New starter

Overview

Learn the rules for new starters and how to adjust staff budgets if someone starts mid-year.

You can also complete IPSA Online tasks including new starter checklists, MP staff job descriptions and pay bands, volunteer arrangement forms and how to change employment contracts.

Before you start, read about adding a new member of staff.

Scheme rules

The information below outlines the pay ranges for 2025-26 for an MP's staff within the London area.

Job roleAnnual minimumAnnual maximum
Administrative 1 (administrative officer)£24,468£36,864
Administrative 2 (senior administrative officer)£27,564£44,091
Administrative 3 (office manager)£35,447£57,728
Executive 1 (caseworker)£25,200£41,782
Executive 2 (senior caseworker)£34,766£50,237
Research 2 (parliamentary assistant)£26,775£42,991
Research 3 (senior parliamentary assistant)£38,404£61,597
Employed interns£23,810£27,008
MP representative (MP parental leave and absence cover)£70,912

The MPs’ staff pay ranges are designed to ensure MPs have the option of paying all staff the voluntary Living Wage, also known as the Real Living Wage (as determined by the Living Wage Foundation).

Where the voluntary Living Wage is adjusted such that it exceeds the maximum of any published pay range, IPSA will treat the voluntary Living Wage as the new maximum for the remainder of the financial year.

The information below outlines the pay ranges for 2025-26 for an MP's staff outside the London area.

Job roleAnnual minimumAnnual maximum
Administrative 1 (administrative officer)£23,810£31,327
Administrative 2 (senior administrative Officer)£25,795£39,095
Administrative 3 (office manager)£31,967£54,377
Executive 1 (caseworker)£23,810£37,846
Executive 2 (senior caseworker)£29,727£47,772
Research 2 (parliamentary assistant)£25,922£39,474
Research 3 (senior parliamentary assistant)£34,452£54,282
Employed interns£23,810£27,008
MP representative (MP parental leave and absence cover)£70,912

The MPs’ staff pay ranges are designed to ensure that MPs have the option of paying all staff the voluntary Living Wage, also known as the Real Living Wage (as determined by the Living Wage Foundation).

Where the voluntary Living Wage is adjusted such that it exceeds the maximum of any published pay range, IPSA will treat the voluntary Living Wage as the new maximum for the remainder of the financial year.

Volunteers are not required to carry out specific duties for the MP, and they are assisting the MP with his or her duties on a voluntary basis.

Should the nature of the volunteer’s work change so that they would be classified as an employed intern, the MP must contact IPSA and provide the individual with a contract of employment, subject to National Minimum Wage legislation. [7.27]

MPs must notify IPSA whenever an arrangement with a volunteer comes to an end. [7.28]

Using IPSA Online

Our new starter tool allows you to create a job description, contract and key terms for your new starter to enable us to pay them.

You must create a new starter form for every new starter. Both the MP and the new starter must digitally sign the form.

New starter forms received on or by the 15th of the month will be processed for salary payment by the end of that month. Forms received after the 15th will be processed for salary payment by the end of the following month. If the 15th falls on a weekend, forms must be received by the Friday before.

For new staff on casual contracts, we must receive the new starter documentation by the 7th of the month.

  1. Note!

    1. Check if you have enough money in your budget by visiting our summary of 2025-26 budgets.

    2. Decide if you want to recruit someone on a permanent, fixed-term or casual basis.

    3. Advertise the vacancy and conduct appropriate assessments to ensure you have the best candidate for the role. (The Members’ HR Advice Service in the House of Commons can provide advice at this stage – their number is 020 7219 2080).

    4. Complete the security vetting forms and return them to the Pass Office. Anyone working for you should be security cleared in advance. This is for your protection and the protection of others. Until an MP (as sponsor) has been informed that security clearance has been granted for their staff member, no firm offer of employment should be made, nor must they allow that person to work on the estate or access the parliamentary network.

