Rules & eligibility

Note, this list is not exhaustive :

1. Attendance at political party conferences or meetings.

2. Work conducted for or at the behest of a political party.

3. Activities relating to reviews of parliamentary constituency boundaries.

4. Activities that could be construed as campaign expenditure within the scope of the Political Parties, Elections and Referendums Act 2000, or election expenses within the scope of the Representation of the People Act 1983.

5. Any other activities whose purpose is to give MPs a campaigning advantage in general elections and referendums.

6. Work relating to delegations to an international assembly.

7. Work relating to the performance of ministerial functions.

8. Penalties or additional charges, such as those for late payments. [3.26]

9. Costs that are insurable or can be funded from other sources. [3.27]

10. Newsletters, alcoholic beverages, cleaning or gardening costs (in respect of accommodation)

If you’re not sure whether an activity constitutes campaign expenditure or election expenses, please contact the Electoral Commission.

For more information about advertising and newsletters, visit What types of advertising can you claim?

Managing spending

MPs are responsible for planning, forecasting and managing their own budgets using the tools available on IPSA Online.

MPs may incur business costs above the stated limits in the Scheme if they wish to do so. However, any business costs above these limits will not be met by IPSA. [3.9]

Unless specified elsewhere, all budgets and financial limits set out in this Scheme are for a year commencing on 1 April and ending on 31 March of the following year. All references to a "year" are to be read in this context.

IPSA may reduce budgets proportionately when they are made available to MPs after the start of the year or are closed before the end of the year. [3.10]

IPSA sets the maximum budget limits and, from time to time, we may amend the budget conditions and limits set out in the Scheme. [3.11]

Read the Summary of 2022-23 budgets.

Business costs may not be transferred between budgets, nor may they be charged in advance of the beginning of a year, except with IPSA’s agreement.

Amounts not utilised in any particular year's budget may not be carried forward into subsequent years, except, in certain cases, in relation to the start-up supplement. [3.12]

Expenditure above the budget limit in any particular year may not be offset from budgets in the subsequent year, other than at IPSA’s discretion in exceptional circumstances.

In such cases, the budget for the subsequent year will be reduced accordingly. [3.13]

For more information visit Office costs you can claim.

“Air miles” and similar loyalty benefits or discounts earned on claimable purchases are not for personal use but must be applied to further claimable expenditure. [3.25]

When claiming for costs, an MP’s constituency can include any location within 20 miles of the constituency boundary. [3.14]

Within the Scheme, MPs representing a London constituency are called "London area MPs". And those representing constituencies outside London, are termed "non-London area MPs". [3.15/3.16]

For more information, visit London area constituencies.

When an MP has “caring responsibilities”, they can claim some additional accommodation and travel costs. Those cared for are referred to as “dependants”.

“Caring responsibilities” means:

• parental responsibility for a dependent child up to age 18 or

• being the primary carer for a family member receiving one or more of:

1. Attendance Allowance

2. Disability Living Allowance at the middle or highest rate for personal care

3. Personal Independence Payment at the standard or enhanced rate for daily living

4. Constant Attendance Allowance at or above the maximum rate with an Industrial Injuries Disablement Benefit, or basic (full day) rate with a War Disablement Pension [3.17]

If a dependant meets one of these criteria at the beginning of a financial year, the MP will be able to continue claiming for any relevant specified accommodation or travel costs for the remainder of the year. [3.18]

Limits to claims on caring responsibilities

Any MP who is the sole carer for a dependent child between the ages of 18 to 21 years in full-time education, and who had been claiming for the costs of accommodation or travel for them prior to 1 April 2017, may continue to do so until that dependant turns 21. [3.19]

To maintain integrity, care must be taken when dealing financially with “connected parties” – our term for immediate members of MPs’ families, and business partners with whom they share significant interests.

The full definition of a connected party is:

• a spouse, civil partner or cohabiting partner of the MP

• parent, child, grandparent, grandchild, sibling, uncle, aunt, nephew or niece of the MP or of a spouse, civil partner or cohabiting partner of the MP

• a body corporate, firm or trust with which the MP is connected, as defined in section 252 of the Companies Act 2006 [3.20]

To make a declaration, complete the Connected Party Declaration Form.

