of daily travel from your normal term time accommodation to your practice placement site and back. The cost of your daily return journey to your placement must be more than the cost of your daily return journey to your university. Example 2A: Term time residence to normal place of study = 5.00 per day Term time residence to placement site = 4.00 per day No claim allowed as the cost of travelling to the placement does not exceed your normal daily travel costs to your place of study. Example 2B: Term time residence to normal place of study = 6.00 per day Term time residence to placement site = per day You may claim 4.50 per day because the cost of travelling to the placement is greater than your normal daily travel costs, you may claim the difference between the two amounts of Example 2C: Term time residence to normal place of study = 6.00 per day Term time residence to placement site = 6.00 per day No claim allowed as the cost of travelling to the placement does not exceed your normal daily travel costs to your place of study. ALL STUDENTS You should use the cheapest form of transport available for your journeys, taking full advantage of any free and concessionary schemes. if you travel by public transport you may claim the cost of your fares (including carriage of luggage and bicycles). You will need to keep all receipts (i.e. bus/train tickets) and attach these to your claim form as proof of the journeys undertaken. Can I use my own motor vehicle? ALL STUDENTS: Normally, you will be expected to use public transport. If you choose to use your own motor vehicle you may only claim the cost of travelling by public transport where there is less than the appropriate mileage costs. Guidance notes page 2 of 5

3 If public transport is unavailable or unsuitable for placement travel, you should gain agreement from your university, in advance of your placement, that they will certify that you have to use your own motor vehicle. You will also need to get confirmation from your insurers that you have adequate cover for all costs and claims, that no liability is placed on your university or any NHS body, and notify your University accordingly. If you have this confirmation, you may claim the following mileage rates: Bicycle 6.2 pence per mile Motor vehicles up to 125cc 16.2 pence per mile Motor vehicles over 125cc 23 pence per mile If, as well as yourself, you drive another NHS funded student to the placement site, you may claim an extra 2 pence per mile for each additional student. This student must also be eligible to claim placement travel expenses. You will need to provide details of the passenger at Section 7 of your claim. Car Parking & Tunnel / Bridge Tolls You may claim back the cost of car parking and tunnel / bridge tolls if combined with your mileage, this makes the daily cost in excess of your normal daily cost to university. Please note we do not reimburse car parking or tunnel / bridge tolls where mileage is not being claimed. Community Mileage Additional mileage / travel costs may be claimed for if you have to travel in the community to other Clinical Placement sites, and/or to patient s home addresses if you are not given free transport by a tutor. We do not require individual addresses; only give daily mileage totals in Section 6. Please note that any community mileage incurred must still exceed the cost of your daily mileage to and from your normal place of study. Community mileage on its own will not necessarily be reimbursed if it is not in excess. For example: daily travel to normal place of study = 35 miles return per day community mileage plus mileage to and from placement site = 25 miles - No claim will be allowed daily travel to normal place of study = 35 miles return per day daily travel to placement site PLUS community mileage = 40 miles in total - Claim will be allowed as it is in excess of normal daily travel. Car Hire This can be claimed for if this was the cheapest way of conducting your placement. If this is the case then you will need to obtain a letter from your university, which officially certifies that this is the cheapest way of travelling to and from your placement. You can only claim: the cost of hiring the car the cost of any petrol that you may have put into the car the cost of any car parking/tunnel tolls. You CANNOT claim the mileage rate of 23 pence per mile when using a hire / pool car. Guidance notes page 3 of 5

