Individual Staff Awards - Who is eligible and what can I claim for?

Information on the Individual Staff Award Scheme – COVID-19

Our Individual Award Scheme continues to be paused until 31st December 2021 and we will not be accepting any applications for funding. 

Pausing individual staff awards allows us to concentrate our funding to support the staff and patients at Guy’s and St Thomas’ NHS Foundation Trust through the COVID-19 pandemic. 

We will post further updates about the future of the scheme here towards the end of 2021. For any queries please contact grants@gsttcharity.org.uk

Who is eligible?

Staff from the following employers are eligible for funding:

  1. Guy’s and St Thomas’ NHS Foundation Trust including Clinical Fellows on a recognised training break from the Specialist Training/Registrar scheme
  2. Employees of King’s College London who have a joint or honorary contract with GSTFT.

The following are not eligible to apply for funding:

  • Undergraduate students
  • Foundation Year doctors (years 1 and 2)
  • Core trainee doctors / Specialist Trainees (ST1, 2, 3)
  • Registrar doctors/SPRs
  • Staff employed by Viapath
  • Staff who have received 3 Individual Staff Awards in a 24 month period (from award date)

Please note that applications must be submitted a minimum of three weeks prior to the date of the conference or activity applied for. Also, the Charity can only support a maximum of 2 people per department to attend the same conference.

What can I claim for?

Costs will vary depending on the particular staff development activity. The general principle is that amounts claimed should be reasonable and represent value for money. Only those costs that are directly associated with the individual’s participation in the activity will be reimbursed.

Please consider the following when making your arrangements.  We will assess applications against these guidelines and may amend the amount applied for on award if necessary to ensure the guidelines are complied with. In addition, we will assess the claim, when it is submitted, against the guidelines.

1. Conference fees

Any registration or attendance fees necessary for the recipient to attend the staff development activity can be reimbursed. Fees for additional activities can be reimbursed if these activities are necessary for the recipient to benefit fully from the staff development activity. All claims must be accompanied by acceptable proof of attendance.

2. Travel expenses

  • Air travel – All flights should be in Economy/Tourist class. The charity will only reimburse the Economy/Tourist cost for any flight. If you wish to travel in a higher class of cabin, you will need to meet any additional costs yourself. An economy/tourist class travel quote should be submitted with the application form, whichever class of travel is actually booked.
  • Rail travel - All train journeys should be in standard/second class. The charity will only reimburse the standard/second class cost of any rail journey. If you wish to travel in a higher class seat, you will need to meet any additional costs yourself. A standard/second class quote should be submitted with the application form, regardless of what class of travel is actually booked.

No other forms of transport are usually reimbursed.

3. Accommodation

  • Accommodation costs incurred while undertaking a staff development activity will only be covered for the duration of the activity e.g. conference attendance, and where reasonable, a night before the beginning of the activity or after it ends.
  • Claimants should make every effort to benefit from value and discounted accommodation. The award cannot be used to cover accommodation in 5-star or luxury accommodation.
  • The maximum amount that can be claimed for accommodation is £70 per night, any additional costs must be met by the applicant.

4. Sundries

  • Costs incurred in producing materials to support the staff development activity (e.g. poster production for a poster presentation) can be reimbursed if the materials are solely to be used at the staff development activity. Full details of any materials claimed for should be included with the application and the claim.
  • We would appreciate if our logo could be displayed on any poster or presentation mentioning us as the sponsor of your attendance.