and FAP Annual Training
Updated: 28 Mar 2017
Clerkships cannot start on Federal Holidays. If you intend to take a clerkship in the first week of September 2017, it cannot start on Labor Day, 4 September, because it is a Federal holiday. Please schedule your September clerkship to start on or after 5 September.
Because the military's Fiscal Year-18 (FY-18) begins on Sunday, 1 October 2017, funding at the start of a fiscal year is not always on time, and Columbus Day falls on Monday, 9 October, NO CLINICAL CLERKSHIP ORDERS WILL BE AUTHORIZED TO COMMENCE BETWEEN 1 AND 9 October 2017. OCTOBER 2017 CLERKSHIPS MUST ALL START ON OR AFTER 10 OCTOBER 2017.
HPSP participant is eligible for 45 days of Annual Training (AT) for every year
in the program. A FAP participant is eligible for 14 days of AT for every year
in the program. Only one AT per 12 month period (calculated from 1 October to 30
September i.e. the Department of Defense’s Fiscal Year) can be taken. During an
AT period, stipend payments stop and the participant receives active duty pay
and entitlements at the appropriate rank level. NM Accessions Staff
generate all orders for students using input sent to them via the Annual
Training Order Request Form.
Instructions for using this form can be found here.
Types of Annual Training:
HPSP Participants can request the following types of annual
Development School (ODS): If a
participant has prior Navy commissioned service, attended the Naval Academy or
participated in Navy ROTC, attending ODS is not required. All other
participants, including those with Navy enlisted service or other commissioned
service, must attend Navy ODS. Ideally, your first annual training should be to
this five week school in Newport, Rhode Island. ODS provides basic military
instruction, how to wear uniforms, and military courtesies. This is usually
taken prior to starting professional school. However, it can be taken at any
time, and must be completed prior to starting active duty. To get more
information regarding ODS, please click here to go to the ODS
available class dates and scheduling information, click here. For assistance in scheduling your school orders,
click here. If
you will be attending ODS AFTER graduation, your detailer will schedule ODS as
part of your orders to active duty. Please contact your detailer for more
is not always feasible or possible to spend a month away from school
during the first several years of instruction. Instead of leaving the school
environment, the HPSP/FAP participant can apply for “School Orders.” While on
“School Orders,” the student remains at school and continues his/her normal
routine and receives full active duty pay and benefits at the appropriate
You CANNOT go overseas or on vacation while on school orders. You can still go
on weekend excursions in your local area, but you must stay within 300 miles of
your school. There
is no need to wear a uniform or check into a military facility while on School
Orders. For assistance in
applying for School Orders, click here.
Clinical clerkships are rotations in a Navy Hospital or clinic, during which the trainee participates in educational and patient care activities under the supervision of a credentialed Navy provider. Clinical clerkships are generally 2 - 4 weeks in length and provide the trainee with the opportunity to learn about the Navy's medical system, meet
program directors and department heads, and interview for future internships. The Accessions AT staff round out the remaining 45 day requirement with School Orders, which means students return to school and continue their normal routine while continuing to draw active duty pay and benefits. Clerkships are generally taken at the end of the junior year and beginning of the senior year of education. To schedule a medical clerkship or dental clerkship at the Navy Medical Facility, click here.
4. Research and Operational Medicine clerkships are other ways to participate in annual training (AT) when ODS is not a possibility, or for those that are Naval Academy grads, former naval officers, or have NROTC, and have an extra AT to use. Click the link (updated 27 Mar 2017) for a list of medical research and operational opportunities. Annual Training that is used for training that requires travel to a site, are scheduled for a maximum of 4 weeks. The remaining 17 days of AT will be designated as school orders, where you are authorized your active duty pays and benefits while attending your normal school routine.
being approved for any of the above Annual Training requests, a student must
have a current annual verification form and a current HIV test on file (an HIV
test is good for 2 years, then must be repeated and results sent to the
Accessions Office). Contact the HPSP Medical Readiness Section to verify your
medical status prior to submission of your annual training request form. E-mail
with a subject line of "Subj: Medical Review for Annual Training ICO YOUR NAME."
If you know your verification form or HIV is out of date, please send in an
updated annual verification form. Click here for an Annual Verification Form. If you are not
located close to a military treatment facility (MTF), you may have your HIV test
performed at your university health center. Inform the facility that you need
the results of the HIV test forwarded via EMAIL to USN.NCR.BUMEDFCHVA.LIST.OH-STUDENT@mail.mil
"Subj: Medical Readiness ICO YOUR NAME," or via Secure medical fax to (301) -
295-5954. HIV testing is a reimbursable expense which can be claimed using the
Reimbursement Request process.