4 Can I travel by taxi? ALL STUDENTS: No. The cost of air fares and taxis are not allowable unless, exceptionally, your University certifies that they were unavoidably incurred. The cost of tips, refreshments, sleeper berths and phone calls, and any other expenses which are related to your placement will not be reimbursed. Can I claim for any extra accommodation costs whilst on placement? 1. Students who started their course before 1 September 2012 only: You can claim Excess Accommodation costs if you live away from your term time address whilst on placement and are obliged to meet both the costs of your placement accommodation and of retaining your term time accommodation. You will need to provide proof of these costs and the periods that they cover. You will be reimbursed for the total cost of your clinical placement address, up to a maximum of 110% of your term time address cost. If you normally reside with your parents during term time the cost of your term time address is normally set at per day (30.00 per day for institutions in the London area) and payment will be made at this rate, if appropriate. If you move to the parental home for the purposes of attending your placement you will not be able to claim dual accommodation costs. You can also claim the cost of one return journey each week between your clinical placement address and your term time address. For the cost of maintaining your term time address: If you pay rent on your accommodation please provide: Photocopies of your Full Tenancy Agreement that covers the dates you were on placement If you own your own home, i.e. pay a monthly mortgage please provide: A photocopy of your annual Mortgage Statement. The reason we require your annual mortgage statement is because it will show the full address of the property and a detailed breakdown of your monthly payments. Please note that under the NHS Bursary Scheme only rent and mortgage payments are deemed as maintenance, so you will not have to provide proof of council tax and other household bills. For the cost of maintaining your Practice Placement address: Official receipts showing the amount(s). If possible, these should at least show your name, the address of where you stayed and the dates. This information should be on an invoice, receipt or letter headed paper. 2. Students who started their course on or after 1 September 2012 only: If you have to live away from your normal term time accommodation during a period of practice placement, you can claim for the cost of any temporary accommodation on or near your practice placement site if it not practical for you to travel there from your usual accommodation each day. However, if your temporary accommodation is your parental home, you will NOT be able to make a claim for your accommodation costs. Guidance notes page 4 of 5

5 You can also claim the cost of ONE weekly return journey between your normal term time accommodation and your temporary accommodation OR the cost of daily travel from your temporary accommodation to your placement site, provided the cost of that travel is greater than the cost of daily travel from your normal term time accommodation to your usual place of study. Temporary Accommodation costs Commercial Accommodation (e.g. hotel, bed and breakfast) Non-commercial Accommodation Up to 55 per night Up to 25 per night You must provide evidence of the cost of your temporary accommodation, such as official receipts showing the amount(s). If possible, these should at least show your name, the address of where you stayed and the dates. This information should be on an invoice, receipt or letter headed paper. ALL STUDENTS: If you do not send the relevant proof to support your claim we will contact you to inform you of the reason why your claim cannot be processed. You may contact us at any time for verification on what we can / cannot accept as proof of accommodation. If for some reason you cannot obtain the required proof then your claim will not normally be considered. How do I make a claim? You should first read this guidance carefully and decide by examining your Notification of Award Letter whether you are entitled to claim. If so, you should complete the attached claim form. Once NHS Student Bursaries has received your claim, we will: check your eligibility; and ensure your claim is in order and correctly completed and certified. If we are not satisfied with your claim, we will contact you to resolve the situation. If we decide a claim is not appropriate or alter any amount claimed we will contact you to explain our decision. Can I submit a claim at any time? No. All practice placement claim forms MUST be submitted to NHS Student Bursaries within six months of the final date of the placement you are claiming for, so please ensure your claim is submitted in good time, other wise reimbursement will not be made to you. What do I do once I have completed the form? Once you have completed the form make sure you take a photocopy of your claim plus all supporting evidence. Keep this safe, as you will need to refer to it should any problems arise. Please pass your original claim form to university course administrator, who will arrange for your form to be checked and certified. They will then send it to NHS Student Bursaries for assessment, and if appropriate payment. Guidance notes page 5 of 5

6 NHS Student Bursary Practice Placement Travel and Accommodation Claim Form NHS Student Bursaries Ridgeway House Northgate Close Middlebrook Horwich Bolton BL6 6PQ Office Hours: Mon - Thurs 8.30am pm and Fri 8.30am pm Please complete and return this form to your University, who will forward it to NHS Student Bursaries. 1. Personal Details - you must complete this section in full. Student reference number SBA When did you first start your course? Between 01/09/07 and 31/08/12? On or after 01/09/12? Surname Other names Title Mr Mrs Miss Ms Other Date of birth / / Term-time address Postcode Contact / mobile number Correspondence address Postcode 2. College / Course Details - you must complete this section in full. Name of University / College Name of Course Type of Course Full-time Part-time Application form page 1 of 8

