Welcome to Intrepid Study Leave System USER GUIDE applicants Junior Doctors Epsom & St Helier NHS Trust

The Intrepid Web Based Study Leave System Allows You To: Log in any time, on any computer View the status of a particular application Check your leave history Keep track of your study leave days allowance and entitlements.

The Process – Study leave Application DME Approve MEM as back up approver SUBMIT STUDY LEAVE APPLICATION 8 weeks prior to course College tutor with Educational supervisor as back up approver Approve Trainee is notified of outcome Check rota Add to e-rostering/rota as requested leave Clinical supervisor to be notified If you want to claim expenses, you must include estimated costs PGMC study leave staff monitor status and progress of all applications The Process – Expense Claim If approved, after the event you must log back in and update your expenses SUBMIT Expenses Claim after attended course and completed statutory and mandatory training PGMC study leave staff monitor status and progress of all applications

Submit Study Leave Application Applicant Submit Study Leave Application Log in to Intrepid Enter the study leave details (Remember to apply at least 8 weeks prior to the course starting) Upload course information If you will be claiming expenses: - enter estimated costs

Applicant Walkthrough

Log in to Intrepid 1. Click ‘Leave Application’ 2. Click ‘Apply’ 2 1

Enter the study leave details (Remember to enter the name of the person covering, and to ‘tick’ the confirmation box)

After entering the start/end dates, the approvers will be shown.

You can also expand ‘Entitlement’ and ‘Leave History’ to see further details. (Click the blue bar to open, click again to close)

1 2 3 Upload your course information by scanning in your document(s) 1. Click the ‘Documents’ tab 2. Click ‘Browse’ to locate the file(s) 3. Click ‘Add’ 1 2 3

Claiming expenses. You must enter estimated costs at this stage Claiming expenses? You must enter estimated costs at this stage. Click drop down menu to respond Enter ‘Cost Type’ Enter ‘Estimated Cost’ (mandatory) Click ‘Add’ Repeat for each estimated cost 1 2 3 4

Finally, check your claim then submit.

Complete your Expenses Claim Applicant You will receive a notification to inform you of the outcome of your claim. If your claim is approved, After the event: Log in to Intrepid Check your claim is approved Open your claim Upload your receipts (mandatory) Enter ‘Actual Costs’ Complete your Expenses Claim

Log in to Intrepid Search outstanding requests Select ‘Leave Manager’

1 2 1. Check your claim has been approved 2. Open your claim by clicking the relevant blue arrow 1 2

1 2 3 Upload your receipts (scan them) Scroll down to Documents bar and click blue arrow Click ‘Browse’ to locate the file(s) Click ‘Add’ 1 2 3

1 2 3 4 Scroll down to Leave Expenses section: Select an expense Enter ‘Claim Amount’ You can type a Reference eg ‘food’ and add any Comments Save changes Repeat for each expense line, then click Save Changes 1 2 3 4

1 2 Your actual claim amount will now be shown. If correct, click ‘Submit Expense Claim. 1 2

Once submitted, your claim cannot be changed Once submitted, your claim cannot be changed. To confirm you want to submit your claim, click ‘OK’.

You can now see confirmation on screen that your claim has been submitted.

Approved expense claims are submitted to Payroll on a monthly basis They are shown on your payslip. Approved claims received by Payroll by 1st of the month are included in that month’s pay.

Tracking progress of your applications and expenses claims You can log in to Intrepid at any time, on any computer to check the progress of your study leave applications and expenses claims User Guides are available on the PGMC website: https://www.epsom-sthelier.nhs.uk/induction- training-requirements-and-information-services

If you have any queries please email: Intrepid@esth.nhs.uk STUDY LEAVE ADMINISTRATORS EPSOM HOSPITAL Ethan Douglas Technical & Administration Support PGMC, Epsom Hospital Tel. 01372 73 5175/2