    5. As the employer, ensure the candidate has the right to work in the UK using the employer's right-to-work checklist.

    You can now use the MPs’ staff new starter tool to complete the new starter form as follows.

  2. Step1

    Enter the Constituency.

    The MP’s name and email address will be populated automatically.

    Click Employee details.

    If you are an Office Manager or Proxy completing this form on behalf of the MP, type your email address over the MP’s email address to ensure you receive the job description, contract and key terms documents to review and send to the new starter.

    Once all stages of this process are complete, the completed documents will be sent automatically to the MP for their signature.

    As the employer, the MP is legally required to sign the form.

  3. Step2

    Enter the employee’s details.

    Click Next.

    You must ensure the email address submitted for the new starter is correct as their employment contract will be delivered to them to sign.

  4. Step3

    Complete the cover sheet, ensuring the job description and contract information match.

    Click Job details.

  5. Step4

    Enter the job details. If you have already have a Job Description signed by the MP and the new starter, you can upload it here. Alternatively you can create a job description by clicking 'I would like to create the job description now'. This will form part of the New Starter documents and will be digitally signed by both parties during the New Starter process.

    Click Employment details.

  6. Step5

    Enter the employment details.

    Select Create contract.

  7. Step6

    You will receive an email containing the job description, employment contract, key terms document.

    Review these documents and click the Send to employee link in the email.

    Add any additional comments and click Complete.

    If the job description, contract and key terms documents are incorrect, you can amend the details using the link in the email.

    If you are an Office Manager or Proxy and completing this form on behalf of the MP and you added your email address in Step 1, the email will be sent to you.

  8. Step7

    The new starter will receive an email prompting them to review and complete their details.

    They will be asked to upload their HMRC Starter checklist or P45.

    They must sign the declaration digitally and then submit the form.

  9. Step8

    You will receive an email asking you to approve and sign the form digitally.

    Click Approve and then sign in the box.

    Click Complete.

    The new starter will receive an email asking them to approve and sign the form digitally.

    Once you and the new starter have completed the form, an email will be sent automatically to the IPSA Payroll team with the job description, contract, key terms document and HMRC form or P45 for processing and entry into IPSA Online.

    If you are an Office Manager or Proxy completing this form for the MP, you must not sign on their behalf.

    As the employer, the MP is legally required to sign the document.

The 'contractual changes' form contains four sections where you can update:

  • change of hours

  • new job title

  • salary amendment

You only need to complete the section on the form that you wish to change.

To extend a fixed-term contract or make someone permanent, see guidance.

  1. Note!

    To make changes as above, open IPSA Online.

  2. Step1

    Select the Main menu tab.

  3. Step2

    Select the Contractual Changes Form.

  4. Step3

    The Form ID field will state [NEW] and will be automatically generated when the form is saved.

  5. Step4

    In the Form description field enter a description of what the form is, detailing who the change is for and what the type of change is.

  6. Step5

    In the Employee Details section, select the relevant staff member from the drop-down list in the Employee name field.

  7. Step6

    Select the Position from the drop-down menu.

  8. Step7

    The current job title should automatically populate.

    If you are changing the job title, please enter the new title in the free text field, in line with the job descriptions available.

    Please also enter or select the effective date in the Date effective box.

    If a new job title has been added, you will need to attach a Variation Letter and create a new job description.

    You can attach these via the Paperclip icon in the top right-hand corner of the page.

    Please note – you will need to save your form as a draft before being able to attach any documents.

    When adding an attachment to this form, make sure to select "Terms and Conditions" in the top-left corner of the screen and then select Add a document.

    Select Upload and find the file you wish to attach.

    The document title will automatically populate with the name of your file, but you can override this if you wish.

    Select Save.

    If you want to attach more than one file, repeat the steps listed above.

    If these documents are not provided the form will be returned to you.

    If you are unable to attach any documents please, email them to payroll@theipsa.org.uk.