Requesting Annual Training Orders:
Because every student has a different academic calendar, students must apply for Annual Training orders. To Apply for School, ODS, Clerkship, or Research Orders, click here. Note: Because the military's Fiscal Year 17 (FY17) begins on Saturday, 1 October 2016, and funding at the start of a fiscal year is not always on time, NO CLINICAL CLERKSHIP ORDERS WILL BE AUTHORIZED
TO COMMENCE TRAVEL PRIOR TO 9 OCTOBER 2016. DO NOT SCHEDULE FY17 CLERKSHIP ROTATIONS TO BEGIN PRIOR TO 10 OCTOBER 2016. If your annual training orders request is not approved, NM Accessions AT Staff will e-mail you stating the
specific reasons why. Please make the necessary corrections and re-submit the corrected Annual Training Order Request Form.
The Accessions AT Staff will take the information on your Annual Training Orders Request Form and generate your orders. If you have moved after submitting the AT request form you will need to contact the AT Section to ensure your orders reflect the current address you will be leaving and returning to. Failure to keep the AT Section informed of changes in your request will delay your orders and could cause pay issues, should orders need to be modified. Once orders have started the address cannot be changed. You can only fly from the airport that is closest to the address listed on your AT Orders Request Form. If your orders require travel, the Accessions AT Staff will request a travel itinerary and plane tickets for you. DO NOT PURCHASE YOUR OWN TRAVEL TICKETS. YOU WILL NOT BE REIMBURSED. The Navy contracts with a travel agency for all travel tickets.
Orders and Itinerary
Please check with the Accessions AT Section 6 weeks prior to travel for ODS Orders and Clerkship/Research Orders, and 2 weeks prior to the start of School Orders to ensure all necessary paperwork has been completed and that an accurate e-mail address is on file for you.
Once your orders have been processed and an itinerary (only for travel orders) has been generated, Accessions AT Staff will e-mail you a .PDF copy or each. Normally this occurs 10 days prior to your actual travel date. If you do not have your orders and itinerary (only for travel orders) 10 days prior to your travel date, contact the Accessions AT Section immediately at USN.NCR.BUMEDFCHVA.LIST.OH-STUDENT@mail.mil.
arrangements to your clerkship/research facility are documented in your travel
itinerary. All personnel
traveling via air are issued e-tickets. E-tickets are available no
earlier than 3 days PRIOR to the actual day of travel. Accessions AT Staff
include your e-mail address when requesting your orders and airline
tickets. This e-mail is used by SATO (the Navy's travel agency) to
send your e-ticket to you.
you do not receive your e-ticket 3 days prior to your day of travel, contact
Accessions AT Staff immediately.
flying on a Sunday and you do not have your e-ticket by Friday morning at 9:00
am (Eastern), contact Accessions AT Section IMMEDIATELY.
you fail to follow your scheduled air travel, contact that Accessions AT Section
you do not have a ticket issued by the Navy, and you purchase your own, you will
not be reimbursed for the cost of the ticket.
travel office (SATO) responsible for arranging your transportation will not
reissue flights without an order modification.
all receipts for tolls and taxi's or other means of travel to the
airport. You will need these items to be reimbursed appropriately
when you submit your travel claim Always read your orders and be sure
you understand what you are required to do. If you have questions,
contact the Accessions AT Section at USN.NCR.BUMEDFCHVA.LIST.OH-STUDENT@mail.mil.
Travel while on Annual Training Orders:
While in a travel status on Annual
Training you may encounter a number of difficult situations. You
will need to contact the SATO after hours 1-800-539-9999 should you have a
problem while in a travel status. SATO will document any changes
that will be required in your itinerary so when you file a travel claim there is
documentation of the reason for your delay in reporting. Click here to
review what to do while in a travel status.
are generally 2 – 4 weeks in length, with the remainder of the 45 day annual
training period consisting of school orders. Although the school orders portion
says to "report by letter" to the Reserve Unit assigned, you do not have to
report to anyone. You are required only to be in the area of your
school. You CAN NOT go overseas or on vacation while on school
orders. You are not required to obtain an annual periodic health assessment
(PHA) or an annual dental exam. You are not required to have a
physical. Your Annual Verification or entry physical meets this
all receipts for travel and lodging costs (taxis, subways, gas, etc ) . In most
cases, these costs will be reimbursed to you as part of your travel claim, but
only with a receipt showing you paid for it. ONCE YOU ARRIVE AT YOUR
ASSIGNED LOCATION, HAVE YOUR ORDERS STAMPED WITH THE DATE AND TIME YOU ARRIVED,
AND WHEN YOU LEAVE, THE DATE AND TIME YOU ACTUALLY LEFT THE AREA AND RETURNED
HOME (AS INDICATED ON YOUR ORDERS).
