Proxy permissions

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]

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.

Guidance on how to check and update your proxy settings can be found in Using IPSA Online.

The following outlines the available proxy permissions.

Full expenses and payroll Proxy

• can approve expense claims apart from their own

• view the staffing budget report

• record sickness absence on behalf of other staff members

• Create and submit payroll forms on behalf of the MP and staff as follows;

• Bike Loan

• Employee Leaver

• Season Ticket Request

• Overtime

These forms will then go to the MP for approval.

If, however, 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 the following 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

A full expenses-only Proxy can:

• do all the expenses tasks for their MP

• approve everything apart from their own expenses

• view the MP Dashboard

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

Limited expenses-only Proxy

A limited expenses-only Proxy can:

• prepare expenses claims

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

A limited expenses with full payroll permissions Proxy can:

• prepare expense claims but cannot approve them

• view the staffing budget report

• record sickness absence on behalf of other staff members

• Create and submit payroll forms on behalf of the MP and staff as follows;

• Bike Loan

• Employee Leaver

• Season Ticket Request

• Overtime

These forms will then go to the MP for approval.

If, however, 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 the following 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 D on the MP Proxy Form.

Full payroll-only Proxy

A full payroll-only Proxy can:

• view the staffing budget report

• Create and submit payroll forms on behalf of the MP and staff as follows;

• Bike Loan

• Employee Leaver

• Season Ticket Request

• Overtime

These forms will then go to the MP for approval.

If, however, 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 the following 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.

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

Limited expenses and payroll Proxy

A limited expenses and payroll Proxy can:

• prepare expense claims but not approve them

• Create and submit payroll forms on behalf of the MP and staff as follows;

• Bike Loan

• Employee Leaver

• Season Ticket Request

• Overtime

These forms will then go to the MP for approval.

If, however, 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 or record sickness absences on behalf of other staff members.

Choose this proxy setting by selecting option A, followed by option C on the MP Proxy Form.

Full expenses, limited payroll Proxy

A full expenses, limited payroll proxy can:

• do all the expenses tasks for their MP

• approve everything apart from their own expenses

• view the MP Dashboard

• Create and submit payroll forms on behalf of the MP and staff as follows;

• Bike Loan

• Employee Leaver

• Season Ticket Request

• Overtime

These forms will then go to the MP for approval.

If, however, 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 or record sickness absences on behalf of other staff members.

Choose this proxy setting by selecting option B, followed by option C on the MP Proxy Form.

Limited payroll Proxy

A limited payroll proxy can:

Create and submit some payroll forms on behalf of the MP and staff as follows;

• Bike Loan

• Employee Leaver

• Season Ticket Request

• Overtime

These forms will then go to the MP for approval.

If, however, 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 record sick absence on behalf of other staff members.

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

For information on what you need to do if you leave an MP's office – including transferring account information, visit Ending contracts of employment.

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.