Understanding connected party restrictions

IPSA will not pay any claims relating to the purchase of goods or services, where the MP or a connected party is the provider of the goods or services in question. [3.21]

IPSA will not pay any claims relating to an MP's rental of a property, where the MP or a connected party is the owner of the property. [3.22]

IPSA will not pay the salaries and other costs of any new employees who are connected parties and are employed on or after 9 June 2017. [3.23]

Employees who later become connected parties

If employees are not connected parties when initially employed by MPs but become connected parties at a later date, IPSA will only pay their salaries and other costs for a period of up to 24 months after the point at which they become connected parties.

If employees become connected parties during the course of their employment, it is the responsibility of the MP to notify IPSA. [3.24].

To make a declaration, complete the Connected Party Declaration Form.

Disability assistance may be claimed by any MP for additional parliamentary costs incurred in fulfilling their obligations under the Equality Act 2010, by providing reasonable adjustments for people with disabilities including staff members, volunteers, job applicants or constituents visiting the MP’s office or a surgery.

Disability assistance is also available to fund reasonable adjustments for MPs who have a disability. [10.1]

Disability assistance available

Disability assistance may be claimed to meet the costs of any reasonable adjustments including, but not limited to:

• staff and associated costs

• IT and other specialist equipment

• office furniture

• necessary adjustments to office premises or accommodation

• necessary costs of securing larger office premises or accommodation, and

• necessary additional travel costs (including for carers or support staff where necessary) [10.2]

A claim for disability assistance must be accompanied by a clear statement of the nature of the disability in question and the assistance required.

In some cases, IPSA may commission an independent assessment to ensure the impact of the person’s disability and the adjustments needed are fully explored and understood.

Where an MP commissions a disability assessment for a staff member, the cost of the assessment may also be claimed under disability assistance. [10.3]

Disability assistance claim limits

Claims for disability assistance can only be made by MPs for funding to support the performance of their parliamentary functions outside the parliamentary estate.

There is no set limit on the amount of disability assistance an MP may receive – the level of allowable claims will be decided on a case-by-case basis. [10.4]

Disability assessments

IPSA may also use its discretion to provide disability assistance for MPs who have short-term medical conditions that mean they need additional but temporary support for their parliamentary role. [10.5]

For more information, visit Applying for contingency payment.

Winding-up costs may be claimed by former MPs from the budgets outlined in the Scheme to support them in completing their outstanding parliamentary functions, including the costs of closing down constituency offices.

Winding-up costs may be claimed following a general election by former MPs who have not stood for re-election or have lost their seat at the election, as well as by those who cease to be MPs during a parliament. [8.1]

Download the Winding-up Declaration Form.

Recommended security measures

IPSA will fund the cost of recommended security measures from the security assistance budget.

The recommended security measures are owned by the Members’ Security Support Service (MSSS) at the House of Commons, in conjunction with the National Police Chiefs’ Council, and have been developed by the National Counter Terrorism Security Office and Secured by Design.

IPSA will fund these measures as a matter of routine. [10.6]

Where such measures relate to a property, they may be installed at MPs’ constituency offices, IPSA-funded accommodation and MPs’ private residences, providing the property has been registered with IPSA.

For non-London Area MPs, security funding is normally available for one constituency and one London Area residence.

For London Area MPs, it is normally available only for one London Area residence. Recommended security measures may also be those unrelated to specific properties. [10.7]

Further security measures

Where the recommended measures have been installed by the House of Commons’ approved contractor, IPSA will pay the costs direct to the contractor.

Where MPs choose not to use the House of Commons’ approved contract, they must, before agreeing to proceed with the proposed measures, submit an application for the funding supported by at least one independent quote.

The quote will be checked to ensure the proposed work meets the recommended measures specification and presents value for money compared with the approved contractor. [10.8]

Further measures

IPSA will also fund further security measures recommended by the MSSS on a case-by-case basis and in accordance with agreed processes, for individual MPs who have additional security requirements.

Such measures may be applied to the properties listed above, or to other properties, depending on police advice.

Further security measures may also be those unrelated to specific properties. [10.9]

Further security measures may be funded for individuals other than the MP, such as family members or staff members, where they are recommended by the MSSS. [10.10]

Learn more about the Information Commissioner's Office fee.

In the event of a recall of Parliament during recess, IPSA will pay claims for any reasonable travel by MPs and their spouses, partners or dependants to Westminster or their London Area residence.