    Note: if you change someone's job title this does not automatically update the field on this form showing the Max FTE for the role as this is driven by their current job title, not the new one.

  9. Step8

    The current hours per week will populate automatically.

    If the hours need to be changed, please enter the new weekly hours in the Revised hours box.

    Please also enter or select the effective date in the Date effective box.

    Please also complete the New hours per day field(s). This is a mandatory requirement for any change in hours.

    If this is not included, the form will be returned to you.

  10. Step9

    This section should only be used if you are instructing us to make an annual pay increase from 1 April.

    Please enter the New actual salary that the staff member should be paid (excluding on-costs).

    This form does not need to be completed for the automatic increase.

    Please use the links on the form if needed to look at the automatic increase guidance and the relevant pay bands.

    The Max FTE (full-time equivalent) for the role will automatically appear based on the job title we have on record.

    The form will provide a note if a salary is entered that is over the relevant pay scale.

    Please be mindful that the actual salary could be their part-time salary but the maximum salary for the role shown will be the full-time salary.

    To calculate the part-time equivalent:

    Divide the maximum FTE Salary for the role by the FTE hours, then multiply it by the weekly part-time hours.

  11. Step10

    If you want to amend a staff member's salary, be aware that their current salary in the Current salary P/A field is populated automatically and you will not be able to change this field.

    This actual salary will show you the salary as of today when the form is completed.

  12. Step11

    Type the new salary in the Revised salary P/A field.

    Alternatively, fill in the Salary increase (%) to increase the salary by a percentage.

    If the staff member is on an IPSA contract, please ensure the revised salary falls within our salary bands for the London area and the non-London-area.

  13. Step12

    Select the Calendar icon and select the date the changes take effect.

  14. Step13

    Select Submit form.

You can track eight payroll forms on the Form Tracker in IPSA Online.

The Form Tracker will tell you the status of your form and who it is with to be actioned.

The process is the same for each form but you must select the relevant Form Tracker on IPSA Online.

You can track:

  • MP Staff Leaver form

  • MP Staff Maternity Leave Request form

  • MP Staff Adoption Notification form

  • MP Staff Paternity Leave Request form

  • MP Staff Shared Parental Leave form

  • Season Ticket Request form

  • Bike Loan form

  • MP Staff Overtime form

  1. Note!

    Open IPSA Online.

    Once you have submitted a form, you can track its status.

  2. Step1

    In the main menu, select Reports from the left-hand menu.

  3. Step2

    Select the My Form Tracker menu dropdown.

  4. Step3

    Select the Tracker that relates to the form you have submitted and want to track.

  5. Step4

    You will now see your submitted form(s) and their status under the Form Status column.

    If there is an Action Needed flag, it will be marked with a red block.

    "For action with [name]" means the form is with the named individual to action.

    If the form is In Progress, it will be marked with an orange block.

    "For action with IPSA" means the form has been approved by the MP/Proxy and is with IPSA to action.

    If the form is Complete and no further action is required, it will be marked with a green block.

    The form has been approved by the MP/Proxy and has been processed by IPSA. It will be included in the next pay run at the end of the month.

You can view any form you have submitted to Payroll and its status by using IPSA Online.

  1. Note!

    Open IPSA Online.

  2. Step1

    On the Main menu navigate to the Forms section on the left-hand side of the screen.

    Select the type of form you would like to check from the list displayed.

  3. Step2

    Under the heading: Form ID – Please leave set as [NEW] and the system will generate a new ID.

  4. Step3

    Select the drop-down menu on the right, and choose Value lookup.

  5. Step4

    A pop-up will appear. Select Search.

  6. Step5

    Scroll down and select the form number from the list under Attribute value.

    From here you can view the progress of the form you have submitted.

Guidance

As the independent regulator of MPs’ pay, pensions, and staffing and business costs IPSA:

MPs are required to stay within budgets for different costs that we set.

We help MPs and their staff comply with the rules by providing advice and guidance.

