Relocation and excess travel: How to submit a claim, what to provide, and how to appeal

Overview
This article is for resident doctors. It explains, in practical terms, how to submit relocation and excess travel claims, what evidence you need to provide, common reasons claims are rejected and how you can avoid this, and what to do if you wish to appeal a decision.

Who this article applies to

This article applies to postgraduate medical and dental resident doctors and public health registrars who hold a National Training Number and are appointed to an approved NHS England training programme.

How to submit a claim

Before you incur any costs, you must apply for eligibility through your employing organisation and receive written confirmation of what you can claim. Claims cannot be submitted or paid until eligibility has been confirmed.

Once eligibility is confirmed, you can submit claims using your employer’s claim form and process. Claims should usually be submitted within three months of the cost being incurred. If you relocate before starting in post, eligible costs should be claimed within three months of commencing in post.

Excess travel and temporary accommodation claims should normally be submitted on a monthly basis.

What evidence you need to provide

You will need to provide evidence to support your claim, as set out in your eligibility outcome letter. This usually includes:

• Receipts or invoices for removal, accommodation, or other reimbursable costs.
• Evidence of your old and new addresses when claiming relocation costs.
• Details of journeys made when claiming excess travel or temporary accommodation, including start and end points.
• Evidence relating to property sale, purchase, or rental where relevant.

Receipts are not required for excess mileage claims, but all journey details must be accurate and may be checked by your employer. However, evidence of public transport rates is needed for claims for excess travel in London using public transport. You can register for an account on the TFL website in order to record your journey history.

Worked example: Excess travel

Dr A is a resident doctor on a training programme that involves rotating between different hospital sites. They live 30 miles from their current placement and travel by car.

Excess travel is calculated by subtracting the first 17 miles of the journey (each way) from the total distance travelled. In this example:

• Total distance from home to work: 30 miles each way
• Non-claimable distance: first 17 miles each way
• Claimable excess distance: 13 miles each way

Dr A can therefore claim 26 miles per day (13 miles each way) at the nationally agreed excess mileage rate (30p per mile from 1^st June 2026).

If Dr A were travelling by public transport in London, excess travel would instead be calculated as the cost of the journey beyond Zones 1–3, with the Zone 1–3 element deducted from the total fare.

Why claims are sometimes rejected or delayed

Claims are most often delayed or rejected for the following reasons:

• Eligibility was not confirmed before costs were incurred.
• Claims were submitted late or outside local deadlines.
• Evidence is missing, unclear, or unreadable.
• Costs claimed are outside the categories or limits approved in your eligibility letter.
• The claim does not match the eligibility outcome provided.

How to avoid problems with your claim

To reduce the risk of delays or rejection, you should:

• Apply for eligibility as early as possible and wait for written confirmation before spending money.
• Keep clear copies of all receipts and documents.
• Submit claims promptly and in line with your employer’s process.
• Check that your claim matches what has been approved in your eligibility outcome letter.
• Contact your employing organisation early if your circumstances change or you are unsure whether a cost is claimable.

If you wish to appeal a decision

If you believe a relocation eligibility decision or a rejected claim is unfair, you may submit an appeal. Appeals must be made in writing to the Postgraduate Dean or their nominated deputy. You should clearly explain why you believe the decision is incorrect and include any supporting evidence. These appeals should be submitted via the PGMDE Support Portal.

 Your appeal will be reviewed based on the information provided, and you will normally receive a written response within four weeks. There is no further right of appeal beyond this stage.

Further information and support

Resident doctors should contact their employing organisation in the first instance for advice on eligibility and claims. Further guidance and forms are available via the PGMDE Support Portal.

Related articles

• Relocation and excess travel: who is eligible, what can be funded and how to claim
• Relocation and excess travel: Employing Body responsibilities