Read our five top tips for payment cards

  1. The deadline for reconciling your March payment card lines is 8 May, and all costs from March approved by then will be allocated to the 2025-26 financial year.

  2. All April lines will be allocated to the 2026-27 financial year unless reconciled by 8 May and added to the year-end form. You only need to include payment card lines which need moving backwards into 2025-26 or forwards into 2026-27.

  3. Use the claims and payment card tracker on IPSA Online to monitor the status of your transactions and ensure they are processed before the deadline.

  4. To prevent errors or duplicates, you can submit multiple payment card transactions in small batches, in a structured order. We strongly encourage you to reconcile any outstanding items as soon as possible to avoid missing the deadline

  5. Submit mileage claims as soon as the journey is completed. Mileage rates depend on the total miles claimed in a financial year, and mileage cannot be carried back to a previous year. Travel and mileage costs don’t need to be included on your year-end form.

Bonus tip: Check your IPSA Online task manager for any payment card lines which have been returned to you for correction. All payment card lines need to be reconciled and approved ahead of the deadline.