Using IPSA Online for travel funding

Open IPSA Online.

Remember to use Add information if you need to add further comments to your claim, such as detailing journeys. This can be found towards the bottom of the screen.

Select the Main menu tab.

Select the Your employment tab on the left-hand side.

Select Expenses.

Select Reimbursement claim (MP).

If you work in a MP’s office, you can claim your own expenses by selecting Reimbursement claim (Staff).

All subsequent steps are the same.

In the On behalf of resource box, select who the claim should be paid to – this box only appears if you are the MP or Proxy.

In the Reference box, type a short description for this claim – this should be something to easily identify the claim at a later date.

Select Add expense from near the bottom of the screen.

Select the relevant mileage category by typing or selecting the drop-down arrow.

Select the calendar icon and select the date the cost was incurred.

Add a description showing what the journey was for.

Do not add personal information such as postcodes or home address – please see step 15 for guidance on including details of the journey under Add information.

Please state the locations of the journey, and if there were multiple stops, list these.

Add the number of miles travelled in the quantity field.

Select the Chevron icon at the end of the expense line.

The chevrons open additional fields that are required for that particular expense.

Complete the additional fields that are now displayed.

Repeat steps six to 11 until all expenses have been added. Note an expense claim should not be more than 20 lines long.

On all mileage claims, you will need to include details of each stop (including postcode) on your journey.

Select Add information towards the bottom of the screen.

Type your comments in the pop-up box.

Please make sure to reference which line on the claim each comment refers to.

Please do not include these details in the description field of the claim line.

It is possible that you will have several mileage claims for different days that are for the same journey. You can take an expense line and copy it several times.

Select the line(s) you wish to copy. You may need to press the Esc key to display the tick boxes of all lines.

Select Copy expense.

Repeat until you have all the lines you need.

If you want to delete a claim line, select the entry you wish to remove.

Select Delete expense.

Make sure you check your claim for errors before submission. It may not always be possible to withdraw or amend it before payment is made.

Select Submit in the bottom left corner of the screen.

A pop-up window will appear informing you the claim has been sent for approval and displaying the claim form reference number.

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.

Before you start, collect all your travel receipts and evidence of travel, and open IPSA Online.

Remember to use Add information if you need to add further comments to your claim. This can be found towards the bottom of the screen.

On the menu, select Your employment.

Select Expenses.

Select Reimbursement claim (MP).

If you work in a MP’s office, you can claim your own expenses by selecting Reimbursement claim (Staff).

All subsequent steps are the same.

In the On behalf of resource box, select who the claim should be paid to – this box only appears if you are the MP or Proxy.

In the Reference box, type a short description for this claim – this should be something to easily identify the claim at a later date.

Select Add expense from near the bottom of the screen.

Select an Expense category. You can start typing the expense and a list of possible expenses is displayed.

Alternatively, select the drop-down arrow to see the full list and choose the relevant category.

Use the Calendar icon to select the date the expense was incurred.

Add a Description for the expense.

Content included in this field will be published in line with our Publication Policy.

If any comments are intended solely for IPSA, please use the Add information field described in Step 14.

Add the Amount of the expense that you are claiming for.

Select the Chevron icon at the end of the expense line.

The chevrons open additional fields that are required for that particular expense.

Use the Spacebar on your keyboard to see a list of all the relevant budgets, addresses, stations, airports etc. Alternatively, you can start typing the specific value you want to select

Depending on the type of expense being reimbursed, you may see a different set of options for completion.

The example displayed in the accompanying screenshot is a claim for reimbursement for air travel.

Repeat steps six to 12 until all expenses have been added.

An expense claim should not be more than 20 lines long.

On all mileage claims, you will need to include details of each stop (including postcode) on your journey.

Select Add information towards the bottom of the screen.

Type your comments in the pop-up box.

Please make sure to reference which line on the claim each comment refers to.

Please do not include these details in the description field of the claim line.

You must now add receipts to each claim line and then submit the claim.

In the pop-up window that appears select Upload receipts in the bottom left of the screen.

Once uploaded, select the line you want to add the receipt to, and then select Match to receipt.

Select Submit form.

Open IPSA Online.

To access the report, open the Main menu and navigate to the Your Employment tab.

The report is organised alphabetically by train station. 

Use the Train Limits – RailFrom (T) filter to search for specific stations.

This will bring up two results

• Rail – the standard fare limit indicated includes the cost of a London travelcard), and

• Rail (No Uplift) – the standard fare limit without a London travelcard included)

To apply for a season ticket loan, open IPSA Online.

Select the Main menu tab.

Select the Forms tab on the left of the screen.

On the menu, select the Season Ticket Request Form.

Add a description for the form in the Form description.

Type in the total Cost of ticket.

Type in the amount of Advance required.

Select the icon to select the Period from and Period to dates.

Fill in the Period of repayment in months (for example, repay over 12 months).

Complete the Journey from and Journey to fields.

Read the Terms & Conditions and Employee’s authorisation (if applicable) carefully.

Select Submit form.

Open IPSA Online.

To access the report, open the Main menu and navigate to the Your Employment tab.

The report shows you all mileage you have claimed in IPSA Online over the course of the current tax year – for example between 6 April 2022 and 5 April 2023.

It separates the mileage by Expense Type and the rate at which you were reimbursed.

It also provides details of the number of miles travelled.