Early Reimbursement Now Live – Supporting Trainees with Upfront Study Leave Costs
We’re pleased to confirm that the early reimbursement functionality is now live via Accent Leave Manager (ALM), effective 1st October 2025.
This change enables doctors and dental trainees to claim eligible study leave expenses before the activity takes place, helping to ease financial pressure and improve access to professional development opportunities. Trusts not using ALM should follow local NHS England guidance and processes for submitting claims.
To submit an early reimbursement claim:
- Log into Accent Leave Manager (ALM) and complete your study leave application as usual.
- Attach valid receipts for all eligible expenses (course/conference fees, accommodation, public transport).
- Ensure the “Allow Advance Expense Claims” toggle is enabled on your application. This may be set by your admin team depending on your region’s configuration.
- Submit your claim before the leave start date. Claims submitted after the activity will follow the standard reimbursement process.
- Admin teams may also submit claims on behalf of applicants, depending on local workflows.
- Trusts and local offices not using ALM system should continue to follow their local NHS England guidance for applying for study leave and claiming study leave claims.
Early Reimbursement Guidance
Resident Doctor Early Reimbursement Guidance.pdf
We would like to remind you that the Trusts are still responsible for making study leave payments. Trusts are encouraged to assess existing procedures to guarantee that resident doctors receive study leave reimbursement within four to six weeks of submitting their claims.
If you experience issues with ALM or are unsure about your region’s process, please contact your local study leave administrator or refer to the guidance documents available on the intranet.