7 3. Details of normal daily travel to study - you must complete this section in full. Full address of your University Base Site This should be the address of the place you attend on a regular basis Postcode How do you travel to your University Base Site? (If you walk, please specify in the box) If you use Public Transport, please indicate the cost of your DAILY return journey If you drive or cycle to University, please indicate the DAILY return mileage Box A PLEASE NOTE: Car Share / Lift to University - you must still show how far the DAILY return journey is from your term-time address to your place of study. We need to assume that you bear the entire cost of travelling to University each day. This is the figure that will be used to determine whether or not your Placement travel costs are in excess of your normal travel to University. Failure to complete any of the above WILL result in your claim form being returned to you. 4. Details of travel to and from your Practice Placement - you must complete this section in full. FULL address of your Practice Placement Site Postcode How do you travel to your Practice Placement site? If you use Public Transport, please indicate the cost of your DAILY return journey If you drive or cycle to placement, please indicate the DAILY return mileage Box B Failure to complete any of the above WILL result in your claim form being returned to you. If you started your course on or after 1 September 2012, please deduct mileage A from mileage B above and insert the amount in the box. Application form page 2 of 8

8 5. Details of Accommodation Expenses - you must complete this section in full. Are you living at a different address whilst out on Practice Placement? Yes No go to Section 6 Do you live with your parents during term-time? Yes No ALL STUDENTS: We DO NOT require proof of maintaining your term-time address, if you reside with your parents. Parental address You MUST complete this section in full Address where you stayed whilst on Practice Placement Postcode You MUST complete this section in full Postcode What was the period of your Practice Placement? For Office use only From / / to / / What was the period of occupancy at your Practice Placement? From / / to / / Are you claiming for the full period Yes No of your placement on this claim? If NO please give the dates you wish to claim for (i.e. 3 months placement 01/03/ /05/2012, only claiming for 1 month on this claim e.g.. 01/03/ /03/2012) Dates claiming for: From / / to / / What is the cost of maintaining your Practice Placement address? YOU MUST SEND PROOF To be completed by students who started their course before 1 September 2012 PLEASE NOTE: If you normally reside with your parents during term-time the cost of your term-time address is normally set at per day (30.00 per day if you study at a London based University), and payment, if appropriate, will be made at this rate. Your Bursary will have already been assessed at Parental Home rate. What is the cost of maintaining your term-time address whilst on Practice Placement? YOU MUST SEND PROOF Application form page 3 of 8

9 6. Details of claim - you must complete this section in FULL (Please photocopy this section if necessary) Please show FULL details of each journey for which you are claiming and attach receipts as necessary. Date Journeys Private Mileage Public Transport Other Allowable Costs From To Miles Community Mileage - Do not include in previous miles column Passenger Miles Means of transport (bus, train) Cost of transport Tunnel Tolls / Car Parking TOTALS Application form page 4 of 8

10 7. Summary of claim - you must complete either Section 7a or 7b in FULL 7a. ONLY to be completed by students who started their course before 1 September Please use this section to summarise the details of your claim using Sections 5 and 6. Summary of Private Mileage Mode of Transport Total no. of miles, including community mileage Mileage Rate Total Amount Bicycle Yourself x 6.2 pence = Vehicles up to 125cc (Mopeds and small motorcycles) Yourself x 16.2 pence = Vehicles over 125cc (Cars and large motorcycles) Yourself x 23 pence = Full name of any passenger(s) claimed for: Each passenger must be an NHS funded student Full name of passenger Date of Birth No. of Miles Mileage Rate Total Amount Total cost of private mileage Total cost of public transport Total allowable costs, if any (e.g. community mileage, car-parking, tunnel charges, tolls roads etc.) Total transport costs Total accommodation costs Application form page 5 of 8

