Student Services Completing your TDAE claim A Guide for Students and Universities Academic Year 2017/18
Contents General information 4 Disclaimer 4 Who is this Guide for? 4 Who can claim TDAE? 4 Residency 5 What is TDAE and how do I claim it? 6 Completing the claim form guidance notes for students 7 Section 1 Personal details 7 University student reference number 7 Term-time address 7 Travel Allowance through DSAs 7 Sections 2 and 3 Course details and your travel to and from university 8 Start month of your course 8 Address of your normal place of study 8 Travel to your normal place of study 8 Section 4 Travel to your placement 9 Method of travel 9 Address of your placement site 9 Tunnels, toll roads and parking 9 Section 5 Details of claim 10 Date 10 2
Total daily mileage return mileage to placement site 10 Total daily mileage community mileage 11 Section 6 Details of accommodation expenses 12 Parent/s address 12 Period claiming for 12 Cost of maintaining your temporary accommodation 12 Section 7 Summary of claim 13 Summary of private mileage 13 Passengers 13 Number of passenger miles 13 Dates of travel 13 Total daily mileage costs 14 Total public transport costs 14 Total allowable costs 14 Total cost of all your placement travel this claim 14 Total cost of your normal daily return travel to your university when not on practice placement 14 Total amount of travel costs you can claim 14 Total accommodation costs 15 Section 8 - Declaration 16 Deadlines 16 Sending your claim 16 Timescales for processing and payment 16 Important information for universities 17 Section 9. University authorisation 17 Sending TDAE claim forms to us 17 Help us to help your students 18 3
General information Disclaimer New and prospective students should not rely on the arrangements described in this booklet when planning for subsequent academic years as these may be subject to review in the future and as a result may be liable to change. Further information about the Learning Support Fund will be posted on the Student Services website as and when it is made available. Students are advised to check the website on a regular basis. The Department of Health Department of Health and Social Care (DHSC) and NHS Business Services Authority (NHSBSA) Student Services will not accept responsibility for any loss incurred (financial or otherwise) by students as a result of relying on current rules and allowances to alter their circumstances. Who is this Guide for? The information in this guide is intended to assist in the completion of claims for Travel and Dual Accommodation Expenses (TDAE) by: Who can claim TDAE? To apply for any of the LSF allowances, including TDAE, students must meet all of the general criteria detailed below: You must be studying on a nursing, midwifery or allied healthcare course which leads to professional registration in one of the subjects listed in the table overleaf; Your course must have started on or after 1 August 2017 You must be studying at a university in England You must be actively in study, whether academic or practice learning You must not be an assisted student (This is a student who is employed by an organisation but relieved of normal duties or given leave of absence to enable them to attend a healthcare course OR a student who is in receipt of any other form of sponsorship that is supporting the majority of the cost of their education) new students commencing a pre-registration healthcare course starting between 1 August 2017 and 31 July 2018 who are eligible for funding from the Student Loans Company 1 (SLC); and University administrators and staff involved in the arrangement and authorisation of student placements, including the authorisation of TDAE claims. 1 Students who choose not to claim a student loan (either on religious grounds or for other personal reasons) may still be eligible to access the Learning Support Fund; They will still be required to demonstrate that they meet all of the LSF eligibility criteria as well as demonstrating that they would have met the additional eligibility criteria defined by either SFE, SFW, SFNI or SAAS, if they had been able to apply to them for a loan. 4
Residency You must meet the eligibility criteria defined by one of the following (depending on which UK country you are normally resident): Student Finance England (SFE) Student Finance Wales (SFW) The Student Awards Agency for Scotland (SAAS) or Student Finance Northern Ireland (SFNI) Further detailed information about eligibility for the Learning Support Fund 2 is available from our website and is available from the Learning Support Fund Guidance Booklet on our website. NHS Student Services - Healthcare Student Funding 2017/18 Start Yes What is your course? www.nhsbsa.nhs.uk/student-services Does your course start on or after 1 August 2017 but before 1 Aug 2018? No Are you a medical or dental student currently attending an undergraduate or graduate-entry course? Yes No Have you applied for an NHS Bursary in a previous academic year? Yes No Are you a continuing student who started their studies in 2016 or before and who hasn't had a break in NHS Bursary funding? Yes No Please contact Customer Contact Services on 0300 330 1342 Full time, pre-registration Nursing/ Midwifery course No - Full and part time If your university is in Scotland, Wales or Northern Ireland you should apply to the relevant funding body in that country. SAAS (Scotland), SFW (Wales) and SFNI (Northern Ireland) Full time, eligible pre-registration Allied Health Professional course Yes - Full time No Part time, eligible healthcare course at a university in England Yes - Part time Is your course one of the part-time courses listed at these universities? Dental Hygiene/ Dental Therapy at a university in England Yes Postgraduate Healthcare course at a university in England You may be eligible for an NHS Bursary. Click here for more information You may be eligible for an NHS Bursary: www.nhsbsa.nhs.uk/nhs-bursary-students Visit our website Continuing students should re-apply for their NHS Bursary for 2017/18 as normal. from the relevant funding body in your country; SFE, SFW, SAAS or SFNI. If entitled to this you may also be eligible to apply for additional funding from NHSBSA Student Services Learning Support Fund (LSF).