Proxy permissions

Overview

Check the rules around delegating claims to a Proxy, and how to make claims.

You can also complete IPSA Online tasks to help you set up, check, or change Proxy permissions.

Scheme rules

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.

IPSA may allow MPs to delegate the submission and management of claims and/or certain payroll functions to one or two designated proxies (to deal with submission and management of claims, and/or to deal with payroll functions).

MPs retain responsibility for their claims and budgets. [1.2]

To request routine delegation to a proxy, you should submit the relevant form on IPSA Online.

For more information visit Completing an MP Proxy Form – checking your proxy settings or Completing an MP Proxy Form – updating proxy settings.

In exceptional circumstances (such as severe illness), where an MP is unable to fulfil their parliamentary functions, the submission and management of claims and payroll functions may be delegated to another MP.

Before this happens, IPSA must receive notification from the political party of the MP that it has consented to the delegation of that MP’s general functions to another MP for an agreed period of time. [1.2]

Using IPSA Online

The MP Proxy Form allows you to set up a new proxy or change an existing proxy’s permissions they have on IPSA Online.

A proxy is an individual nominated by an MP and authorised to discuss IPSA matters with IPSA staff. Setting up or changing proxy permissions lists the options for proxy permissions.

Only an MP can submit the MP Proxy Form.

  1. Note!

    To check your proxy settings, open IPSA Online.

  2. Step1

    Select the Main menu tab.

  3. Step2

    Select Your employment and MP cost centre.

  4. Step3

    Select Attributable values and press the space bar. Select the option that appears.

  5. Step4

    Select the MP approvals tab. You will be able to see which person in your office has payroll and expenses permissions.

The MP Proxy Form allows you to set up a new proxy or change an existing proxy’s permissions they have on the business costs system.

A proxy is an individual nominated by an MP and authorised to discuss IPSA matters with IPSA staff. Setting up or changing proxy permissions lists the options for proxy permissions.

Only an MP can submit the MP Proxy Form.

  1. Note!

    To update your proxy settings, open IPSA Online.

  2. Step1

    Select the Main menu tab.

  3. Step2

    Select the Forms tab on the left of the screen.

  4. Step3

    Select MP Proxy Form from the list.

  5. Step4

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

  6. Step5

    In the Form description field, type a description telling us what you would like to do (for example, nominate a new proxy, delete a proxy or change proxy permissions).

  7. Step6

    In the Proxy staff member field, use the drop-down arrow and select the staff member whose details you want to update.

  8. Step7

    Select the Effective date calendar and select the date you want the changes made by. If you are changing permissions from one staff member to another, you should ensure you have allowed enough time for your existing proxy to approve all outstanding activities in the system. Please allow IPSA two working days to make the requested changes. Around the payroll cut-off date, this may take longer.

  9. Step8

    Select the relevant box if the change is a Deletion , Addition, or Replacement

  10. Step9

    Select the Proxy options. You can have one person to do both expenses and payroll proxy functions for you, or you can nominate two different people or you can choose to do some or all of the work yourself.

    Options A and B allow you to choose between expense proxy options.

    Options C and D are the different payroll options.

  11. Step10

    Once you have chosen the proxy settings which suit your office, select Submit form.

Guidance

You can set up or change a proxy’s permissions on IPSA Online using the MP proxy form, available on the MP’s IPSA Online account.

See guidance on checking and updating your proxy settings.

Available proxy permissions are outlined below.

Full expenses and payroll proxy

  • Can approve expense claims apart from their own.

  • Can view the staffing budget report.

  • Can view the MP dashboard.

  • Can record sickness absence on behalf of other staff members.

  • Can create and submit these payroll forms on behalf of the MP and staff: bike loan, employee leaver, season ticket request, overtime, FTC (fixed-term contract) or make permanent.

These forms will then go to the MP for approval.

If the leaver form is submitted by the proxy, it will be sent directly to the IPSA payroll officer. It will not need the MP's approval.

However, if the staff member submits their own form(s) from the list above, a full payroll proxy can approve it.

A full payroll proxy also has access to create and submit these form types:

  • Contractual changes

  • Reward and recognition

These forms will then go to the MP for approval.

These changes impact the staffing budget and why they need to be approved by the MP, as the employer and budget holder.

Choose this proxy setting by selecting option B, then option D, on the MP proxy form.

