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GP registrar (GPR) payment and expenses forms
There are a number of separate forms which need to be completed in order for the correct payment of GPR salaries and expenses to be made. This guide has been written to provide those completing the forms with some helpful guidance.
It explains:
o Which form is requiredo Who needs to be involved in completion of the formso Who has responsibility for ensuring the form reaches the correct team in
PCSE
GPR salaryPCSE reimburse the practice with a GPRs salary based on information which has been provided before, or at the beginning, of a practice placement.
A K4 or Pay1 form can be used to inform PCSE of the salary to be paid.
This form needs to be submitted by the practice to Health Education England (HEE), who will pass it on the relevant PCSE team for processing.
Relocation Relocation forms are required in those areas where a relocation payment is paid to GPRs moving house because of GP practice placement. This needs to be submitted by the GPR to HEE they will need to obtain payment approval from. NHS England.
Change of circumstanceHEE will submit these forms to PCSE who need to be informed of the following by the GPR with support of the practice manager:
Dates of maternity leave, maternity benefit to be paid and annual leave accrued during maternity leave: Dates of paternity leaveSick Leave (where pay is affected)Out of ProgrammeOther leave (please specify)ARCP extensionDates of planned extension of contract Continuation of post in a new practiceTermination of contractChange of hours New date for completion of training
Mileage and medical defence union (MDU) claim formsThese expenses are paid by HEE through PCSE. These forms are completed at practice level and submitted, by the practice manager, directly to PCSE
In order to avoid delays in payment, the practice manager should ensure all fields on the forms are completed - there are no non-mandatory fields.
Missing or conflicting information will lead to the form being returned by PCSE to the practice for full completion.
1 Payment forms
FORM NOTES PROCESSPayment forms: A K4 or Pay1 form is required for all new trainees in the practice by both Primary Care Support England (PCSE) and HEE. Your HEE office will supply you with the relevant form. Both can be found here:
Please note these forms / and the process for payment will be updated to reflect the 2016 contract.
This form is completed by the GPR ideally before starting with a new practice with assistance where necessary from the practice and HEE.
Clearly indicate which contract the GPR is on in order for PCSE to reimburse the correct salary.
Details on payment for GPRs on the 2002 or 2016 contract can be found here http://www.nhsemployers.org/
For support to determine the salary level for GPRs on the 2016 contract (or any other queries about the new contract) please contact your lead employer or for those without a lead employer practice staff can contact the advice service using the email addresses below.
GPR completes with help of practice staff.
GPR or practice staff submit completed form by email to HEE – your local HEE office will be able to tell you the email address.
The K4/PAY form should be checked and amended if necessary by HEE local office before they send it to PCSE.
HEE send to PCSE dedicated HEE email address
If PCSE have any queries the form should be referred back to the HEE office and returned to HEE if the query cannot be resolved over the phone / email.
HEE region Advice service email
Thames Valley [email protected]
Wessex [email protected]
Yorkshire & Humber [email protected]
2 Relocation
Relocation claims
Relocation is paid when changing practice in some areas and needs to be approved by both HEE and NHS England before being paid by PCSE.
Relocation claims are sent to HEE for approval who will then confirm payment with NHS England local team, who will instruct PCSE
GPR submits completed form to HEE
The form should be checked by HEE local office before they send to RLT to authorise
Regional Local Team (NHS England) to instruct PCSE: pcse.gp- [email protected]
3 Change of circumstance
Change of circumstance – including maternity leave, change of practice
Any changes in circumstance for registrars which will affect their pay should be communicated to your HEE office at the earliest possible opportunity. HEE will then inform PCSE who will make the necessary changes to reimbursements. The following form can be used in all changed circumstances:
3.1 Maternity Leave
Maternity leave
If a registrar working in your practice is going on maternity leave, please inform your local HEE programme office with the following information as soon as possible prior to maternity leave commences:
Date maternity leave is starting
Allowance required (SMP or maternity allowance)
Date of return (as soon as known) as well as any accrued annual leave due
Here is a link to maternity leave guidance by NHS Employers
http://www.nhsemployers.org/your-workforce/pay-and-reward/agenda-for-change/nhs-terms-and-conditions-of-service-handbook/parents-and-carers/maternity-leave-and-pay-section-15
The trainee submits the original MATB1 to their employer (i.e., their practice) and should provide a photocopy / scanned copy of their MATB1 to HEE
GPR complete Pay2 with support of practice manager where needed
GPR submit completed Pay2 and MATB1 to HEE
HEE to send Pay 2 to PCSE dedicated HEE email address
3.2 Sickness absence
Sickness leave Pay is affected by sickness leave according to length of service. In order to ascertain when sickness pay should be applied please refer to the guidance available here: https://www.bma.org.uk/advice/employment/leave/study-professional-and-special-leave/leave-gp-trainees
The practice will complete the Pay2 form and send that and the sickness certificate to the local HEE office.
GPR submits sickness certificate to practice manager. Pay2 form completed by Practice Manager with GPR where possible.
Pay2 sent to local HEE office to be checked.
HEE will send the forms to PCSE dedicated HEE email address
4 Mileage and Medical Defence Union Claims
These forms are submitted directly from the practice to [email protected]
Mileage claim form All mileage claims need to be submitted on the template.
GPRs will submit the form monthly to their practice for authorisation.
GPRs will use the same form every month to be able to ascertain correct mileage rate (regular user / standard user)
Please ensure all mileage claims include the car engine size
Claim forms cannot be accepted from anyone except the practice staff.
Mileage claim form is completed by the trainee.
The practice manager / trainer authorises the payment and signs the form
The form is sent by the practice manager directly to: [email protected]
Clearly indicate in the subject line that they are: GP registrar expenses and which area they are for.
MDU claims The General Practice portion of medical defence payments are reimbursed by HEE through PCSE. All fields on the form are to be completed including the hospital element (which is not reimbursable). If you have queries about the hospital portion the medical defence provider will be able to supply this information.
The claim form is completed by the practice manager and trainer.
MDU claims should be sent by the practice to: [email protected]
Clearly indicate in the subject line that they are: GP registrar expenses and which area they are for.