Expenses

We offer many different types of expenses that you are able to claim through Lead Employer.  Please visit the following options to find out more about each expense and how you can easily send a request to us:

For a list of submission deadlines for expenses, please click here.

To view the Business Mileage Policy, please click here.

For Excess Mileage, please review the Relocation and Travel Excess Expenses Policy and Guidance.

EASY Expenses

Many expenses are now claimed via the EASY Expenses system. This includes:

• Business related expense claims
• GP Home to Base Mileage 
• Excess Mileage 

(Please note, Relocation and Continuing Commitments are still to be claimed through Lead Employer, more information can be found here).

To access the system, colleagues need to self-register. For more information on how to do this, please click here.

To access the system, please click here.

Approving Manager

Please note, for all expense claims submitted via EASY Expenses, an approving manager will need to be set up on the system (this could be your Line Manager, Practice Manager, Medical Staffing Manager, Educational Supervisor or Consultant). 

As a colleague-in-training, it is your responsibility to identify your approving manager. They will then need to complete a New Approver Form found below or here.

• EASY expenses approver authorisation form

  This form must be completed by the approving manager for the specific area of work. Please note that this form must be fully completed or it will be discounted causing a delay in your details being processed.

  *All fields marked with an asterisk are mandatory and must be completed before submitting.

  Section 1 - Personal Details

  Approver forename: *

  Approver surname: *

  Approver phone number: *

  Approver email address: *

  Approver job role: *

  Trainee's full name you are approving claims for: *

  Trainee's NHS England region: * SelectEast MidlandsEast of EnglandLondon and the South EastNorth WestSouth WestThames ValleyWest MidlandsYorkshire and Humber

  Trainee's programme: * SelectAdult Care Common Stem (ACCS)Acute MedicineAllergyAudiovestibular MedicineCardiologyCardio-thoracic SurgeryChemical PathologyChild and Adolescent PsychiatryClinical & Medical OncologyClinical GeneticsClinical NeurophysiologyClinical Pharmacology & TherapeuticsCommunity & Reproductive Sexual HealthCore AnaestheticsCore PsychiatryCore SurgeryDental CoreDental FoundationDermatologyDiagnostic NeurologyEmergency MedicineDiabetes & EndocrinologyOtolaryngology (ENT)Forensic PsychiatryGastroenterologyGeneral SurgeryGeriatric MedicineGPGenitourinary Medice (GUM)HaematologyHigher AnaestheticsHistopathologyIntensive Care MedicineImmunologyInternal Medicine TrainingLearning Disabilities PsychiatryMedical PsychotherapyMM & ID (Combined Infection)NeurologyNeurosurgeryObstetrics & GynaecologyOccupational MedicineOld Age PsychiatryOMFSOphthalmologyOral MedicineOral SurgeryOrthodonticsPaediatric CardiologyPaediatric PathologyPaediatric SurgeryPaediatricsPalliative MedicinePlastic SurgeryPsychiatry GeneralPsychotherapyPublic HealthRadiologyRehab MedicineRenal MedicineRespiratory MedicineRheumatologySport & Exercise MedicineTrauma & OrthopaedicsUrologyVascular

  Full work postal address

  First line: *

  Second line:

  Town: *

  County: *

  Postcode: *

  Section 2 - Roles & Responsibilities

  - It is the approver's responsibility to approve mileage and expense claims for staff in their areas

  - It is the approver's responsibility to ensure authorisations, as above, are completed in a timely manner in line with required deadlines.

  Disclaimer

  By becoming an e-Expenses approver I declare that I will approve official business expense claim information which is correct and complete.

  I understand that if I knowingly approve false information this may result in disciplinary action and I may be liable for prosecution and civil recovery proceedings.

  I consent to the disclosure of any approvals I make against expense claim information for the purpose of claim verification and the investigation, prevention, detection and prosecution of fraud.

  I confirm: *YesNo

  Please enter your full name: *

  Please enter today's date: *

  Send

New Approver Form

Once our e-expenses team receives the New Approver Form, they will be added to the EASY Expenses system.

Please note, the Lead Employer is NOT your approving manager for any EASY Expenses claims.  

The EASY Expenses System comes with a range of benefits allowing for a better user experience, these include:
 

•   EASY to use and accessible across a range of devices
•   A mobile app that enables you to enter claim details and events take a photo of receipts and upload them directly to your claim
•   Where appropriate, the ability to enter the postcodes of places visited with the system utilising up-to-date navigation software to calculate mileage due
•   Set your own favourite places that you go to regularly to save time when making a claim
•   Journeys can be extended and return trips added without fresh input
•   Self-Service - allowing you to create your own user account and manage any password resets without having to call the Expenses Helpdesk for support

EASY Expenses FAQs

• What Expenses are covered via the EASY Expenses System?

  EASY Expenses​​​​​​

  The EASY Expenses system covers a range of expenses including:

  • Business related expense claims (Home visits, on-call etc)
  • GP Home to Base Mileage 
  • Excess Mileage 
• How do I register with the new EASY system?

  Follow the link to view guidance on how to register. Please note, you will only be able to do this from 1st August.

• How do I add my car or vehicle details on to the system?

  Please follow the link to view the article, as the system is self service and will be able to add this on yourself.  For salary sacrifice/fleet solution cars, you will still need to complete a form and send to the e-expenses helpdesk.

• I am entitled to claim excess mileage, can this be claimed through the new system?

  Yes. All excess mileage can now be claimed on the system. Please note, that if this is the only expense you are claiming, you will not need to upload your insurance certificate as this is only required when claiming for business mileage.

   

   

• Is there an app I can use to submit?

  Yes, you can download the EASY companion app that was launched on 1st August. The link to guidance to registering to the mobile help can be found here.

   

• How do I add an Approving Manager?

  Please note, for all expense claims submitted via EASY Expenses, an approving manager will need to be set up on the system (this could be your Line Manager, Practice Manager, Medical Staffing Manager, Educational Supervisor or Consultant). 

  As a colleague-in-training, it is your responsibility to identify your approving manager.

  They will then need to complete a New Approver Form and return to e-expenses@sthk.nhs.uk.

  You can access the new approver form below:
   

  New Approver Form

  
  Once this has been done, your approver will be added to the system.

• How do I update my insurance certificate within EASY Expenses?

  Updating Insurance Certificate

  To watch a step-by-step video tutorial on how to update your insurance certificate, please click here.

• How do I add my driving license into the system?

  Adding Driving License

  To watch a short step-by-step video tutorial showing the simple process on how to add your driving license, please click here.

• Where can I find guidance on GP Home to Base Mileage?

  GP Home to Base Expenses

  For assistance regarding GP home to base expenses, please take a look at our guide and FAQs.

Please note: To get in touch for any further queries you may have regarding e-Expenses, call 0151 676 5323 or email E-expenses@sthk.nhs.uk.

Additional Expenses:

Study Leave

You may be entitled to claim certain expenses as a part of taking study leave.  As we administer this policy on behalf of Health Education England, please contact your relevant NHS England area and speciality to find out more. 
 

This can be found by scrolling to the end of the page

Removal, Relocation and Excess Mileage Expenses

This is a policy administered by Lead Employer from NHS England. Please visit our policies section for more information. 

NHSE Contacts by Area

As some of our expenses policies are co-ordinated by NHS England (NHSE), such as study leave and excess travel and relocation, you may need to forward your queries to your relevant NHSE contact. Please visit the following links for your contact by area;