Full expenses-only proxy

  • Can do all the expenses tasks for their MP.

  • Can approve everything apart from their own expenses.

  • Can view the MP dashboard.

Choose this proxy setting by selecting option B on the MP proxy form.

Limited expenses-only proxy

  • Can prepare expenses claims.

  • Can view the MP dashboard.

But the MP must approve them all.

Choose this proxy setting by selecting option A on the MP proxy form.

Limited expenses with full payroll permissions proxy

  • Can prepare expense claims but cannot approve them.

  • Can view the staffing budget report.

  • Can view the MP dashboard.

  • Can record sickness absence on behalf of other staff members.

  • Can create and submit these payroll forms on behalf of the MP and staff: bike loan, employee leaver, season ticket request, overtime, FTC (fixed-term contract) or make permanent.

These forms will then go to the MP for approval.

If the leaver form is submitted by the proxy, it will be sent directly to the IPSA payroll officer. It will not need the MP's approval.

However, if the staff member submits their own form(s) from the list above, a full payroll proxy can approve it.

A full payroll proxy also has access to create and submit these form types:

  • Contractual changes

  • Reward and recognition

These forms will then go to the MP for approval.

These changes impact the staffing budget and why they need to be approved by the MP, as the employer and budget holder.

Choose this proxy setting by selecting option A, then option D, on the MP proxy form.

Full payroll-only proxy

  • Can view the staffing budget report.

  • Can create and submit these payroll forms on behalf of the MP and staff: bike loan, employee leaver, season ticket request, overtime, FTC (fixed-term contract) or make permanent.

These forms will then go to the MP for approval.

If the leaver form is submitted by the proxy, it will be sent directly to the IPSA payroll officer. It will not need the MP's approval.

However, if the staff member submits their own form(s) from the list above, a full payroll proxy can approve it.

A full payroll proxy also has access to create and submit these form types:

  • Contractual changes

  • Reward and recognition

These forms will then go to the MP for approval.

These changes impact the staffing budget and why they need to be approved by the MP, as the employer and budget holder.

This proxy cannot enter an absence on behalf of any other staff and they cannot see the MP dashboard.

Choose this proxy setting by selecting option D on the MP proxy form.

Limited expenses and payroll proxy

  • Can prepare expense claims but not approve them.

  • Can view the MP dashboard.

  • Can record sickness absence on behalf of other staff members.

  • Can create and submit these payroll forms on behalf of the MP and staff: bike loan, employee leaver, season ticket request, overtime.

These forms will then go to the MP for approval.

If the leaver form is submitted by the proxy, it will be sent directly to the IPSA payroll officer. It will not need the MP's approval.

However, if the staff member submits their own form(s) from the list above, a limited payroll proxy can approve it.

They cannot view the staffing budget report.

Choose this proxy setting by selecting option A, then option C, on the MP proxy form.

Full expenses, limited payroll proxy

  • Can do all the expenses tasks for their MP.

  • Can approve everything apart from their own expenses.

  • Can view the MP dashboard.

  • Can record sickness absence on behalf of other staff members.

  • Can create and submit these payroll forms on behalf of the MP and staff: bike loan, employee leaver, season ticket request, overtime.

These forms will then go to the MP for approval.

If the leaver form is submitted by the proxy, it will be sent directly to the IPSA payroll officer. It will not need the MP's approval.

However, if the staff member submits their own form(s) from the list above, a full payroll proxy can then approve it.

They cannot view the staffing budget report.

Choose this proxy setting by selecting option B, then option C, on the MP proxy form.

Limited payroll proxy

  • Can create and submit these payroll forms on behalf of the MP and staff: bike loan, employee leaver, season ticket request, overtime.

These forms will then go to the MP for approval.

If the leaver form is submitted by the proxy, it will be sent directly to the IPSA payroll officer. It will not need the MP's approval.

However, if the staff member submits their own form(s) from the list above, a limited payroll proxy can then approve it.

They cannot view the staffing budget report or the MP dashboard, or record sick absence on behalf of other staff members.

Choose this proxy setting by selecting option C on the MP proxy form.

Find out what you need to do if you leave an MP's office - including transferring account information.

This IPSA Online webinar outlines how to set up a new proxy, and how to change your existing proxy's settings.

Watch the Setting up and managing your proxy on IPSA Online webinar.

Contact IPSA

To get additional support, contact us.