Travel and Dual Accommodation Expenses (TDAE) | NHSBSA
The TDAE is a Learning Support Fund allowance provided by the NHS Business Services Authority.
This fund provides reimbursement of excess travel and accommodation costs incurred by healthcare students, who receive funding from Student Loans England (SLE), whilst attending a practice placement. If you do not receive SLE funding please contact NHS Business Services Authority/Learning Support Fund (NHS BSA/LSF) direct as they consider applications on a case-bycase basis.
There is some key information below about making TDAE claims but all the information you should need is on the NHS Learning Support Fund website. This includes a detailed guide of what can be claimed and how to complete the claim form.
You will need to create an NHS BSA/LSF account on their website in order to download the claim form itself.
Please note that the NHS can change their policies during the year and whilst we will always aim to keep you up to date it is best to regularly check their website if you are uncertain about what you can claim.
What can I claim?
TRAVEL
You can claim travel to and from your placement location as long as the cost of your daily return is more than your usual return travel to university.
Key Points:
You will be expected to travel by the cheapest form of transport available where it is
- Reasonably practical to do so.
- Methods of Travel to consider: Walking/Cycling
- Public Transport
- Own Vehicle
- Car Hire (must be agreed with the University beforehand)
- Taxi (last resort only. Consistent use of a taxi must have prior agreement from the University).
- Parking/tolls can also be reimbursed if receipts are provided.
If you get a lift with somebody else to university this is viewed as your “normal daily travel”and should be included on page 2 of the claim form.
Indicate the recognised route planner used such as Google Maps, AA, Apple etc. – random checks are carried out to check mileage claims.
On page 3 of the claim ensure the correct mileage/bus fare/parking has been claimed against the correct days.
Community mileage claims can only be reimbursed if the claim includes the return mileage to and from your placement area.
ACCOMMODATION
If it is not possible/practical for you to travel to your placement each day from your normal term time address you may be able to claim towards the cost of staying in temporary accommodation near to your placement site.
You can only claim for temporary accommodation if you have incurred costs for both your normal term time accommodation and the temporary one at the same time.
Key Points:
- If your normal term-time address is your parental home, you can claim towards temporary accommodation.
- You cannot claim if staying at your parental address for the purpose of attending your placement.
- The maximum amount you can claim for staying in a commercial residence e.g. Hotel or Air B& B = £55 a night.
- The maximum amount you can claim for staying in a non-commercial residence = £25 a night.
- Receipts in your name must be provided for the appropriate dates claimed.
- You can claim for one return trip a week from your term-time address to your temporary accommodation address.
- You can claim daily return travel from your placement accommodation to your placement location as long as this is more than your usual journey from your term-time address to the University.
- No “extras” e.g. Breakfast or cleaning fees that are not included in the price will be reimbursed.
Please remember:
- Submit claims forms on a regular monthly basis – do not wait until the end of your placement to make a claim.
- It is your responsibility to ensure the form is completed correctly and on time. The University accepts no responsibility for forms submitted outside of the date range and incomplete or inaccurate forms will be returned to you.
- Claims are verified against your timesheet before they are submitted – please ensure your practice hours are up to date and have been confirmed by your Practice Assessor/Supervisor/Educator before submitting your claim.
- All original receipts must be attached to a claim – petrol receipts are not required.
- Keep a copy of all claim forms and receipts for your own records.
- Ensure writing is legible – especially your name.
- Ensure the declaration at the end of the form is signed to say you have made a claim.
- Make sure all placement location addresses are provided including the name, address and postcode – you can print off additional pages of the form as required. NEVER include patients private details if on a community placement.
- Ensure total amount of your claim is provided and is correct – please double check using a calculator.
How Do I Submit My Claim?
Once you have completed your claim form and gathered the following information below:
- Your completed claim form
- Any supporting evidence – receipts, invoices etc.
- A copy of the page of your Student Finance England award letter for this academic year that has your name and address on.
Please make an appointment with your Personal Tutor to sign off your claim form and ensure you present all of the information to them as detailed above when you go.
You are responsible for then submitting the form and all receipts etc to the Faculty Arts and Professional Studies Office at DU005, Dupius building, Birmingham Newman University, Genners Lane, Bartley Green, B32 3NT
What happens next?
- The University practice partnerships team will check your claim against your timesheets, attendance record, evidence and NHS BSA/LSF regulations.
- We will raise any queries with you and inform you if any changes are going to be made before forwarding to the NHS BSA/LSF for payment.
- Your claim will be signed by the University and sent to the NHS BSA/LSF for payment. Claims are normally forwarded within 48 hours of submission dependent on public holidays/staff etc.
- Payment should be made to you within 20 working days of NHS BSA/LSF receiving it.
If claiming, additional expenses, a further 5 days should be allowed while the payment is processed through the BACS system – please budget accordingly.
Please read the NHS BSA/LSF website clearly if you have any queries contact your personal tutor or the practice partnerships team at practicepartnerships@newman.ac.uk
You can also call the NHS BSA/LSF via your account or telephone 0300 330 0521 (free calls).
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BSc Occupational Therapy Placement Handbook
Guidance for students and practice educators on completing placement documentation
Practice supervisor
- Orientation
- Initial interview
- Assessment of proficiencies
- Timesheets
Practice assessor
- Orientation
- Initial interview
- Mid-point interview
- Final interview
- OAR
- Assessment of proficiencies
- Episodes of care
- Medicines management
FAQ
The ePAD login is your Newman University username and password. If you have forgotten either of these then please phone IT Services on 0121 483 2293 or email itservicedesk@newman.ac.uk
In addition to these FAQs, help is available through your academic or practice supervisor, training guides and videos or by raising a support ticket on the ePAD web site.
Click here for the ePAD user Guide.
Please look at the training/help guides and videos on the ePAD website or contact your individual course team, academic or practice assessor/supervisor for help or guidance.
Yes, as the ARC system is cloud-based, you will require internet access to access and complete your ePAD, though this can be from any internet-enabled device.
Yes, we recommend you use a computer for best user experience. You will need internet access and access to ARC systems to complete the documents on a computer. It is also possible to complete some documents on a tablet/mobile device and some on the computer.
The service should only be used to communicate with academic and practice supervisors on clinical/professional matters. Communication should be professional and in relation to your placement document only. Comments can be seen by your practice assessor and academic assessor
If you are sick, you must contact both the placement area and the practicepartnerships@newman.ac.uk email address stating your full name, course and field, student number, placement area and date(s) you are sick. You must follow the policy (link) and also record the absence on your timesheet in TMS
Practice supervisor
- Orientation
- Initial interview
- Assessment of proficiencies
- Timesheets
Practice assessor
- Orientation
- Initial interview
- Mid-point interview
- Final interview
- OAR
- Assessment of proficiencies
- Episodes of care
- Medicines management