*/**. These are, Child Dependants Allowance, Travel and Dual Accommodation Expenses and Exceptional Support Fund.*** *If you are not entitled to an award from SLC, you will not be entitled to apply for any support from the LSF ** This is only applicable to eligible students studying at a university in England. Students ordinarily resident in England but studying in the rest of the UK will not be eligible for LSF *** If you are only eligible for an EU tuition fee loan you will not be able to claim for any of the LSF allowances. You may be eligible for a maintenance bursary and other allowances from NHSBSA Student Services. You should apply to Student Finance England (SFE) for a loan for your tuition fees and any Disabled Students Allowances. 2 Including TDAE 5
What is TDAE and how do I claim it? Most healthcare students are required to undertake practice placements as part of their training. Eligible students are entitled to have some of the excess travel and accommodation costs they may incur in attending placements reimbursed to them. For full details of the types of expenses that you may claim under TDAE, and the maximum rates payable, refer to pages 12-15 of our Learning Support Fund Guidance Booklet. If it is, reimbursement is limited to the difference between the two costs. If it is not, the TDAE claim will not be valid. To make a TDAE claim, you must first register for a Learning Support Fund account. Once you have done this and your registration has been accepted, you can select Travel and Dual Accommodation Expenses from the main screen, which will allow you to download a claim form: The key requirement for claiming travel expenses under TDAE, apart from personal eligibility, is that the cost of your daily return travel to and from the placement site must be in excess of your normal daily return travel to university. 6
Completing the claim form guidance notes for students The TDAE claim form can be completed online before being printed off for your university to authorise. Section 1 Personal details Please complete this section in full. You should ideally provide the same details you entered when you created your LSF account. Travel allowance through DSAs Tick yes if you have been awarded assistance with travel to university and/or placement from the Disabled Students Allowances (DSAs) as part of your student loan funding. LSF reference number This is the unique reference number allocated to you when you registered for your online Learning Support Fund account. You can find this by logging on to your LSF account - it will be shown at the top of the screen. University student reference number This will have been allocated to you when you enrolled as a student. If you are unsure of this, please speak to your university. Term-time address Enter the full term-time address you live (or lived) at whilst attending this particular placement. Information: If you will be on a long-term placement, e.g. for several months, and prefer to claim for shorter periods at a time rather than wait for the placement to end you can make several smaller claims during your placement in order to receive part-reimbursement. If you choose to claim in this way, ensure that you do not claim for overlapping dates. 7
Sections 2 and 3 Course details and your travel to and from university Start month of your course For example, if you started your course in September 2017, please write 09/2017 Address of your normal place of study This is your university site; i.e. the main site or campus you attend on a regular basis for taught sessions. Travel to your normal place of study State your usual means of travelling to and from the above location. If you travel by free bus to and from university or if you receive a lift from someone else, enter free bus or lift in the box. Free bus means one provided/ contracted by your university which is free at the point of use. Tunnels, toll roads and parking If you normally have to pay to use toll roads, tunnels on the way to and from university and/or for car parking whilst there, enter the total daily cost for these in this section. Don t include costs which are not part of your usual daily travel. For example, if you had to use a different route temporarily and could not avoid using a toll road or tunnel for that journey, do not include it as part of your normal daily costs. 8
