How Do I Log In to Accent Leave Manager?

Accent Leave Manager is available online at https://accent.hicom.co.uk/Portal/Live/Web/
It is compatible with Microsoft Edge, Safari, Chrome, and Firefox. Please note that Accent is not compatible with Internet Explorer, which has been discontinued by Microsoft. Please also ensure that your device is set to UK time.

What’s the difference between Accent Leave Manager and Accent Course Manager?

Accent Leave Manager is available online at https://accent.hicom.co.uk/Portal/Live/Web/ and is used to book and manage study leave.
Accent Course Manager is available online at https://accent.hicom.co.uk/CourseManager/Live/HEE/Web/ and is used to book onto courses organised by HEE.
Both systems require different login information as Course Manager requires delegates to register with an account. Leave Manager does not require registration and you will have an active account as long as you have a current training programme assigned on the Trainee Information System (TIS).

I am unable to log in/forgotten my login – how do I obtain login credentials?

You can request your login details from the Accent Leave homepage at any time by going to https://accent.hicom.co.uk/Portal/Live/Web/ and clicking on ‘Forgotten password’ – type in the email address that you have registered with HEE (the address held on the Trainee Information System, TIS) and click send reset password link. Your login credentials will then be emailed to you from NoReply@hicom.co.uk - you may need to check your junk/spam folder as your email provider may filter the email.
If your email address needs to be updated, please contact your local HEE office and provide your GMC/Registration number, date of birth, your current postal address and the email address you would like to use.

How can I see how many study leave days I have available?

Once you’ve logged into your Leave Manager account, go to My Entitlements (for your study leave days, https://accent.hicom.co.uk/LeaveManager/Live/Web/MyEntitlements/Index). Look for the current training year (this will normally be at the top of each section).
As a reminder, the study leave year runs from the changeover date in August to the changeover date the following August except for programmes with nationally agreed start dates in September, where the leave year is September to September. This applies regardless of individual trainees’ progression dates.

Self-Declaration (Do I Need to Agree Time Off the Rota?)

When you submit a study leave application on Leave Manager you will need to complete the “self-declaration” to confirm that you have informed your clinical supervisor of the application and that the rota coordinator/equivalent (or Practice Manager for Primary Care placements) has approved the time off required for this Study Leave. Please also ensure that you have arranged cover of your duties, including prospective cover of any on call commitments.
If you are unsure if this is required for your local arrangements, please discuss with your rota approvers.

I missed adding expenses and/or made an error on my leave request; what should I do? Should I cancel the leave application?

You will need to cancel and resubmit your application and provide a brief explanation of why you have need to resubmit your application in the comments section provided in leave manager when submitting the cancellation. Your previous approvers will then be notified in Leave Manager to acknowledge the cancellation.
Alternatively, if you need to amend the number of days or add/amend expenses you can contact the local Study Leave Officer for the region, using the contact details provided. (https://accent.hicom.co.uk/Portal/Live/Web/ContactUs).
Please note that if the dates of leave or other details on the application need to be changed, a cancellation needs to be submitted.

How do I cancel a leave request?

To cancel a leave request that you have submitted please follow the instructions below and note that cancelled leave requests cannot be reinstated:

1. Login to your Leave Manager account - https://accent.hicom.co.uk/Portal/Live/Web/
2. Go to My Applications
3. Click on the leave request that you want to cancel to open it
4. Scroll to the bottom of the page
5. Click Cancel application. This will send a notification to your Cancellation Approver (usually your rota coordinator or local equivalent) to acknowledge the cancellation.

Please note that only applications with a prospective date can be cancelled.

How will I know if my application is approved?

You will receive an automated email and notification on Accent stating your application has been approved or declined. You will be able to monitor the progress of your request at any time on Accent under the My Applications section. The Approval chain on the application will show you the current pending approvers with an option to message your approvers if needed.
Where provided, approvers’ notes are recorded against their decisions – it is important you read these as there may be some important information for you.

How do I apply for an online course?

You can apply for online courses or conferences in the same way as you would for a face-to-face course. When applying for an online course, please ensure that you specify the venue to "Online".

I’ve cancelled a leave request but the days/money is still coming out of my entitlements?

Cancellations must be acknowledged by your leave approvers before they are released back to you.

What expenses can I include in my request?

1. Course/conference attendance fees
2. Overnight accommodation (hotel) or staying with friends*
3. Mileage*
4. Public transport costs
5. Meals*

*Standard rates apply – as per the NHS Terms and Conditions of Service/HEE Nationally agreed rates. Rates can be found in your local Study Leave policy.

What if I do not need study leave time/I’m attending during a weekend/days off duty?

You can amend the number of days requested on the application to ‘0’ before submitting.

What expenses cannot be claimed?

Note that this list is not exhaustive; any expenses not included in the list of appropriate expenses above should be assumed to not be supported:

1. Retrospective applications
2. Examination fees
3. Membership/subscription fees
4. Credit card charges
5. Conventions
6. Ceremonies
7. Equipment, including books
8. Publication, abstract submission, or printing costs
9. Visas or application fees
10. Any costs where evidence of payment cannot be provided (i.e. receipts) except for mileage, friends/family rate accommodation and subsistence (food)
11. Costs that do not relate to the period of study leave
12. Interview expenses (interviews are not covered by study leave)
13. Excess mileage/relocation expenses will not be refunded as they are not part of study leave