Expenses

E-Expenses

In order to claim expenses associated with travel and study leave during their employment with NWSSP, trainees are required to submit their claims via their own designated online E-Expenses account.

We are now able to offer virtual appointments, please note these are limited, dates will be added on a weekly basis please use the links below to book a session.

Sessions will be held via Teams.

Virtual Appointment – 1:1

1:1 session to discuss individual issues with expenses, how to make a claim, etc

https://outlook.office365.com/owa/calendar/Office@wales.nhs.uk/bookings/s/hQwCVynoo0SjNPH-8KqIZQ2

Virtual Appointment - Group Sessions

Overview of expenses and what to expect as a user, recommended for new users.

https://outlook.office365.com/owa/calendar/Office@wales.nhs.uk/bookings/s/YWHtdqs96Em5F0EXXnFCIg2

For full details on how to use E-expenses, please refer to the E-Expense User Guide .

Please refer to this guidance for claiming travel expenses whilst your placement is in a GP practice.

Payment of Expenses

Doctors should submit their monthly expenses no later than 5pm on the 5th of each month.
Authorisers are required to approve all submissions by no later than 5pm on the 7th of each month.
Payment will be received on 21st of each month.

Verification of Expenses

Health Board:

Travel expenses will be verified by the Directorate
Study leave will be verified by the Postgraduate Department

Practices:

Travel expenses will be verified by Practice Managers
Study leave will be verified by the Wales Deanery

All expenses will require final approval by NWSSP.

Relocation Expenses

Trainees may also be eligible to claim for either removal expenses or excess mileage. For full details on relocation costs and associated provisions for Doctors in training, please see the All Wales policy. If you require any further information, please contact the NWSSP Medical Workforce Team on: NWSSPSLE@wales.nhs.uk

Please note that all claims will be managed by the NWSSP Payroll service.

FAQs

What does the Single Lead Employment (SLE) model encompass?

The SLE model in Wales is a collaborative employment model, with the responsibilities of the traditional employer shared between three major stakeholders, who are:

Single Lead Employer – NHS Wales Shared Services Partnership (NWSSP)
Host Organisation
Health Education Improvement Wales (HEIW)

How has the Single Lead Employment model evolved in Wales?

Prior to 2015, Trainees who undertook a training programme requiring them to rotate/move over various departments, in different hospitals and/or health boards every 6 months, would then need to complete new starter paperwork for every rotation (e.g. payroll forms, pre employment checks). So, the Single Lead Employer (SLE) arrangement was put into place so the trainees could be employed by one employer throughout the duration of their training programme.

It was then agreed that not SLE will employ all Medical & Dental training groups over Wales. Since Aug 2020, the team have been transferring a different trainee group from Health Board employment to SLE employment every month.

Once the transfer process has been completed for each group, they then become SLE’s responsibility. The groups will continue to transfer to SLE individually and is scheduled to be fully complete in May 2022. The SLE team will then directly employ any new intakes for the groups, which includes onboarding tasks such as undertaking pre employment checks and processing New Employee forms for payroll.

What are the benefits of the SLE model?

Trainees

The benefits are that for the whole of the training scheme, the trainee will have one employer. This means that if you rotate into a different organisation you will remain employed by NWSSP and your employment checks will not generally require re- examination.

It is anticipated that the model will cut down bureaucracy, provide greater equity and improve the working experience for trainees.

Prior to the new arrangements, each time a trainee moved from one health board or host organisation to another, they had to change employer. This was time-consuming and caused problems in areas such as mortgages, tax codes, access to employee service based entitlements (e.g. cycle to work, childcare vouchers). These problems will be removed by the new arrangements.

Host organisations and HEIW

The benefits for the host organisations and HEIW are:

Economies of scale savings for NHS Wales;
One point of contact for employment support and expertise for all trainees;
Streamlining of transactional processes; and
Increased close working with GMC/BMA/GDC/GPC/NHS Wales Employers in relation trainee contractual matters.

Get in Touch

If you have a query for Lead Employer. Please contact us below: