General Terms and Conditions

  • The first underlying principle of the Sussex Heart Charity is to improve, support and fund cardiac healthcare in the county of Sussex. We are therefore proud to offer educational bursaries to Sussex based NHS cardiac staff which will support their professional development and ensure that cardiac healthcare in Sussex continues to improve and develop.
  • With respect to governance and the Charity Commission, the Sussex Heart Charity is not able to provide funding for courses or conferences that fall under the statutory responsibilities of your local NHS Trust or are part of mandatory training.
  • Before applying, always speak to your line manager to explore if any alternative funding sources are available (for example, are there any options available on IRIS).
  • SHC bursaries are intended to be enhancements to support staffs’ professional development – therefore any courses / conferences which are essential for staff to fulfil the requirements of their job cannot be funded by the SHC.  The SHCs bursaries are designed to give staff the opportunity to enhance their learning and development by attending supplementary courses / conferences that fall into the optional or aspirational category.
  • Examination fees do not qualify for funding under the educational grants and bursaries scheme.
  • Retrospective claims will not be considered. Applications need to be made before the event – and with enough time for the application to be processed.
  • All grants are at the entire discretion of the Trustees of the Sussex Heart Charity, including decisions on the merits of individual applications, priority, and availability of funds. The final determination of grant awards rests with the Trustees.

Application forms – general information

  • Line manager approval is required before you can apply for a bursary. Application forms should only be submitted once you have the sign off from your line manager.  Line manager authorisation will be verified.
  • Incomplete forms will not be considered. It is essential to submit applications with all the appropriate information. This should include all expected costs (registration fees, travel and accommodation) and details of how the course / conference will benefit you and your patients.  Please include as many details as possible on your application form.
  • Please ensure that the expenses listed on your application form are as accurate as possible. These do not have to be your final costs – just the best estimate of your expected costs.  We will refer to the application form data when reviewing your evidence and will ask for verification if there is a large discrepancy between the costs submitted on the application and evidence forms.
  • Please ensure that the expenses listed on your application form are as accurate as possible. These do not have to be your final costs – just the best estimate of your expected costs.  We will refer to the application form data when reviewing your evidence and will ask for verification if there is a large discrepancy between the costs submitted on the application and evidence forms.
  • As a charity the SHC has a duty to make sure that bursaries are fairly awarded and that charity funds are used in the best way possible – it is therefore your responsibility to plan and budget carefully and seek out the most cost-effective options. Please consider cost-saving measures such as booking in advance, comparing prices from different providers or sharing a room and / or travel arrangements (such as group booking savings) with other colleagues attending the same event.
  • The grants are intended to support individual professional development; therefore, each applicant must submit their own separate / individual application.
  • Sharing rooms and / or travel arrangements with other colleagues is encouraged, but please make sure that these costs are divided up, with each applicant submitting the cost for their individual share. All details of any shared expenses should be noted on the application form – including the name/s of who you are sharing a cost with.  The SHC will not repay the full total of a shared expense to just one applicant.
  • Joint booking – If you are booking and paying for the expenses of your colleagues (either because you are sharing one cost, or because you are making a booking on behalf of a colleague) it is your responsibility to recoup these payments directly from your colleagues.
  • A maximum support ceiling of £500 per person per financial year is allowed. Therefore, multiple applications can be made in any given year, but the total amount cannot exceed £500.

Additional Information on travel and accommodation expenses

  • The SHC will reimburse core transportation, and the following modes of public transportation will be considered: trains, coaches (i.e. National Express) and flights. Additional costs such as seat upgrades (i.e. first class) or additional ad-ons (i.e. additional luggage) will be not eligible for reimbursement.
  • For travel via car, mileage can be claimed at the HMRC-approved rates of 45p per mile for petrol and diesel vehicles and 7p per mile for electric vehicles. Mileage must be calculated using the AA milage calculator to ensure accuracy. These rates are subject to change in line with HMRC updates
  • The SHC will reimburse for the required journeys – not the total cost for filling up a tank or any unnecessary journeys.
  • The SHC will NOT reimburse the following travel costs: car parking (including airport parking), taxis, local buses and trams, The Tube, and any mode of transportation where payment will be via a ‘tap on-tap off’ system.  Please note, if the Tube is included as part of a pre-purchased train ticket (such as a travelcard), this will be eligible for reimbursement.
  • Accommodation costs can only be claimed if an overnight stay is required. For events located within a reasonable travel distance (i.e. London) accommodation costs will not be reimbursed.
  • Where accommodation add-ons are an additional cost (i.e. room upgrades or hotel breakfasts) these cannot be claimed for.

Information on the reimbursement process / required evidence

  • You must be able to provide valid receipts (such as an expenses receipt), invoices or proof of payment for all of your expenses. PLEASE MAKE SURE YOU OBTAIN ALL THE RELEVANT DOCUMENTATION – OTHERWISE YOUR CLAIM WILL BE REJECTED.
  • Please ensure that the documents you submit as evidence include your name/email (or details of the booking if a colleague made your booking) and full payment details (to include the name of the vendor, date and amount paid)

    Documents should also include full details of your expense:

    Hotels – name of hotel, check in and check out dates and a breakdown of costs

    Travel – dates of travel and where you were travelling to and from

  • The following are NOT accepted as evidence: credit card receipts, bank statements and screenshots / documents that contain limited information (such as a train e-ticket).
  • In cases where a colleague has paid for your expenses, it is your responsibility to make sure that you source the necessary receipts from them.
  • Once your grant request has been approved successful applicants will receive email confirmation. The email will outline the reimbursement procedure and will include a link for the reimbursement form. This email will also be sent to the applicant’s line manager.  We aim to email applicants within 30 days of receiving an application form.
  • Reimbursement can only be processed AFTER you have attended the conference / course – this is because we require valid receipts / invoices plus evidence of attendance. Please do not submit the reimbursement form until after the event.
  • Credit card receipts are not acceptable as evidence – you must be able to provide valid receipts, invoices or proof of payment. Please make sure you obtain all the relevant documentation.
  • Please submit evidence of attendance – this can be photos of the event and a certificate of attendance or a name badge etc.
  • Please note that all applications have a time limit – and evidence must be submitted within 6 months from the date it was awarded. After this date the funding will be withdrawn, and a new application would be necessary.
  • Once you have submitted the reimbursement form and evidence, our team will carefully review your submission, and we will contact you if there are any issues.
  • Once the costs have been approved, you will receive an email confirmation – the email will include a link for submitting your bank details. We strive to process reimbursements in a timely manner, you can expect to receive your reimbursement directly to the bank account you provided within 14 days.