Claims & proof

To make a claim, you must:

• use IPSA Online

• have claims approved by an MP or the Proxy

• claim within 90 days of the expenditure

• provide evidence at the time of claiming – evidence must be submitted no later than seven days after you submit the claim [1.1]

IPSA may set out other methods of payment in guidance, including requirements which MPs must meet in order to use those methods. [1.4]

A claim will not be paid if the supporting evidence is redacted or insufficient, the business costs aren’t allowable, or the claim doesn’t meet the submission deadline. [1.5]

IPSA may make provision at the end of a financial year, or in exceptional circumstances, to vary the period specified. [1.6]

For more information about how to make claims in IPSA Online, visit Making reimbursement claims.

For certain expenditure, MPs may claim payment in advance on the production of an invoice or may request IPSA to make payments directly to a supplier.

MPs may also use the payment card provided by IPSA. [1.3]

This works for:

• Rail and air travel (using the trainline.com IPSA account, or the House of Commons travel provider). Note, there’s no need to complete a form, reconcile the business cost or send any receipts. We will collect all the information required from Trainline when you book.

• Office supplies (using IPSA accounts through these suppliers: Commercial, Banner and XMA). Note, there’s no need to complete a form, reconcile the business cost or send any receipts. We will collect all the information required from the suppliers when you book – and we will allocate the costs to the MP’s office costs budget (you are advised to keep track for budgeting purposes, as any overspend must be repaid).

• Rent of accommodation and constituency offices – for payments direct to landlords complete the Property Registration Form and send a signed copy to us, allowing 28 days for the first payment to be set up, which will then continue until the end of the rental agreement (for more information, visit Completing a Property Registration Form.

• Pooled staffing services – we can pay annual subscriptions direct to the relevant organisation, as long as we have an agreement in place.

Following receipt of a claim, IPSA will determine whether to allow or refuse it. [2.1]

If we accept it, we determine how much of the claim qualifies for payment – and arrange for that amount to be paid. [2.2]

IPSA supports MPs and their staff to comply with the rules of the Scheme by providing advice on the rules and whether a particular claim is likely to fall within the Scheme.

Such advice does not amount to a decision to allow or refuse a claim.

That decision can only be made when the claim is submitted, together with the supporting evidence.

No decision to allow or refuse a particular claim will bind IPSA in subsequent claims of the same nature. [2.3]

If we refuse the claim or decide to only allow part of the amount claimed, we will notify the MP together with reasons for refusal. [2.4]

Where IPSA determines either to refuse a claim or to allow only part of the amount claimed, MPs may, within 14 days of IPSA issuing that notification, request IPSA to review its determination.

You can ask for a review of a refused or part-refused claim if you believe :

• the rules have been applied incorrectly

• an administrative error has been made by IPSA, and/or

• you have further evidence to support your claim

You have 14 days from being notified of the refusal to use IPSA Online to request such a review. [2.5]

For more information, visit Requesting a claim review and Action a credit note.

Upon receiving a request for a review, we will review whether the original decision was properly made, referring to any further evidence submitted in support of the claim.

Then we will:

• confirm or change the amount allowed under the original decision

• notify the MP of our decision

• arrange payment of any additional amount now allowed [2.6]

IPSA may review its own determinations. [2.7]

No staff member of IPSA who was involved in making the original determination will be involved in any review of that determination. [2.8]

If you still disagree with our decision, you can ask for the outcome to be reviewed by the Compliance Officer for IPSA. [2.9]

IPSA will make any payments or adjustments necessary to give effect to the decisions of the Compliance Officer, provided that all relevant appeals on the matter have been withdrawn or determined and it is no longer possible for there to be a further relevant appeal. [2.10]

If MPs have been working after 10pm on parliamentary matters they may claim for a taxi to their London Area residence or for an overnight stay in a hotel.

MPs who claim for an overnight stay in a hotel may also claim for the cost of a taxi to the hotel. [9.30]

Claims for hotels are subject to the nightly cost limit for hotels in London.

If in exceptional circumstances, MPs are unable to find a hotel within the cost limit, they may claim for the total cost, provided they have evidence to show why it was not possible to find a hotel within the price limit. [9.31]

For more information on how to claim using IPSA Online, visit Getting reimbursed for accommodation.

IPSA ensures MPs are resourced appropriately to carry out their Parliamentary duties and assures the public that taxpayers’ money is well regulated.

All expenditure of public money must be accounted for and all individuals who spend public money are responsible for providing a suitable audit trail (known as "evidence") for every purchase.

Our evidence requirements are designed to support all individuals who purchase goods and services with funding from IPSA, either via reimbursement, on the Payment Card or via another of our services.

IPSA will not pay claims without the appropriate evidence. If a claim does not have enough or the right information, we will return the claim to you and ask for further information.

Our evidence requirements outline what we need for each type. They don't include claims from the security, disability or applied-for contingency budgets. For information about these, contact your account manager.

For guidance on what information should be included on an invoice please consult the government-produced guidance.

Scheme 2024-25

Visit the evidence requirements that apply for claims from 1 April 2024.

Most organisations or sole traders who process personal information need to pay a data protection fee to the Information Commissioner's Office (ICO).

On 1 April 2019, elected representatives became exempt from paying the fee, or registering with the ICO, in relation to their functions as an elected representative. This includes when using CCTV for the purpose of crime prevention at their home or office due to their role as an elected representative.

If an elected representative processes personal information for purposes other than those related to their role as an elected representative, they may be required to pay the ICO fee.

Visit the ICO website for further information.