Overview

Appeal a claim, or correct an error with our IPSA Online guidance.

For help on correcting claims, before you start, visit Understanding "errors" when creating claims.

Scheme rules

You can ask for a review of a refused or part-refused claim if you believe :

  • the rules have been applied incorrectly

  • we made an administrative error

  • you have further evidence to support your claim

You have 14 days from being notified of the refusal to use IPSA Online to request such a review. [2.5]

For more information, visit Requesting a claim review and Action a credit note.

Using IPSA Online

An inline error is flagged as soon as you click out of a mandatory field without filling it in correctly.

The relevant field is highlighted red with an exclamation mark next to the field as well as at the top and bottom of the screen.

  1. Note!

  2. Step1

    If you are unsure of where the error is, select the Error bar at the bottom of the screen.

  3. Step2

    A list of errors is displayed. Select an error to move to the entry field.

  4. Step3

    To fix the error, complete the required field.

After submitting a claim form, IPSA Online will run a number of automatic checks on the claim.

This could result in the form being sent back to you for clarification or amendment a few minutes after sending it.

A soft stop will be shown by a small numbered icon appearing on your task icon in the top right-hand corner.

  1. Note!

  2. Step1

    Select the Task manager icon to view the task list.

    A drop-down task list appears, select on the relevant task. The task list summarises what the issue is.

    The task will now be displayed. From here you can decide to submit anyway or amend the claim to fix the soft stop error.

  3. Step2

    The Information bar at the top of the screen displays why the claim has been sent back to you as a task.

    To submit anyway, add a comment explaining why you want to submit.

    Select Submit anyway.

  4. Step3

    To amend an error, select Send for correction.

  5. Step4

    Select OK on the pop-up that appears and close the task.

  6. Step5

    Select the Task manager icon to view the task list.

  7. Step6

    A drop-down task list appears, select the relevant task. The task list summarises what the issue is.

    The claim is loaded and displayed on screen. This allows you to make changes and resubmit.

  8. Step7

    Amend the claim as needed.

  9. Step8

    Select Send for approval.

  10. Step9

    A pop-up window will appear informing you the claim has been sent for approval. Select OK.

  11. Step10

    The claim form will remain open. You will need to close this by selecting the X at the top of the expenses tab.

After submitting a claim form, the system runs a number of automatic validation checks on the claim.

This could result in the form being sent back to you for amendment a few minutes after sending it if the claim breaks any of the rules set out in the Scheme.

Check your task list in IPSA Online three to six minutes after submitting. This will notify you of any errors.

  1. Note!

  2. Step1

    A hard stop will be shown by a small numbered icon appearing on your Task manager in the top right-hand corner.

  3. Step2

    Select the Task manager icon to view the task list.

  4. Step3

    A drop-down task list appears, select the relevant task. The task list summarises why the claim has been returned to you.

    In this screengrab, the example used is Budget type – address type correction.

  5. Step4

    The claim is displayed. You can now edit and resubmit the claim.

The Direct Payment Correction Form allows you to raise any issues you have with any payments or claims you make to IPSA.

Changes cannot be made to claim dates.

  1. Note!

  2. Step1

    From the main menu select Forms.

  3. Step2

    Select the Direct Payment Correction Form from the list.

  4. Step3

    Type a description in the Form description field using the format: MP Name – Form Number – Date Submitted.

  5. Step4

    Enter the transaction number the query relates to. You can find the transaction number on the MPD Expenses Details report.

    If the transaction you wish to amend is with a direct supplier, you can find the transaction number on the MPD Direct Payments by MP report.

  6. Step5

    In the Sequence field type the line number of the claim the issue relates to.

  7. Step6

    In the Issue field explain the change you are requesting or what is wrong with the payment so that IPSA can investigate and deal with the problem.

  8. Step7

    Add any relevant evidence using the Paperclip icon.

  9. Step8

    Select Submit form.

Guidance

When creating claims there are three levels of “errors” you may come across:

Inline errors

These happen when you forget to fill out a mandatory field (those with a red asterisk) and an error message will appear as soon as you click out of a field or when you attempt to submit the claim.

Soft stop errors

These errors happen after you have submitted a claim. IPSA Online will check your form after it has been submitted and send an alert that something is not quite right (you may have forgotten to add a receipt) but you can still force though the claim (you may have already sent an invoice for the year). Examples of soft stops:

  • selected budget exceeded

  • lease for selected address has expired

  • hotel and subsistence limit exceeded

  • no receipt attached

  • expense older than 90 days

Hard stop errors

Like soft stops, these happen after you have submitted a claim. However, these errors have to be corrected before you can resubmit the claim (for example, a hotel stay is above the allowed limit per night). Examples of hard stops:

  • not valid – train fare limit exceeded

  • budget type – person-type correction

  • budget type – address-type correction

  • person – travel reason correction

Contact IPSA

To get additional support, book a call back.