11 7b. ONLY to be completed by students who started their course on or after 1 September You may claim the difference between the cost of your daily travel to placement and the cost of your daily travel to your university base site or normal place of study. Please use this section to summarise the details of your claim using Sections 5 and 6. Summary of Private Mileage Mode of Transport Total no. of miles, including community mileage Mileage Rate Total Amount Bicycle Yourself x 6.2 pence = Vehicles up to 125cc (Mopeds and small motorcycles) Yourself x 16.2 pence = Vehicles over 125cc (Cars and large motorcycles) Yourself x 23 pence = Full name of any passenger(s) claimed for: Each passenger must be an NHS funded student Full name of passenger Date of Birth No. of Miles Mileage Rate Total Amount Total cost of private mileage Box A Total cost of public transport Total allowable costs, if any (e.g. community mileage, car-parking, tunnel charges, road tolls etc.) Box B Box C Enter the total cost of your placement travel this claim. Box A + Box B + Box C Box D Enter the total normal cost of your return daily travel to your University / normal place of study during the period of this claim. Box E To calculate the maximum travel costs you are entitled to this claim, deduct your daily travel to university from the total cost of your placement travel. Box D minus Box E Box F Total accommodation costs Application form page 6 of 8

12 8. Student s Declaration - You must complete this section in FULL I confirm that I have read and understood the Placement Costs Guidance Notes and I make my claim for reimbursement of expenses for travel and accommodation reasonably incurred as a direct result of attending my clinical placement. I confirm that where I make a claim for expenses as a result of using my own motor vehicle, this use has been authorised by my training institution, and that my motor insurance policy covers all relevant claims and costs and that no liability is placed on the institution or on any NHS body. I will pay back to NHS Student Bursaries within 30 days of receiving notification any excess payment, fees and any other charges. Should I fail to make full repayment of any amount due or agree an acceptable repayment plan with NHS Student Bursaries, the debt may be passed to a debt collection agency. I agree that I will be charged for any additional recovery costs at the rate of 7% which will be added to the balance outstanding on referral. I declare that the information given on this form and in any supporting documents provided is complete and accurate. I understand and accept that if I provide false or misleading information, I may be liable to prosecution and/or civil proceedings. I understand that the administration of NHS student bursaries and responsibility for counter fraud and security management in the NHS are both responsibilities of the NHS Business Services Authority. I understand that NHS Student Bursaries may share the information on this form with the NHS Protect for the purposes of the prevention, detection, investigation and prosecution of fraud or any other unlawful activity affecting the NHS. Signature Date / / It is imperative that you keep photocopies of all forms and receipts before passing these to your University for authentication. Student Bursaries DO NOT keep photocopies of any travel claim forms or receipts. 9. Higher Education Institution Authorisation - University ONLY Is this placement that the student is claiming for, an Elective or Non-Elective placement? Elective Non-Elective An Elective Placement is where the student has chosen to attend and has chosen the location. A Non-Elective Placement is classed as an integral part of the student s course and qualification would be conditional upon its completion. Checklist Has the student completed ALL the relevant sections? Yes No Return form to student Are ALL accommodation receipts attached, where appropriate? Yes No Have you authorised the means of transport used? (If the student has used taxis, please enclose a letter) Yes No Application form page 7 of 8

13 Declaration I declare that I am an authorised officer of the Higher Education Institution named in Part 2 of this form. I confirm that the person named at Part 1 of this form is a student at the Higher Education Institution named in Part 2 of this form and that: as part of their course the institution requires them to spend the period(s) of time specified in this form away from their normal place of study for the purpose of clinical training or overseas study; the claim for expenses detailed in this form has been reasonably and necessarily incurred in accordance with the provisions of the NHS Bursary Scheme. Where the student named at Part 1 of this form has made a claim for use of their own motor vehicle, I confirm that this has been authorised by the Higher Education Institution named in Part 2. I understand and accept that if I provide false or misleading information, I may be liable to prosecution and/or civil proceedings. I understand that the administration of NHS student bursaries and responsibility for counter fraud and security management in the NHS are both responsibilities of the NHS Business Services Authority. I understand that NHS Student Bursaries may share the information on this form with the NHS Protect for the purposes of the prevention, detection, investigation and prosecution of fraud or any other unlawful activity affecting the NHS. Signature Date / / Institution s stamp Printed Name Position held Application form page 8 of 8