We monitor how well the rules are being followed, analyse spending patterns and follow up on possible breaches.

Our approach means we achieve a high level of compliance with the rules, without adding unnecessary burdens.

We are committed to openness and transparency. We publish data on MPs’ staffing and business costs every two months so that everyone can access this information.

Read the latest version of the Scheme of MPs’ Staffing and Business Costs.

IPSA provides model contracts and job descriptions which MPs need to use for all new staff they employ.

To help with this process IPSA has created a tool that will allow MPs to generate and print employment contracts for their staff.

For step-by-step information on how to use the tool, visit Adding a new member of staff.

Open resource

All MPs' staff employed after 7 May 2010 must have a relevant job description, a contract, and a salary within the appropriate pay range, as set by IPSA.

IPSA has created a tool that allows MPs to generate job descriptions for new staff.

This is based on three types of roles (job families):

  • Administrative

  • Executive

  • Research

MPs can choose roles for their staff at different levels, and several job titles can be used for each role depending on their needs.

There is a list in the job description generator from which you can choose the activities that apply to the role.

Before starting, users should review all the roles and duties available.

If the employee will be undertaking a mixture of two roles, please produce a job description for each.

Open resource

The yearly salary calculator allows offices to forecast the staffing budget expenditure for 12 months.

It is commonly used when the staff modelling report is unavailable at the beginning of the financial year.

New MPs’ salary calculator

New MPs can use this version of the calculator to work out their staff costs for the remainder of the 2024-25 financial year.

Yearly salary calculator

Throughout the year, it can be used alongside the staff modelling report to check whether there are any variations to the original forecast.

MPs can use the MP team report to check their current staff’s salaries and enter them into the calculator to conduct an annual overview of the total costs charged to the staffing budget.

Open the yearly salary calculator.

IPSA determines the salary bands for specific roles. Staff must be paid a salary within the appropriate band for the role.

This is paid out of the staffing budget. IPSA reviews pay bands periodically.

Ideally, MPs will advertise all job opportunities for their offices, but it is ultimately up to each MP what kind of process they go through to hire new staff, taking good recruitment practice into account.

They can choose to advertise a salary range that covers all or some of the range for the role, or a specific salary.

Once an appointment has been made, MPs must determine the individual's salary.

The MP should consider:

  • the experience and skills required for the role

  • the experience of the individual appointed, and

  • the skills/salary balance of the overall office

It would not be expected to give a new employee a salary in the upper half of a pay scale who has very limited relevant skills for the advertised role.

ACAS has produced useful guidance on good recruitment practice.

This information should be read in conjunction with the information on family leave & holidays, which also includes guidance on parental leave.

Download full details of MPs' staff job descriptions and pay bands for 2025-26.

Casual staff members can be engaged on an ad-hoc basis or for a very short period.

A casual contract is intended for use where the MP wants to engage a worker on a genuinely ad hoc, as required, basis and there is no guarantee of work.

The worker will generally not be obligated to accept the work offered.

Someone who works under a casual contract is usually classed as a worker.

“Workers” have certain employment rights which can be different to those who are classed as “employees”.

The casual contract is not intended to establish an employment relationship. If the work pattern becomes regular – either on a full- or part-time basis – the casual staff member should move to a different type of contract. This is because offering regular work which is accepted could risk a challenge to the status of a worker.

For information about the available contracts, visit Contract types for regular work patterns.

Casual staff members who move to a different type of contract must complete a New Contract Form and send it by email to payroll@theipsa.org.uk.

Contracts can be generated using the MPs’ Staff new starter tool.

Casual staff members can take any job titles and roles pre-approved by IPSA – apart from the role of Intern which has a dedicated contract and job description.

For more information, visit MPs’ Staff Job Descriptions and Pay Bands for 2024-25.

There may be occasions when you need to change the type of contract a staff member is employed on.

There are several options you can consider.

Transferring staff from fixed-term to permanent contracts

A member of staff may initially start work on a fixed-term contract.

