FAQs
FAQs/tips – placement expenses
Read all of the NHS guidance.
How long will it take for my claim to be paid?
We aim to start processing a claim within 2 weeks of the submission date. We will submit it for processing to the NHS team if we have no queries. The NHS team can take up to 20 working days to process claims, and once authorised payment will be received within 10 working days.
At peak times at the University (confirmation of attendance for grant payments) it may take longer to get to your claim.
Receipts
Bus and train tickets, parking tickets and accommodation booking confirmations all need to be sent through with your claims. Make sure that the price and the date are both easy to read. For accommodation, your booking should show that it is in your name.
Claim early
You have six months from the last date of your placement for your claim to be submitted, don’t leave it too late.
Details count
Sometimes we need to ask you for more information about your journeys. For example, if it seems like the mileage to your placement was overly long, or if several train tickets have been bought for a single leg of a journey. Use the comments boxes to add in detail, it may prevent us from sending your claim back.
Show us the evidence
Remember to send in all the relevant information that supports your claim. We often have to ask for receipts and proof that accommodation was approved, and this can hold up your claim considerably. Make sure that your receipts show the date, cost and your name (where relevant) to prove that you paid the cost. Screenshots of QR code tickets aren’t acceptable.
Claim more often
If it’s a long placement of several weeks, claim for a couple of weeks or a month at a time. Just make sure you don’t duplicate any dates.
Drivers be covered
Adequate car insurance is a legal requirement for every driver, and it is a requirement of the expenses claim – it’s part of the declaration that you will sign at the end. If you are driving in the community (community mileage) to visit several different addresses, you will need business insurance.
Taxis
The NHS will not pay for taxi use except in extraordinary circumstances so do not plan to use them, they are an emergency resource. See page 9 of the NHS guide for the specific wording. Keep your receipt if you have had to use one and get agreement from your tutor or placement supervisor that it was necessary. You won’t be able to claim without this, and your claim may still be refused.
Accommodation
Your placement may be too far from home for you to feasibly travel there every day. In these situations, you can book accommodation up to a set rate per night. This must be done with the agreement of your course leader before you book, and this agreement must be sent in with your claim form. This can be a simple email from your course leader/tutor.
Please see pages 6, 7, 9 and 10 of the NHS guide for the current accommodation rates and rules.
Asking for help
If you need support with your claim or training grant, contact us on lsf-team@hud.ac.uk. You can also call the NHS student support team on 0300 330 0521. If you are struggling with your course or with money, find support at the Student Finance Office, your Students’ Union and the Wellbeing and Disability Services Team. See the iPoint page for all the support available at the University.