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

2. 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.

3. 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

4. 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

5. Applicant
Walkthrough

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

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

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

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

10. 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

11. 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

12. Finally, check your claim then submit.

13. 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

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

15. 1 2 1. Check your claim has been approved
2. Open your claim by clicking the relevant blue arrow 1 2

16. 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

17. 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

18. 1 2 Your actual claim amount will now be shown.
If correct, click ‘Submit Expense Claim. 1 2

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

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

21. 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.

22. 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:
training-requirements-and-information-services

23. If you have any queries please email:
STUDY LEAVE ADMINISTRATORS
EPSOM HOSPITAL
Ethan Douglas
Technical & Administration Support
PGMC, Epsom Hospital
Tel /2