Card payments

Remember to use Add information if you need to add further comments to your claim. This can be found towards the bottom of the screen.

On the menu, select Your employment.

Select Expenses.

Select Payment Card (MP).

If you are a Proxy completing this on behalf of your MP, you should use the drop-down arrow on the On behalf of Resource box to select the MP the expense claim is for.

This box only appears if you are the proxy or the MP. If you do not do this, you will not see the Payment Card transaction lines.

In the Reference box, type a short description for this claim. This should be something to easily identify the claim at a later date.

Select the Payment Card icon in the Expense transactions box on the right-hand side of the screen.

The orange number that appears on the Payment Card icon shows you how many outstanding transactions need to be reconciled. If there is no orange number, you do not have any transactions to reconcile.

The orange number will only appear if the MP’s name has been selected in the On behalf of Resource box.

Tick the transactions you wish to reconcile.

Select Import transactions.

Please note: Payment Card and Phone App transactions appear in the same list.

However, you can only add Payment Card transactions to a Payment Card Reconciliation claim. For this reason, IPSA Online will display “Invalid Category” on transactions that cannot be added.

Select an Expense category. You can start typing the expense and a list of possible expense categories is displayed.

Alternatively, select the drop-down arrow to see the full list and then select the relevant category.

The Description field will be locked as this is the supplier’s information provided by Barclaycard.

The Amount field will already be populated.

You should not amend this unless you are splitting the cost over multiples lines (for example, to split up train fares or to process a line as "Not claimed to be repaid").

Select the Chevron icon at the end of the expense line.

The chevrons open additional fields that are required for that particular expense.

Use the Spacebar on your keyboard to see a list of all the relevant budgets, addresses, stations, airports etc. Alternatively, you can start typing the specific value you want to select.

Repeat the steps above until all expenses have been added. It is best to keep claims to a maximum of 20 lines of expenses.

If you have further comments about any lines on your claim, select Add information towards the bottom of the screen. Type your comments in the pop-up box.

Please make sure to reference which line on the claim each comment refers to.

You must now add receipts to each claim line and then submit the claim.

To do this, visit the right-hand menu, under the heading Expense overviewand select Receipts.

Open IPSA Online.

Add the payment card expense to the form as normal.

Select the check box on the far left of the line and then select Copy expense at the bottom of the screen.

On the original line, complete the reconciliation steps, amending the amount as needed.

Amend the amount on the new line.

On the copied line, complete the same steps to reconcile, amending the amount as needed.

You must now add receipts to each claim line and then submit the claim.

To do this, visit the right-hand menu, under the heading Expense overviewand select Receipts.

Open IPSA Online.

Add the payment card expense to the form as normal.

Select the check box on the far left of the line and then select Copy expense at the bottom of the screen.

On the original line, complete the reconciliation steps, amending the amount as needed.

On the copied line, set the category to Not claimed to be repaid and amend the amount to the amount you do not wish to claim and will repay.

You must now add receipts to each claim line and then submit the claim.

To do this, visit the right-hand menu, under the heading Expense overviewand select Receipts.

Select the claim you wish to delete.

Select Delete expense.

Open IPSA Online.

Select the Payment Card icon in the Expense transactions box on the right-hand side of the screen.

The orange number that appears on the Payment Card icon shows you how many outstanding transactions need to be reconciled. If there is no orange number, you do not have any transactions to reconcile.

The orange number will only appear if the MP’s name has been selected in the On behalf of Resource box.

Select the refunded transaction you wish to reconcile.

If the original transaction has not already been reconciled, you should tick this transaction as well and reconcile both on the same form.

Select Import transactions.

Please note: Payment Card and Phone App transactions appear in the same list.

However, you can only add Payment Card transactions to a Payment Card Reconciliation claim. For this reason, IPSA Online will display “Invalid Category” on transactions that cannot be added.

Select an Expense category for the refunded transaction.

If you have already reconciled the original transaction, select the same Expense category for the refund. If you are reconciling the original transaction on the same form as the refund, select the same Expense category for both.

If the original transaction was marked as Not claimed to be repaid, select this as the Expense category for the refunded transaction.

You can start typing the expense and a list of possible expense categories is displayed. Alternatively, select the drop-down arrow to see the full list and then select the relevant category.

The Description field will be locked as this is the supplier’s information provided by Barclaycard.

The Amount field will already be populated.

This should a minus figure for the refund.

Select the Chevron icon at the end of the expense line.

The chevrons open additional fields that are required for that particular expense.

Use the drop-down arrows to select the relevant budgets, addresses, stations, airports etc.

Select the same options for the refund and the original transaction.

If the original transaction was reconciled on a separate form, select Add information towards the bottom of the screen.

In the box, quote the claim number of the original transaction.

Attach the original receipt to the refunded transaction. If the original transaction is on the same form, attach the receipt to both lines.

Alternatively, if you are only reconciling the refunded transaction and do not have the receipt, submit the claim. The system will return the claim to your Task manager for not having a receipt attached. You should then select Submit anyway on the Task.

For more information on dealing with these type of task, see guidance on Soft stop errors.

Open IPSA Online.

Select Submit in the bottom left corner of the screen.

A pop-up window will appear, informing you the claim has been sent for approval and displaying the claim form reference number. Select OK.

The claim form will remain open. You will need to close this by selecting the X at the top of the expenses tab.