If the staff member agrees to accept a permanent role it is not necessary to issue a new contract.

You must complete the 'fixed-term extension/make permanent' form on IPSA Online and attach the 'fixed-term to permanent' letter to the form - see guidance.

Transferring staff from casual employment to a fixed-term or permanent contract

The relationship between an MP and a casual worker has a different status from that between the MP and other staff members.

If a casual worker is offered a role within an MP's office, they must be provided with a new employment contract (fixed-term or permanent).

If their job title changes, you must provide IPSA with a new job description.

Transferring staff from a fixed-term or permanent contract to casual employment

This is less likely but depends on personal circumstances that may suit both the individual and the MP.

Once agreed, a new casual contract must be completed, as terms and conditions will vary.

The MP may also wish to discuss this with Members' HR to ensure the best approach is taken.

Changing the job title of promoted staff

When the job title of a member of staff changes – either because they have applied to a vacancy within the office, or because they have been promoted to the next level of their pay bands – the office must complete a contractual variation letter and generate an updated job description.

Both forms must be signed by both parties and attached to the online contractual changes form.

Extending a fixed-term contract

A fixed-term contract may need to be extended.

If the staff member agrees to the extension it is not necessary to issue a new contract.

A fixed-term contract extension form should be completed outlining the changes.

Moving staff members to a home-based contract

Staff members can be moved to a home-based contract if needed, but it is important to bear in mind that home-based contracts are likely to be appropriate only for a minority of staff members who carry out all of their normal duties from home and are rarely expected to attend the office. Very often, this is more likely to be the case where there is a significant distance to the nearest office.

It is important that the most appropriate contract is selected to ensure compliance with tax rules and to avoid any unexpected tax liabilities. For example, a home-based worker may be eligible to claim travel payments but where these are regular they are likely to be a taxable benefit.

Occasional, part-time, or full-time homeworking can all be facilitated by the flexibility of hybrid contracts.

MPs who are considering home-based employment must seek advice from the House of Commons Members HR team to ensure they are following best practice.

Members’ HR has produced detailed guidance on homeworking and other flexible working arrangements.

For staff members to be moved onto a home-based contract, the MP should complete a contract variation letter to amend the existing employment contract. Please send a copy of the variation letter to payroll@theipsa.org.uk.

For new starters, the MP must select the 'home-based' option when using the MPs’ Staff new starter tool. The new contract can be submitted to IPSA with new starter paperwork as normal.

Any new home-based contracts/variation letters received by the normal payroll cut-off date (the 15th of each month) will be taken into account when setting up payment of the allowance with that month’s payroll.

If contracts/variation letters are received after the payroll cut-off date, the allowance will begin from the following month and, if relevant, backdated to the effective date of the change.

Staff working for more than one MP

When a staff member works for more than one MP they have separate employment arrangements for each role and will have an individual contract with each MP they work for.

The staff member must make each MP aware in case there are conflicts of interest, and to ensure they receive their statutory entitlements relating to work and rest periods.

To demonstrate compliance with Working Time Regulations, each employer needs to keep a record of working hours.

Staff with more than one role with the same MP

When a staff member formally has more than one role with the same MP, the MP must prepare different part-time employment contracts for each role.

All staff benefits are the same.

An employee may be occasionally asked to undertake activities that usually fall into another job role. This is acceptable if this is occasional or forms only a small part of the activities undertaken.

If this becomes a regular occurrence or a significant part of the role (more than 20%), separate contracts should be prepared and sent to IPSA.

To demonstrate compliance with Working Time Regulations a record of working hours must be maintained.

Staff employed with a different employer

A staff member could have a part-time role within an MP’s office and another part-time role elsewhere.

This is permitted, but the staff member must make each MP aware in case there are conflicts of interest, and to ensure they receive their statutory entitlements relating to work and rest periods.

To demonstrate compliance with Working Time Regulations a record of working hours must be maintained.