Section 4 Travel to your placement Address of your placement site If you attended a placement at more than one site during the period of this claim, please use a separate sheet for each site Method of travel Specify how you travelled to your placement site. Car hire You should indicate the total cost to you of hiring the car. If this was covered by your university and you did not personally incur any cost to hire the vehicle, please enter 0.00 in this box, otherwise enter the hire cost for the period of your claim. Don t forget to enter details of your mileage costs in Section 5 and provide evidence of the car hire cost to you with your claim Tunnels, toll roads and parking If you had to pay to use toll roads, tunnels on the way to and from your placement and/or for car parking whilst there, enter the total daily cost for these in Section 5. Information: If you received a lift to your placement, you cannot claim the mileage or any other costs associated with these journeys. 9
Section 5 Details of claim In this section, you must show full details of your daily journeys to placement. If you are claiming for temporary accommodation costs, remember to include any weekly return journeys between your placement accommodation and your normal term-time accommodation. Information If you are claiming for public transport or car parking costs, you must include all original bus, train, car parking and ferry tickets, as well as any receipts for travel passes or season tickets, with your form, as your university need to have sight of these in order to authorise your claim. If you are claiming for more than 20 journeys, you can print off and complete additional copies of this page of the claim form, as required. Date Enter the individual dates you are claiming for on each line, in chronological order of each of the journeys you made. We will assume you made a return journey each time, so you do not need to enter details of the return journey, unless this was to a different destination. Ensure you enter the correct postcodes for the location(s) you travelled to for each journey Total daily mileage: return mileage to placement site If you travelled to your placement in your own private motor vehicle, or you used a hire car, indicate in this column your total daily return mileage to your placement site for each date you travelled. If you are claiming for the cost of using temporary (placement) accommodation, you can only claim for the cost of one return journey per week between your temporary (placement) accommodation and your normal (term-time) accommodation. 10
You may also claim for journeys between your temporary accommodation and your practice placement site if you incur mileage or public transport costs which are more than the cost of your normal daily travel to and from university otherwise your claim will not be valid. Total daily mileage: community mileage Additional mileage/travel costs may be claimed if you have to travel to other practice placement sites, and/or to patients home addresses. You only need to provide daily mileage totals in this column. Please do not provide individual patients addresses. Information: Any community mileage incurred must still exceed the cost of your daily mileage to and from your normal place of study. Community mileage on its own will not be reimbursed if it is not in excess. Additional mileage/travel costs may be claimed if you have to travel to other practice placement sites, and/or to patients home addresses. 11
Section 6 Details of accommodation expenses If you did not stay in temporary accommodation whilst attending your placement, please tick no and go to Section 7 of the form. If you did stay in temporary accommodation, please complete this section in full. Parent/s address If you stayed with your parent/s whilst attending your placement, you will not be entitled to claim accommodation costs and you must enter 0.00 in the relevant space. Cost of maintaining your temporary accommodation Enter the total cost of your temporary (placement) accommodation for the claim period you have entered above. You must include evidence of your accommodation costs with your claim form, such as recent invoice(s) or bill(s) from the relevant provider for the period you are claiming for. Period claiming for Enter the dates of your claim in the format dd/mm/yyyy. 12
Section 7 Summary of claim All students must complete this section in full. Summary of private mileage In the total number of miles column, enter the total number of miles you have travelled during this claim period, either by private motor vehicle, hire car and/or bicycle. Include any community mileage. Multiply the total number of miles by the rate stated in the second column to give the total rate in of your claim. Passengers You can claim additional mileage costs of 5p per mile for passengers if you gave them a lift to placement in your own motor vehicle. If you have not taken any fellow students to and from placement, go straight to page 7 of the form. Number of passenger miles Enter the total number of miles you covered whilst taking each individual passenger to and from either your placement site or any temporary accommodation, where applicable. Dates of travel We need to know on which dates of this claim you took the passenger/s named above to/from placement. Indicate the actual dates Passenger 1, Passenger 2 etc were given a lift, where applicable. If you took passenger/s to placement every day of the period you are claiming for, write all in the Date/s passenger/s taken to placement column. 13
