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GP trainee reimbursements (for practices in non-lead employer areas only)

We have produced a 'how to' guide to help you view GP trainee payments on Open Exeter statements. You can view it here.

Every time a GP trainee starts at a new practice, a salary set-up form is required to order to claim reimbursements for them.

PCSE will reimburse the practice for the GP trainee with a salary based on information which has been provided to PCSE by the practice.

Please ensure all information is completed on the relevant form to avoid delays in being reimbursed.

  • Around 12 weeks prior to general practice placement, local HEE schemes should inform all GP training practices of the new GP trainee
  • A form to set up reimbursements is completed once for the entire time the GP trainee is at the practice. PCSE cannot accept invoices. The relevant form should be completed by the practice as the employer with information from the trainee and trainer.
  • 6 weeks prior to placement, the practice should send the relevant payment set up form to the address(es) on the form.

PCSE will set up the salary scales as published on the NHS Employers website for 2017/18: http://www.nhsemployers.org/case-studies-and-resources/2017/08/pay-and-conditions-circular-md-1-2017  (Page 5 for 2016 contract and Page 17 for 2002 contract)

The form you need to complete to claim reimbursement for your GP trainee will depend on the contract they have signed. There is a form for GP trainees on the 2002 contract and another for GP trainees on the 2016 contract. The form required will also vary depending on the area you are based in.

Click on the relevant link in the table below:

From 1 August 2018, PCSE is no longer responsible for reimbursing GP trainee salary and expenses in the Thames Valley area. The lead employer for this area is now the Pennine Acute Hospital NHS Trust. Further information is available at www.pat.nhs.uk/education-and-research/lead-employer.htm

 

2002 contract

2016 contract

Yorkshire and the Humber

Click here for form

Click here for form

Wessex

Forms are available through your local HEE office

Forms are available through your local HEE office

MN37 / 2002 contract form notes

  • Only basic salary is required as enhancement is fixed and if LTFT (%)
  • Increment date needed- on hospital pay slip or from HEE (especially for those who have taken time out of training etc). There space on the form if it is not on the payslip
  • Please ensure you send the trainees most recent pay slip with the completed pay form
  • MN37 2002 salary levels to be checked every April – available on NHS Employers website

2016 contract form notes

  • Salary information: basic salary plus and pay protection / cash floor
  • PCSE need to know pensionable and non pensionable salary
  • Please check with the GP trainee for any relevant pay protection, which can result in an addition to the standard 2016 contract pay. They could have documentation from a previous post
  • Signature of Practice Manager or Finance Manager is required (and GP trainee if possible)

The form you need to complete to claim reimbursement for your GP trainee will depend on the contract they have signed. There is a form for GP trainees on the 2002 contract and another for GP trainees on the 2016 contract. The form required will also vary depending on the area you are based in.

Click on the relevant link in the table below:

Please note: from 1 August 2018, PCSE is no longer responsible for reimbursing GP trainee salary and expenses in the Thames Valley area. The lead employer for this area is now the Pennine Acute Hospital NHS Trust. Further information is available at www.pat.nhs.uk/education-and-research/lead-employer.htm

 

2002 contract

2016 contract

Yorkshire and the Humber

Click here for form

Click here for form

Wessex

Forms are available through your local HEE office

Forms are available through your local HEE office

 

MN37 / 2002 contract form notes

  • Only basic salary is required as enhancement is fixed and if LTFT (%)
  • Increment date needed- on hospital pay slip or from HEE (especially for those who have taken time out of training etc). There space on the form if it is not on the payslip
  • Please ensure you send the trainees most recent pay slip with the completed pay form
  • MN37 2002 salary levels to be checked every April – available on NHS Employers website

2016 contract form notes

  • Salary information: basic salary plus and pay protection / cash floor
  • PCSE need to know pensionable and non pensionable salary
  • Please check with the GP trainee for any relevant pay protection, which can result in an addition to the standard 2016 contract pay. They could have documentation from a previous post
  • Signature of Practice Manager or Finance Manager is required (and GP trainee if possible)

Please contact Health Education England (HEE) in your area.

