South West Academic Unit of Application (Peninsula and Severn)

Recruitment to two year Academic Foundation posts

Interview Expenses Guidance

Those attending interviews are entitled to claim back reasonable expenses incurred as a result of attending the interview. There are certain rules regarding receiving this entitlement which should be adhered to. It is, therefore, important that you are aware of these prior to making your journey to the interview.

Health Education South West (HESW) will try wherever possible to arrange convenient interview times for those travelling from further afield to negate the requirement for overnight accommodation.

Accommodation and Subsistence

Overnight accommodation will only be reimbursed where approval has been sought prior to booking.

Subsistence will not be paid as per the UK Foundation programme Policy

When staying overnight in a hotel, guesthouse or other commercial accommodation, the overnight costs will be reimbursed as follows:

Overnight Allowance

including breakfast

up to £55.00

Staying in non-commercial accommodation
eg staying with friends/relatives - names and addresses must be supplied.  No receipts are needed and no other allowance can be claimed with this

£25 per night

Overnight stay in a hotel will normally only be deemed necessary where the candidate has travelled in excess of 50 miles and has an early morning interview slot. Candidates will require prior authorisation in order to claim for overnight accommodation. To gain authorisation you will be required to contact HESW via email ( and will be e-mailed back with confirmation. Failure to obtain the appropriate authorisation prior to travelling to your interview will result in your expenses for those items not being reimbursed.  A copy of the approval to reimburse overnight accommodation should be attached to the expense claim.

No reimbursement will be made for any alcoholic drinks purchased. Claims for incidental expenses eg newspapers and telephone calls will not be reimbursed

For those attending an interview that are travelling from outside of the UK, reimbursement is only payable from the point of entry to the UK to the interview and return to the point of entry (with receipts).


Candidates are normally expected to travel by public transport. Supersavers and Standard Class rail fares only are refunded. The most cost effective fare must be sought for rail travel. Wherever possible please buy your ticket in advance to ensure this.

If a private motor car is used, mileage allowance will be paid at public transport rate and will be reimbursed between home address and interview venue and return. Mileage allowance is currently paid at the public transport rate of 24p per mile. Please ensure you enter the miles actually travelled in the appropriate column of the claim form. Mileage will be checked against the AA Route Planner and reimbursed on this basis.

Taxi fares will only be reimbursed where there are no other forms of public transport to and from the location of the interview (with receipt). Extensive taxi journeys will not be reimbursed.

Payment for travel by air will not exceed the cost of travel by appropriate alternative means of transport together with an allowance equivalent to the amount of any saving in subsistence expenses consequent on travel by air. HESW reserves the right to reimburse the cheapest option wherever relevant. Again, you would need prior authorisation for this.

Incomplete Forms

All claims will be scrutinised prior to authorisation to ensure that the claims are legitimate. Claims will not be accepted without relevant receipts attached and incomplete forms will be returned to you.

Deadline for Submission

The deadline for receipt of claims is 28 calendar days after your interview date.  Any received after this date will not be processed. Candidates are advised to keep a copy of the form and receipts that they submit, in case of problems with the postal service.

Travel expenses will not be paid:

  • If you fail to provide evidence of your right to work in the UK
  • For candidates who withdraw at interview or who do not take up an offer of a post
  • For travel to pre-interview visits
  • If your travel arrangements require prior authorisation and you fail to obtain such authorisation

 PLEASE NOTE:  Maximum Allowable Claim:  £100 (£150 where overnight accommodation is included)

 Download Interview Expense Claim Form