Faculty of Health and Social Sciences, HSS Registry

• Before submitting take a copy of the claim and receipts.
• Incomplete forms will not be processed until completed correctly.
• When students travel by car to placement they must use the shortest route to and from placement and plan their journey as identified on the AA route planner, to speed up processing you can attach a copy to show you have made the check.
• You MUST submit proof of insurance of any vehicle you are claiming against i.e. the Insurance Certificate when you submit your travel claim.
• A photocopy of the relevant timesheets, which have been signed off by the placement area, must be attached to the claim form, as this verifies the dates of attendance which are being claimed.
• Any time off for sickness/absence or days off from placement must not be included in the claim. You cannot claim for any time spent in the University i.e. Academic in Days, exams etc. i.e. you must not record travel for these days on your claim form.
• Full details of each journey to placement showing travel costs on a daily basis in order for attendance checks to be made with the placement administrators.
• Students must use the cheapest form of travel if travelling by public transport i.e. weekly/monthly passes if possible. All transport tickets/receipts must accompany the claim. Failure to supply receipts will result in amounts being deducted.
• Use of taxis is not permitted unless this has been exceptionally agreed by either the Faculty Manager on advice of the placement administrators, prior to the placement. Students must explain in writing prior to starting placement, giving reasons why this method of travel is unavoidable.
• Parking tickets must be produced if claiming for parking, otherwise no payment will be made. If tickets are unavailable then proof of parking must be obtained from the relevant Trust.
• If claiming for accommodation costs the relevant Tenancy Agreement must be produced with the claim.
• Claim forms must be submitted within 4 weeks of the end date of the placement being claimed for. Claim forms received after this date will not be processed.
• It is imperative that students keep photocopies of all forms and receipts before submitting their claim forms.
• Students who choose to do an elective placement are not eligible to claim expenses
• All claims are checked and verified by staff in the Health and Social Sciences Registry before being sent off and failure to supply receipts or other relevant documentation will lead to delays.
• View further information on claims [PDF]

Any inaccuracies on claim forms could be investigated as potential fraudulent claims, which could lead to referral through the Fitness to Practise procedures. Attempted fraud may also be referred to the NHS Protect for investigation, which could lead to a police investigation and prosecution.

Dr Moira Hampson, Faculty Manager for Health and Social Sciences, February 2014.