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.
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.
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.
Open IPSA Online.
If you are unsure of where the error is, select the Error bar at the bottom of the screen.
A list of errors is displayed. Select an error to move to the entry field.
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.
Open IPSA Online.
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.
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.
To amend an error, select Send for correction.
Select OK on the pop-up that appears and close the task.
Select the Task manager icon to view the task list.
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.
Amend the claim as needed.
Select Send for approval.
A pop-up window will appear informing you the claim has been sent for approval. Select OK.
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.
Open IPSA Online.
A hard stop will be shown by a small numbered icon appearing on your Task manager in the top right-hand corner.
Select the Task manager icon to view the task list.
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.
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.
Open IPSA Online.
From the main menu select Forms.
Select the Direct Payment Correction Form from the list.
Type a description in the Form description field using the format: MP Name – Form Number – Date Submitted.
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.
In the Sequence field type the line number of the claim the issue relates to.
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.
Add any relevant evidence using the Paperclip icon.
Select Submit form.
When creating claims there are three levels of “errors” you may come across:
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.
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
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