Each month all payment card transactions are uploaded into the system.
MPs and their proxies must reconcile spending on all payment cards in the cardholder's name and submit them for approval.
Validation must approve your reconciliation by the eighth of the following month to avoid the risk of your card being suspended.
You can reconcile lines individually. You do not have to reconcile all lines simultaneously.
Note!
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.
Step1
On the menu, select Your employment.
Step2
Select Expenses.
Step3
Select Payment Card (MP).
Step4
If you are a proxy completing this on behalf of your MP's card, you should use the drop-down arrow on the On behalf of Resource box to select the MP the business cost claim is for.
If you are a proxy completing this for your own payment card, you should use the drop-down menu and select your name. Your available lines will appear for reconciliation.
This box only appears if you are the proxy or the MP.
If you are not a proxy you will not see the payment card transaction lines.
Step5
In the Reference box, type a short description applicable to all lines on the claim form.
The description should be something you can use to easily identify the claim at a later date (for example, when looking to access a draft claim).
As such, try to avoid references that could be applied to more than one claim (for example, "Payment card reconciliation") and instead make each reference unique (for example, "Payment card reconciliation – October 2022").
Step6
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 or the expenses proxy's name has been selected in the On behalf of Resource box.
The MP's name will show the MP's payment card transactions, and the expenses proxy's name will show the proxy's payment card transactions.
Step7
Tick the transactions you wish to reconcile.
Step8
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.
Step9
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.
Step10
The Description field will be locked as this is the supplier’s information provided by Barclaycard.
Step11
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 portion of a line as "Not claimed, to be repaid").
Step12
Select the Chevron icon at the end of the expense line.
The chevrons open additional fields that are required for that particular cost.
Step13
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.
Step14
Repeat the steps above until all lines have been reconciled.
It is best to keep claims to a maximum of 20 lines of costs.
Step15
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.