This includes international travel back to the UK and, if necessary, return travel to the foreign location, from which they were recalled.

MPs will be expected to claim for standard class or equivalent fares unless they have no alternative, or there is a more cost-effective option available. [10.18]

During the period between the dissolution of Parliament and the day after polling day, the following conditions will apply to claims. [10.19]

Accommodation costs may be claimed in accordance with the normal rules. [10.20]

Office costs may be claimed in accordance with the normal rules.

Office equipment and supplies purchased in support of MPs’ parliamentary functions may not be used for party political or campaigning activities, except where the MP has paid a fee.

Any MP who intends to use his or her IPSA-funded office for any activities which could be construed as campaign expenditure or election expenses may only claim the proportion of the rent, utilities and other costs which relates to parliamentary activity. [10.21]

While they may continue to exercise discretion in claiming for office costs, MPs should only purchase office furniture, IT hardware and other capital equipment where there is an exceptional need to do so. [10.22]

Office equipment and supplies purchased in support of MPs’ parliamentary functions may not be used for party political or campaigning activities, except where the MP has paid a fee.

Any MP who intends to use his or her IPSA-funded office for any activities which could be construed as campaign expenditure or election expenses may only claim the proportion of the rent, utilities and other costs which relates to parliamentary activity. [10.21]

An MP who wishes to use existing IT equipment, which has been purchased using IPSA funds, for campaigning activity may do so provided they pay a "hire" fee, as specified by IPSA, at the start of the dissolution period.

MPs who choose to do this must ensure that they comply with electoral law regarding expenses and donations. [10.23]

Staffing costs may not be claimed for any party political or campaigning activity.

Staff wishing to undertake party political activity must not do so during their working hours and must instead take paid or unpaid leave.

If a staff member plans to take unpaid leave, MPs must notify IPSA in advance, so that pay adjustments can be made. [10.24]

Staff who normally work for MPs at Westminster may claim for travel between Westminster and the MP’s constituency office.

They may also claim for journeys between their home and the constituency office.

If they need to stay overnight in the constituency, they may claim for hotels and other subsistence.

In all other respects, the normal travel and subsistence rules apply. [10.25]

In addition to any other payments or assistance, IPSA may, at its discretion and on an individual basis, provide any additional financial assistance to MPs it deems necessary to assist them in carrying out their parliamentary functions. [10.26]

This task has 25 steps.

For further information, visit Adding receipts to a claim.

This guide has 17 steps.

For more information visit Uploading receipts and Adding receipts to a claim.

IPSA checks claims for business costs and expenses as part of its regulatory function. Some of this is conducted before a claim is paid, and some of it afterwards.

We check that the claim you have made is a permitted cost within the Scheme of MPs’ Staffing and Business Costs. Several changes have been made to the Scheme in response to the coronavirus (COVID-19) pandemic in an Addendum to the Scheme.

We check that the evidence matches the claim and is acceptable, as set out in our Evidence requirements.

We will communicate with you about how this will happen within IPSA Online. It will appear as a task. We will explain what we need from you in order to process your claim further.

It may be that a claim line has been categorised incorrectly and needs to be changed to the correct business-cost types, or budget category.

We may ask you for more evidence if the evidence you have submitted doesn’t meet the requirements set out in our Evidence requirements.

If you have submitted a claim that is outside the Scheme, such as one made more than 90 days from the date the expense was incurred, we will not pay it. You will be notified of this in IPSA Online. You will be able to request a review at this stage if you do not agree with the decision.

Periodically, we conduct reviews of past claims. If we notice any errors that need correcting, we will contact you via IPSA Online, and sometimes with supporting emails or notifications in our Bulletin. This may take the form of a credit note, which will appear in your tasks.

You may find it helpful to read our guidance on Repaying IPSA.

IPSA funds certain types of written communication with constituents. These could include:

• letters about single issues affecting the constituency

• materials that signpost to other sources of advice

• surveys

• information about how to contact an MP

• information about an MP’s surgeries

Types of advertising not covered

Under the Scheme, the following types of advertising can't be claimed:

• anything party-political or containing campaigning statements

• communications about local elections

• newsletters, annual reports and multi-issue communications

• explicitly self-promotional content aimed at raising political profiles

• gathering data (for example via surveys) to support campaigning activity

• advertising featuring the views or endorsements of other politicians

Data collection

Where IPSA funds are used to collect data from MPs’ constituents – for example by sending surveys through the mail or via social media – the data collected should not be used for purposes that are prohibited under the Scheme.