Security clearance

The MP must ensure each staff member has, and maintains, the appropriate level of security clearance in line with the House of Commons Commission policy on security.

MPs must declare that they understand the security vetting requirements for each member of IPSA-funded staff.

To start the vetting process, contact the Security Vetting Team at the House.

  • Security Vetting Team, Parliamentary Security Department, Houses of Parliament, Westminster, London SW1A 0AA

  • Email: securityvetting@parliament.uk

  • Telephone: +44 (0)20 7219 5920

Right to work in the UK

As the MP is the employer, it is up to them to confirm the staff member's identity and confirm and record their right to work in the UK.

MPs must declare they have conducted the Right to Work checks on new staff members.

Paying staff salaries into UK bank accounts

IPSA will only pay MPs’ staff salaries into a UK bank account.

If a staff member does not have one, they should open one as quickly as possible to minimise payment delays.

IPSA will make all necessary deductions on behalf of the MP including national insurance and tax.

National Insurance (NI) number

As well as a UK bank account, staff must have a valid UK NI number.

If, at the time of appointment, the staff member doesn’t have a UK NI number they must apply for one as soon as possible.

Find out how to apply for a UK NI number.

The staff member must tell the MP they have applied for one and let them have the NI number as soon as it arrives. This will be passed on to IPSA.

Use the checklist if you start a new job or have been sent to work in the UK, so your new employer can complete their PAYE payroll.

You can use the checklist, if:

  • you have a student or postgraduate loan

  • your personal details are different to those shown on your P45

  • you do not have a P45

  • you have been sent to work temporarily in the UK by your overseas employer

You can access and complete the checklist online.

You can also download a print version, and submit it to your employer.

MPs can engage volunteers to assist with some basic office activities.

Volunteers are not paid a wage or salary.

If a volunteer receives any reward or payment other than their costs, this may be seen as a salary and they could be classed as an employee or worker.

It is permissible to reimburse receipted costs for travel and/or reasonable subsistence.

The MP must put an agreement in place with the volunteer that complies with the IPSA model volunteer arrangement to claim any travel or subsistence costs for the volunteer.

An agreement is NOT a contract of employment and should not be treated as such.

Similar to other staff members in the MP's office, a volunteer in receipt of any IPSA funds will need to secure and maintain satisfactory security clearance(s) before joining, subject to the House of Commons Commission policy on security.

Learn more about the right to work in the UK and security clearance.

Download the model volunteer arrangement form.

Job families are groupings of jobs related by common vocations/professions. Accordingly, they have many similarities.

Each job in a family is similar in that they:

  • require similar knowledge, skills and abilities (competencies)

  • have a continuum of knowledge, skills and abilities that represent a career path from the lowest to the highest level job

  • possess associated and related key behaviours

The job families are:

  • administrative

  • executive

  • research

  • employed Intern

  • administrative/research

The House of Commons Members’ HR Service has produced a Best Practice Recruitment and Selection Guide to provide practical advice on efficient and effective recruitment practices.

The guide aims to support Members (and their Office Managers) with the tools to attract and recruit people with diverse backgrounds, skills and abilities.

It looks at the different stages of a recruitment process, which would normally include:

  • identifying the role you need and how it will support the function of your office

  • how to write a job description in line with IPSA requirements

  • guidance on writing a person specification

  • putting an advert together and exploring various options to advertise your vacancy

  • best practice for selection methods

  • making a job offer, and the that need to be carried out, including security vetting and employment references

Read the Members of Parliament Best Practice Guide – Recruitment and Selection.

The New Starter Form should be completed by MPs when a new member of staff joins your office.

Download the New Starter Form.

The New Starter Checklist is a useful tool to help ensure the correct documentation is sent to us and to allow us to process a new starter.

It also provides relevant information that can be shared with your new starter.

You can download and complete the checklist offline.

Contact IPSA

To get additional support, contact us.