KSS DEANERY – CANDIDATE CLAIM GUIDANCE

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					                   KSS DEANERY – CANDIDATE CLAIM GUIDANCE

 GUIDANCE NOTES FOR THE COMPLETION OF TRAVEL AND SUBSISTENCE EXPENSE
          CLAIM FORMS FOR CANDIDATES ATTENDING RECRUITMENT
                 (KSS GP Selection Assessment Centres 2011)
 PLEASE READ THESE NOTES CAREFULLY BEFORE TRAVELLING AND COMPLETING
                                 THE FORM

In order to avoid unnecessary delays in the claiming of travel / expenses, the Finance
Directorate has produced a set of standard procedures. ALL applications for travel and subsistence
should be completed and submitted to the GP Payments Administrator, KSS Deanery, 7
Bermondsey Street, London SE1 2DD.
These guidelines are to ensure all managers and staff are aware of the correct policy to follow for
payment of travel and subsistence.
                                                     TRAVEL
Stage 3 – KSS GP Selection Assessment Centre
Please note: claims will not be considered for payment unless, where appropriate, they
are supported by receipts. If a public transport fare or parking cost is being claimed, the
claimant is responsible for obtaining receipts or proof of travel.

Those travelling to assessments must use the most cost effective means possible. The Deanery
reserves the right to only reimburse the candidate the cost of the cheapest fare.

Where prior authorisation has not been sought for travel by road, rail or air, the Deanery
reserves the right to reimburse candidates the equivalent of the most cost effective means of
transport. Please note: Rail can be more expensive than air for some journeys however
all travel by air must be approved prior to the purchase of a ticket.

By Rail: Supersavers and Standard Class rail fares only. The most cost effective fare must be
sought for rail travel. Wherever possible the claimant must buy their ticket in advance to ensure
this.
By Air: Reimbursement of the cost of an air flight must be agreed by the Deanery in writing
prior to the purchase of the ticket. Payment for travel by air may not exceed the total cost of
travelling by public transport (e.g. road or rail).

By Car: Public Transport Rate 24p per mile. The candidate must remember to enter the
mileage, time and where they are travelling from. If seeking reimbursement of costs incurred
through travelling by car from outside the KSS Deanery area, agreement must be sought from
the Deanery in writing in advance. Please note that central London congestion charging fees
will not be reimbursed. Mileage is reimbursed at the NHS public transport rate and the shortest
journey distance will be applied as suggested by AA Route Finder. You may in exceptional
circumstances (such as extreme weather conditions or road traffic diversions) have to use a
longer journey route; please submit your claim with an explanatory note should this happen. Our
Finance Department carries out validation checks and reserves the right to make necessary
adjustments where variations occur.

By Taxi: Payable only where there is no other means of transport available. Taxis fares will not
be reimbursed between Gatwick station and the Holiday Inn – a bus service is available.

By Underground: The Deanery can only reimburse the claimant for the use of Oyster
cards where a proof of journey is provided. Please ensure you purchase a London travelcard
and not multiple single journey tickets, as this is much more expensive.



  Candidate Travel Claim Guidance for GPStR recruitment 2011                                   updated April 2011
                                                       1 of 2
From Overseas: Will only be paid from and to the Port of Entry (eg: Heathrow, Dover etc...) in
the United Kingdom.

SUBSISTENCE CLAIMS (MEAL ALLLOWANCE AND OVERNIGHT ACCOMMODATION)

Should the candidate wish to claim subsistence both the amount and the journey times must be
stated on the claim form. Subsistence claims are subject to the maximum allowances below.
Please ensure when claiming subsistence allowance that all receipts are attached and detail the
times of absence from base.

Agreement to refund the cost of overnight accommodation must be sought from the
Deanery in writing prior to booking (as a guidance this will not normally be reimbursed
where the registration slot is after 9.30am). Receipts must be attached to your claim
form along with your written confirmation from the Deanery. (Enquiries from GP
candidates should be emailed to recruitmentmanager@gpkss.ac.uk )

When staying overnight in a hotel, guesthouse or other commercial accommodation, the
overnight costs will be reimbursed as follows where written approval has been obtained :

   >   Meal Allowance
        The Deanery will pay the maximum amounts as below but please ensure that receipts
        are attached to the claims form
        •   Over 5 but Less than 10 hours away from base up to £4.25
        •   Over 10 but Less than 24 hours away from base up to £9.30
        •   Over 24 hours away from base up to £20

   >Overnight Allowance: Accommodation up to £55.00 (inc. breakfast)

PLEASE NOTE

Candidates will be able to book themselves into the assessment centre and should try wherever
possible, to book early for a convenient assessment time, particularly for those travelling from
further afield to negate the requirement for overnight accommodation. It is suggested that
where possible candidates travel by rail to reduce journey times. If the candidate is travelling
from work rather than their home address, please put this as the origin of your journey.
The candidate must list each leg of your journey separately if not travelling directly to the
assessment centre. If an appointment offered is not accepted, expenses may not be
reimbursed. The Deanery will not reimburse candidates for travel for pre-interview visits.
If the candidates travel arrangements require Deanery approval, costs will not be reimbursed
if a claimant fails to obtain such approval in writing.
DEADLINE:
Claim forms must be received in the KSS Deanery Office within four Weeks of the
assessment date.
For National GP Recruitment Round 1:
Stage 3 (Selection Assessment Centre) to be received by Thursday 31 March 2011 -
claims received later will not be paid.
For National GP Recruitment Round 2:
Stage 3 (Selection Assessment Centre on 17 May) to be received by Tuesday 14 June 2011 -
claims received later will not be paid.




  Candidate Travel Claim Guidance for GPStR recruitment 2011                                updated Jan 2011
                                                       2 of 2
                                           KSS GP DEANERY
 CLAIM FOR EXPENSES ARISING FROM SELECTION ASSESSMENT CENTRE ATTENDANCE
                Please complete and return with appropriate receipts to:
                             GP Payments Administrator
               KSS GP Deanery, 7 Bermondsey Street, London, SE1 2DD

GP Stage 3 Selection Assessment Centre – ROUND 2 – TUESDAY 17 May 2011
THIS CLAIM MUST BE RECEIVED IN THE DEANERY WITHIN FOUR WEEKS OF THE SELECTION
EVENT eg by Tuesday 14 June 2011 latest - claims received later than this will not be paid. Please
certify that you have read the Travel Guidance.

PART A:        TYPE OF CLAIM
Please TICK the appropriate Box
                           Claim for Travel & Subsistence expenses
                           I have read the KSS Deanery GP Candidate Guidance
N.B. Amount payable may differ from amount claimed.


PART B:        CLAIMANT DETAILS
1. Title Dr/Mr/Mrs/Other (specify) 2. Surname                                     3. First Name



       Please tick if your address has changed since your last claim
4. Address & Telephone Number
Street & Number
Town
County                                                                 Postcode
Daytime Phone          (          )



5. Bank Account Details
(Complete only if you wish payment of your claim to be made direct to your bank account)
Bank Sort Code                                             Account Number
Account Name
Name of Bank
Address of Branch

6. Claimant Status (tick as appropriate)
            Candidate – Selection Assessment Centre, KSS Stage 3 Event - ROUND 2
   – TUESDAY 17 MAY 2011


               EVENT DETAILS                         DETAILS OF EXPENSES                     AMOUNT (£)
GP Specialty Training Recruitment
Stage 3 KSS Selection Assessment Centre             TRAVEL & SUBSISTENCE               Detail over leaf
2011                                                       ONLY




                                                        Recruitment Candidate Claim Form – Last Updated April 2011
PART C:                 TRAVEL & SUBSISTENCE EXPENSES •Calculated by approving officer at current rate.
                Date attended Selection Assessment Centre Event                    17 May 2011               Total (£)
Public Transport (Paid only with              From                            To
Receipts in accordance with the KSS Deanery
GP Candidate Guidance 2011)


State mode of transport
a)
b)

Private Transport (Mileage @                  From (town + postcode)          To (town + postcode)
.24p per mile)

Journey mileage             _______ miles*
                                              From (town + postcode)          To (town + postcode)
Passengers 0.02p/mile
(other candidates only)
Name(s):
*mileage will be verified
Subsistence (all receipts must be             Item(s)                         Receipted cost £
attached – see the KSS Deanery
GP Candidate Guidance)
List items claimed:
Accommodation, (must attach
written Deanery approval
obtained prior to event)
                                              Journey start time: _______
Must state journey times
                                              Journey finish time: ______
                                                                              TOTAL

o     All columns must be completed if applicable to your journey/claim
o     Please read the guidance notes along with this claim form very carefully. The Deanery reserves the
      right to reimburse the cheapest option wherever relevant.
o     Mileage is reimbursed at the NHS public transport rate and the shortest journey distance will be
      applied as suggested by AA Route Finder. You may in exceptional circumstances (such as extreme
      weather conditions or road traffic diversions) have to use a longer journey route; you should submit
      your claim with an explanatory note should this happen. Our Finance Department carries out validation
      checks and reserves the right to make necessary adjustments where variations occur.
o     Please attach prior written approval wherever necessary and sign the declaration below.
PART D:CLAIM SUMMARY AND DECLARATION (Payment will not be made unless completed)
           Claim Summary                           £                               Declaration by Claimant
Travel                                                         I declare that please tick:
                                                                   (a)      The expenses claimed were properly incurred
Subsistence
                                                                   (b)      I have read the KSS Deanery GP Candidate Claim
                                                                            Guidance 2011
Total sum claimed                                              Signed                                   Date


                                          Certification of Claim – FOR OFICE USE ONLY
                                   I have checked this claim and am satisfied it is correct for payment.
Amount Payable               £                                    Code: 0063101.7273.7898.99026.00000
Checked by:                                                       Date:                     Name:

                                 GP Payments Administrator

Authorised by:
                             Primary Care Business Manager


                                                                     Recruitment Candidate Claim Form – Last Updated April 2011

				
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