Read our five top tips for submitting good quality claims

  1. Attach clear, relevant evidence for bought-in services, including valid receipts, invoices or contracts that directly relate to the claim. Include any communications collateral produced, as well as submitting the written bought-in services declaration form via IPSA Online before submitting the claim. Good-quality evidence supports a good-quality claim and helps speed up the process.

  2. Make sure you are set up for year-end when submitting utility costs. Attach the invoice and ensure you complete the “supply month” and “number of months supply” fields correctly. This will help you identify which bills fall across the two financial years when it comes to completing your year-end form. The supply months entered on the form should cover every month the service is delivered, starting from the first month.

  3. For reimbursement claims, make sure you explain the reason for each cost in the description box on IPSA Online. Vague or incomplete descriptions can cause delays or lead to your claim being returned. Do not include personal details like your name or home address as the text in this field is published.

  4. You can also use the “Add information” box to give extra detail for reimbursement claims. The more detail you provide the quicker the process is – and our Service Quality team love it!

  5. Always double-check that you have selected the correct expense type. If you’re unsure, please refer to the IPSA Funding Handbook or your Account Manager for additional support.

Bonus tip: We would strongly recommend not purchasing anything on 31 March that needs to be paid for out of the 2025-26 budgets. Any goods purchased on the 31 March will be moved to 2026-27, as we assume next day delivery. For services, we would check the delivery date if the service is being delivered in 2026-27 and you pay for it before 31 March this should be added to your year-end form and moved into 2026-27.