MPs should not share data that has been collected through parliamentary surveys or other parliamentary work with a political party.

This includes, for example, using such data in supporting campaigning activities (as per the Scheme at 3.5 d).

Things to consider before making a claim

You should consider the following points when deciding whether to make a claim for advertising or constituency communications:

• whether the information in the advert or constituent communication supports your parliamentary work

• whether the information you are communicating is readily available elsewhere or is the role of another public body to promote

• whether the material could be construed as campaigning or self-promotional, or targets particular constituency groups for campaigning purposes

• whether you have included party political images or photographs

• whether the communication covers multiple issues and would be defined as a “newsletter” which is not claimable under the Scheme rules

• whether some or all of the costs can be funded from other sources, such as local government or other agencies

• whether, in light of the considerations outlined above, the publication represents value for money

Please note that IPSA generally does not consider communication about local elections to be a parliamentary activity.

How do we define “newsletters”?

Costs relating to newsletters are not claimable under the Scheme rules.

We define a newsletter as a publication that provides an update on multiple issues or events and/or focuses on an MP's own activities over time.

These can come in different formats, and some publications may serve multiple purposes, but cannot be funded with newsletter content included.

Publications that provide a general update on Westminster or constituency activities – such as a look back at the “year in review” or similar – are generally considered to be newsletters.

If you are unsure about a claim you should contact the MP Services team via the call booking service or by email to info@theipsa.org.uk.

During a campaign period, you may continue to use IPSA-funded resources (including parliamentary staff, your office, supplies and equipment funded by IPSA) in the normal way for your parliamentary functions. However, you are not allowed to use IPSA funds for political campaigning purposes.

Any use of IPSA funds for either party or candidate campaign purposes contravenes the IPSA rules and may also be regarded as a donation by the Electoral Commission. IPSA is not a permissible donor for candidates, and so using any IPSA-funded resources for your election campaign may be a criminal offence.

This means that if you use your office for campaigning activities, you may only claim from IPSA the proportion of the rent and utilities which relate to your parliamentary work. If IPSA pays the rent to your landlord directly, you will need to repay a relevant proportion of rental costs if you use your office for any campaigning activity. For example, if in a month you use your constituency office for campaigning 25% of the time, you must repay a quarter of the rent for that month. You can do this by sending us a bank transfer, along with a completed Repayment Form.

Office supplies and equipment already funded by IPSA for parliamentary work may not be used for party political or electoral activities. If you have not yet claimed for supplies or equipment, you should only claim the amount which relates to your parliamentary functions. You should not use your payment card or any of the direct payment options (ie, Banner, Commercial or XMA) to purchase any item which is to be used wholly or partly for campaigning purposes.

Staff

If any of your staff wish to undertake any campaigning activities (such as canvassing, writing party political speeches, stuffing envelopes, etc.) they must either:

• take unpaid leave

• take annual leave

• take time off in lieu, or

• do it outside of their normal working hours (for example, evenings and weekends)

If staff are taking unpaid leave, you must tell us in advance (and by the 15th of the month) by completing the Unpaid Leave Form. This will ensure that the proper adjustments can be made to their pay.

Please note you only need to contact us if your staff members choose to take unpaid leave: we don’t need to know about staff taking annual leave, time off in lieu or who are campaigning outside their normal working hours.

Given the high levels of external interest in campaign activities, we would strongly encourage you to keep your own records of these arrangements.

If you realise after the fact that your staff members did undertake campaigning activities while on paid IPSA time, you must either:

• arrange for the time to be deducted from their annual leave entitlement; or

• tell us by completing the Unpaid Leave Form so that we can make adjustments to their pay.

Where you are unable to tell us before the 15th of the month about a staff member’s plan to take unpaid leave, or you are telling us after the campaigning activity has taken place, we will deduct the appropriate amount from the individual’s pay for the following month.

This webinar outlines how to make and manage reimbursement claims using IPSA Online.

Watch the Managing reimbursement claims in IPSA Online webinar.