Total daily mileage costs Enter the total amount of travel costs for this claim period, including the cost of any community and passenger miles. Enter 0.00 in the box if you did not travel by private motor vehicle or hire car. Total public transport costs If you travelled by public transport for all or part of this claim period, enter the total cost you incurred in fares. If you used a travel pass, Oyster card or season ticket, provide the total cost of this for this claim period. Enter 0.00 if you did not travel by public transport. Total allowable costs If you have incurred additional costs from car parking charges, toll roads or tunnels, enter the total of these costs for this claim period. If none of these apply, enter 0.00 in the box. Total cost of all your placement travel this claim You should add together all mileage, public transport and the total allowable costs that you have incurred during this claim period. Total cost of your normal daily return travel to your university when not on practice placement If you travel in your own private motor vehicle to and from university enter the total cost of your equivalent mileage for the period of this claim multiplied by the motor vehicle rate which can be found in the Learning Support Fund Guidance Booklet. If you use public transport to travel to and from university enter the total equivalent cost for the period of this claim. If you used a combination of these to get to this placement add your total mileage cost to your total public transport cost and enter the combined total in the relevant box. If you normally walk or you are able to get a courtesy bus which is provided by your university free of charge, enter 0.00 in this box. If you normally receive a lift to university, enter the total of the equivalent return daily mileage to university multiplied by the number of days you are claiming for in this claim period, multiplied by the appropriate mileage rate in this box. Total amount of travel costs you can claim Students can claim the difference between the cost of travelling to and from university and the cost of travelling to and from their placement or, if applicable, their temporary accommodation. To work out the total amount of travel costs you can claim, deduct the total equivalent cost of travelling to and from university from the total cost of your placement travel for this claim period and enter the result in this section. 14
Total accommodation costs If you have claimed for temporary accommodation costs whilst on placement, enter the total cost for this claim here, as per the amount you have given at Section 6. This is a completely separate figure to the travel calculations you have entered above, so should not be included with those. If you are not claiming any accommodation costs, please enter 0.00 in the box. 15
Section 8 - Declaration Please read the declaration on pages 8 to 10 and then sign and date it with today s date in the relevant boxes underneath. Deadlines All claims must be submitted to your university within nine months of the last day of the placement period for which you are claiming. Late claims will not be processed. Sending your claim You must hand your form to your university for authentication at Section 9. Your university will send your signed claim form to us on your behalf. attached a copy of your student coversheet to the front of your form. This should be printed off from your LSF account. Timescales for processing and payment We aim to assess TDAE claims within 30 working days of the forms being scanned into our system. We will then check your eligibility for TDAE and ensure the claim has been correctly completed and authorised. You will receive an email notification when it has been processed which will advise you to log on to your LSF account to view details of the payment. Ensure you have included all receipts and any evidence of accommodation costs, where applicable; completed all the sections of the form that are relevant to your claim; taken copies of your form and any receipts/ evidence before handing them to your university; this is important in case your form is lost or misplaced 16
Important information for universities Section 9. University authorisation Once a claim form has been submitted by a student, it must be verified by an authorised officer at the university. Please check that the claim is accurate and in accordance with the practice placement undertaken. In addition, the student should have supplied a copy of their student coversheet and signed and dated Section 8 of the form. If any changes are made to the student s claim by the authorising officer, we ask that the officer initials the change and advises the student of any changes to the amount being claimed Once you are happy with the claim and it has been checked and verified, please complete both the checklist and the authorisation section under the declaration in full. Sending TDAE claim forms to us Bus/train/parking and other travel tickets should not be sent with claims. We only require evidence of accommodation, travel passes, taxi costs, car hire and/or any required covering letters to be included with the student s claim form. Do not include any staples or adhesive tape with this evidence as the forms are scanned when we receive them and this can delay the process. Completed claim forms should be sent to us at the following address: Learning Support Fund (TDAE) Student Services Ridgway House Northgate Close Middlebrook Horwich Bolton BL6 6PQ 17
Help us to help your students We appreciate universities ensuring TDAE claims are sent as regularly as possible to us. This helps avoid delays in students receiving payment and reduces enquiries from students to both universities and our call centre asking about receipt of their claim forms and dates of expected payment. If possible, do keep students informed of your timescales for submitting TDAE claim forms to us, as this helps manage their expectations of when their claims are likely to be assessed and paid. 18