YOU WILL NOT BE REIMBURSED FOR YOUR TRAVEL EXPENSES FOR
THE DAY OF ARRIVAL OR DEPARTURE WITHOUT A CORRESPONDING CHECK-IN AND CHECK-OUT
DATE-TIME STAMP ON YOUR ORDERS. YOUR TRAVEL CLAIM WILL NOT BE PROCESSED IF THERE
ARE NO DATE-TIME STAMPS ON YOUR ORDERS. There is no need to save
receipts for meals. Your orders will specify a per diem rate for
your area of travel, which is intended to cover your meals and incidentals while
Reimbursement for Travel Expenses:
completion of Annual Training for ODS and Clerkships, you must submit a
completed Travel claim within 5 days of return.
Click here for
assistance with your travel claim. School Orders do not require submission of a
travel claim. The
PSD which processes your claim will not process incorrectly filled out travel
claims. You MUST follow the go-by precisely if you want to be
reimbursed for your travel.
travel claim documents the costs you encountered in getting to and from the
training site as well as the costs incurred while there. In order
to receive reimbursement for your costs (i.e. lodging, taxis, shuttles, mileage,
parking, etc. to get to the airport and the base) you must have receipts for the
costs. Your travel claim payment for these costs are grouped as “Per Diem” and
Other Expenses. “Per Diem” is a term used to describe money that
is given to you to support the costs of being away from your home. A per diem
rate includes the following: maximum lodging rate, local meals and
an incidental cost rate for a duty area (Per Diem Rate = Max Lodging + Meals
(Local Meals, Proportional, or Government) + Incidental rate). The Per Diem rate
for specific area are available on the Defense Travel Management Office
here for the Defense Travel Management Office Website. Per
Diem is paid as part of your lump sum Travel Claim payment. It
includes two specific categories: Meals and Incidentals (MI&E) and
Lodging. (NOTE: IF YOU ARE GOING TO OFFICER
DEVELOPMENT SCHOOL (ODS), GOVERNMENT MEALS AND LODGING ARE AVAILABLE AND YOU ARE
NOT PAID PER DIEM.)
for Meals and Incidentals (MI&E): Included in your AT orders
is a paragraph which states the Meals and Incidentals (MI&E) rate at which
you will be reimbursed for food and incidentals. This rate is based on the area
to which you are assigned. (You have to know the county, city and state to check
on the rates if you go to the Per Diem Calculator available, see link below.)
Usually it is around paragraph 11 for the MI&E rate. Depending on where you
stay, you may not get a commercial meal rate if government messing is directed
on your orders. There is no need to itemize each day's food purchase. This is a
flat rate based on availability or non-availability of government messing (i.e.
military cafeteria where you can get your meals).
for Lodging: Around paragraph 10 of your orders, there is a
paragraph which discusses lodging. The listed lodging rate is a
maximum which is determined by the area to which you are assigned in the orders.
To obtain the per diem rates and lodging rated go to: http://www.defensetravel.dod.mil/site/perdiemCalc.cfm .
In order to claim lodging costs on your travel claim, you MUST have a day for
day receipt showing the cost of your lodging. You will NOT be reimbursed lodging
if you do not keep receipts. The government will pay state and city taxes for
lodging separate from the room rate. Parking costs will be reimbursed separately
from the room rate. NOTE: You must use government
lodging (Navy Lodge, Bachelor Quarters, etc.) if it is available.
When you report to your assignment, you must check into the Navy Lodge
system. If there are no rooms available, they will stamp your orders with or
give you a Certificate of Non-Availability (CNA) letter. With the
CNA letter or stamp on your orders, you are allowed to stay at a civilian
lodging facility of your choice but you will not be reimbursed over the maximum
rate that is outlined in your orders.
Cars: You will be reimbursed for gas, if you are on a clerkship rotation AND are
authorized a rental car. Gas will be reimbursed ONLY for travel to
and from lodging and the clerkship site. If you are authorized
travel by your own vehicle, you are reimbursed for the miles you drive from your
school to the clerkship site and back, not the gas you use or the commuting
miles while at the clerkship.
Auto insurance is included in the contract with the rental car agency and
is included in the government rental car rate. If you purchase additional
insurance, you will not be reimbursed. Your driving records may
be checked at the discretion of
the rental car company.