The NHS Business Services Authority are responsible for any decisions about whether a claim should be paid or not, the University has no control over this process. Students are advised to contact the NHS Business Services Authority if they are in any doubt about what they are able to claim. It is recommended that students contact the NHS Business Services Authority before incurring any expense. 

Students who use their own vehicle to travel to placements are responsible for ensuring that they have the following:

  • Appropriate insurance
  • Valid MOT
  • Valid licence
  • Valid car tax

TRAVEL AND DUAL ACCOMMODATION EXPENSES

The NHS Business Services Authority are responsible for any decisions about whether a claim should be paid or not, the University has no control over this process. Students are advised to contact the NHS Business Services Authority if they are in any doubt about what they are able to claim. It is recommended that students contact the NHS Business Services Authority before incurring any expense.

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Completed forms must be submitted to the University to be verified prior to them being submitted to the NHS Business Services Authority

In order to submit a claim please e-mail plustudents@cumbria.ac.uk with the following as attachments in one email:

The e-mail needs to be submitted from your University student account

The University will process correctly completed claim forms within 10 working days. NHS Business Services Authority will process correctly completed claims within 30 working days of receipt.

Travel by Taxi

NHS BSA will not normally reimburse any costs you incur if you choose to travel to placement by taxi unless there were unexpected, mitigating circumstances and a one-off or occasional taxi journey was the only way for you to travel to placement. Any claims for taxi travel need to be authorised ahead of time by the University. If you feel you have a valid reason for taxi travel, you need to complete a Taxi Authorisation Request form

NHS Learning Support Fund

If you're eligible, you can get:

Students wishing to apply for the funding should visit https://www.nhsbsa.nhs.uk/nhs-learning-support-fund.

Eligible students should continue to apply for the Learning Support Fund as needed.

Exceptional Support Fund

Eligible students facing financial hardship who have exhausted all other available sources of funding - including university hardship support (where this is available) can apply for additional help from the Exceptional Support Fund (ESF). Further information and how to apply can be obtained here

Exceptional Support Fund: Student Journey

 

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Theory Day Expense

Students required to attend a University of Cumbria Campus other than their usual Campus base can claim assistance towards travel costs, as long as the travel to the alternative Campus exceeds the normal daily travel to their usual Campus base. 

How to claim

Students must complete a Theory Day Expense Claim Form and submit it to the Placement Unit. Please note that the Placement Unit does not accept forms and documentation submitted in hard copy.

Calculating costs

If travelling by car students must use Google Maps to calculate their normal daily mileage.  If there is more than one route option students must ensure they select the shortest route.

If using public transport students will be required to submit all tickets to support their claim. Tickets must be scaned and be in date order. Please note: We are unable to pay any claim that is not supported by the relevant tickets.

Parking costs and taxi fares are not eligible for reimbursement.

Pre-Paid and Pre-booked train tickets

The University will supply pre-booked train tickets for students for theory travel. Students must e-mail  plustudents@cumbria.ac.uk or telephone 01524 590816 at least 5 working days before they are due to travel. Tickets will be paid for by the University removing the need for students to claim the money back.

Payment

Payment is made by BACS to your nominated account and usually takes on average 2 weeks to reach nominated bank accounts, but at peak times payment could take up to 4 weeks to be paid. 

Students claiming expenses for the first time, or if account details have changed since last making a claim for reimbursement must complete a student bank details form. Details of how to do this, along with the bank details form can be obtained from our student finance page - Student Finance

 

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Insurance

Students must ensure that they have adequate insurance cover for travel to and from placement so that no liability is placed on the University or any placement provider (including the NHS and local authorities).

Students must check with their insurance company that they have adequate cover for the following:

Students must also ensure that their insurance cover is not invalidated by the receipt of a contribution towards travel costs or by carrying passengers.

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HIRE CARS

***Please note that due to the national shortage of hire vehicles at present, the University and Enterprise may not be able to fulfil your request***

The NHS Business Services Authority guidance states;

“Students are expected to travel by the cheapest form of transport available where it is reasonably practical to do so.”

In some instances, students are able to claim for the use of a hire car. This generally covers instances where public transport is not available due to the location of the placement or due to shift work making the use of public transport impossible, or a car is required for community travel within the working day and you are unable to share with an educator. Students should visit the NHS Business Services website to check what costs can be claimed.

The University offers students the opportunity to use a hire car booked via Enterprise rent a car. In order to book a car students must give five working days notice. To book a car students must complete a Hire Care Request Form. The University will issue an invoice to students at the end of the hire period that covers the cost of the hire. Students must then claim the amount from the NHS Business Service Authority to pay the invoice. The University accepts no liability should the NHS Business Service Authority refuse to pay a claim, it is important that students check that a claim will be paid before making a booking or incurring any costs.

Students must be over 18 at the start of the hire period and have a full driving licence. Endorsements/points on a licence will not affect eligibility to use a hire car unless a driver is serving a ban.

The Placement Unit will place an online reservation for a vehicle with the hire firm. The student will then receive an e-mail notification to their University e-mail account giving details of the hire. If a vehicle is not returned at the end of the agreed hire period, the student will be liable for any additional costs arising.

Students are required to pay any motoring fines incurred during the hire period of the car. Students are responsible for returning the car with the fuel level specified by Enterprise at the start of the hire.

IN THE EVENT OF BREAKDOWNS AND INCIDENTS

In the event of a breakdown, phone – 0800 316 0977

In the event of an accident or damage to an Enterprise hire car, the driver must do the following:

Where damage is caused to a vehicle which is not recoverable from a third party, the University may charge the driver the costs of repair, up to a maximum of the insurance excess (currently £500).

Use of hire cars by students to travel to placement and for personal use at evenings and weekends is covered by the University’s insurance policy, however students may wish to consider taking out their own personal accident cover as specialist medical cover is not included in the policy.

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