HEE Wessex rf.wessex@nhs.net

HEE Yorkshire & Humber YorksHumber.GPadvice@sthk.nhs.uk

From 1 August 2018, PCSE is no longer responsible for reimbursing GP trainee salary and expenses in the Thames Valley area. The lead employer for this area is now the Pennine Acute Hospital NHS Trust. Further information is available at www.pat.nhs.uk/education-and-research/lead-employer.htm

Relocation claims are paid in some areas when changing practice. Claims need to be approved by both HEE and NHS England before being paid by PCSE.

  • Download GP trainee relocation expenses form here
  • Send the completed form to your local HEE office
  • HEE will then send to the NHS England local team (RLT) for authorisation, who will then instruct PCSE to make payment

Please inform PCSE of any of the following changes to your GP trainee’s circumstance:

  • Maternity leave / paternity leave / shared parental leave / adoption leave
  • Annual leave accrued during maternity leave
  • Sick Leave (where pay is affected)
  • Termination of contract
  • Additional trainers grant (for Wessex and Thames Valley only)
  • ARCP extension
  • Planned extension (in the same practice)
  • Change of hours
  • Other leave (please specify)

If you are in Wessex - please complete a Pay2 form available from your local Health Education England (HEE) office. Please complete and submit the form to HEE. HEE will check the form and submit to PCSE to make the payment.

If you are in Yorkshire and The Humber click here.

From 1 August 2018, PCSE is no longer responsible for reimbursing GP trainee salary and expenses in the Thames Valley area. The lead employer for this area is now the Pennine Acute Hospital NHS Trust. Further information is available at www.pat.nhs.uk/education-and-research/lead-employer.htm

If a GP trainee working in your practice is going on maternity leave, please inform your local HEE programme office with the following information as soon as possible prior to maternity leave commencement:

  • Date maternity leave is starting
  • Allowance required (SMP or maternity allowance)
  • Date of return (as soon as known) as well as any accrued annual leave due

A new salary reimbursement form should be completed and sent to HEE as soon as possible prior to the GP trainee's return so that salary payments can be re-started correctly.

Pay is affected by sickness leave according to length of service. In order to ascertain when sickness pay should be applied please refer to the guidance available here:  https://www.bma.org.uk/advice/employment/leave/study-professional-and-special-leave/leave-gp-trainees.

  • The GP trainee submits sickness certificate to practice manager
  • The practice completes the change in circumstance form (with GP trainee where possible) and sends with the sickness certificate to the local HEE office
  • HEE processes the information and send the forms to PCSE

There are two types of expenses that GP practices claim back directly from PCSE – Mileage and MDO claims. These expenses are paid by HEE through PCSE.

Download the mileage form here

Download the MDO form here

Important information for both claims:

  • These forms should be completed by the GP trainee and then approved by an authorised member of staff at the practice
  • The form then needs to be sent from the practice (not from the GP trainee directly) to PCSE via the PCSE enquiries form
  • PCSE will contact you in the event of any missing or conflicting information.

Mileage

  • All mileage claims need to be submitted on the template
  • GP trainees need to submit the form monthly to their practice for authorisation
  • GP trainees will use the same form every month to be able to ascertain correct mileage rate (regular user / standard user)
  • Please ensure all mileage claims include the car engine size

MDO claims

  • The General Practice portion of medical defence payments are reimbursed by HEE through PCSE
  • The claim form is completed by the practice manager and trainer
  • All fields on the form are to be completed including the hospital element (which is not reimbursable). If you have queries about the hospital portion, the medical defence provider will be able to supply this information

Training grants are paid directly to the practice by PCSE once approved by NHS England.

Non-lead employer areas

  • When the relevant salary set-up form has been processed and a salary has been set up, the training grant will be paid automatically with the salary
  • This can be viewed on the practice’s Open Exeter statements under ‘Trainee payments’

Lead employer areas

In areas where there is a single lead employer for GP trainees and PCSE reimburses training grant only, most training grant payments will now be processed as a contract adjustment and should be seen under the ‘variance details’ section of your main payment and will be coded as ‘TRAG’.

The training grant payment description will include the doctor’s name and the period the payment relates to.