Top tips for year-end: payment cards

1. 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.

2. The deadline for reconciling your March payment card lines is 25 April. Any March payment card transactions that need to be moved into the 2025-26 financial year will need to be added to your year-end form. For example, if you have paid for a service in March that will be delivered in April or May, this transaction would need to be added to your year-end form. Otherwise, we assume all transactions reconciled in March belong to the 2024-25 financial year.

3. 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.

4. Submit multiple payment card transactions in smaller batches and in a structured order to prevent errors or duplicates. We strongly encourage you to reconcile any outstanding items as soon as possible to avoid missing the deadline. The next payment card deadline is 8 March.

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

Bonus tip: Don’t forget to read our year-end FAQ and jargon buster to make sense of key finance terms in the guidance and form and to help answer any further questions.