Overview

Browse the rules and policy on payment cards, and the resources on payment card reconciliations.

You can also download the Barclaycard Application Form, and get help on using the Barclaycard Online Account Guide.

Scheme rules

You can apply for a government “payment card” which can be used to pay for business costs and expenses allowed under the Scheme.

Each transaction is limited to £2,000 with a monthly limit of £4,000.

Read our Payment card policy.

We’ll make payment direct to the payment card supplier every month. We’ll also regularly provide a list of expenditure you’ve incurred, and you’re required to account for this within 30 days, together with supporting evidence.

Note, not reconciling your card on time, or misusing it, can lead to the card being blocked.

For more information, visit our guide to Payment card reconciliation using IPSA Online.

Using IPSA Online

Each month all Payment Card transactions are uploaded into the system.

You have until the 8th of the next month to reconcile all lines and submit them for approval.

You can reconcile individual lines and do not have to reconcile all lines all at once.

  1. Note!

    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.

  2. Step1

    On the menu, select Your employment.

  3. Step2

    Select Expenses.

  4. Step3

    Select Payment Card (MP).

  5. Step4

    If you are a Proxy completing this on behalf of your MP, you should use the drop-down arrow on the On behalf of Resource box to select the MP the expense claim is for.

    This box only appears if you are the proxy or the MP. If you do not do this, you will not see the Payment Card transaction lines.

  6. Step5

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

  7. Step6

    Select the Payment Card icon in the Expense transactions box on the right-hand side of the screen.

    The orange number that appears on the Payment Card icon shows you how many outstanding transactions need to be reconciled. If there is no orange number, you do not have any transactions to reconcile.

    The orange number will only appear if the MP’s name has been selected in the On behalf of Resource box.

  8. Step7

    Tick the transactions you wish to reconcile.

  9. Step8

    Select Import transactions.

    Please note: Payment Card and Phone App transactions appear in the same list.

    However, you can only add Payment Card transactions to a Payment Card Reconciliation claim. For this reason, IPSA Online will display “Invalid Category” on transactions that cannot be added.

  10. Step9

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

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

  11. Step10

    The Description field will be locked as this is the supplier’s information provided by Barclaycard.

  12. Step11

    The Amount field will already be populated.

    You should not amend this unless you are splitting the cost over multiples lines (for example, to split up train fares or to process a line as "Not claimed to be repaid").

  13. Step12

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

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

  14. Step13

    Use the drop-down arrows to select the relevant budgets, addresses, stations, airports etc.

  15. Step14

    Repeat the steps above until all expenses have been added. It is best to keep claims to a maximum of 20 lines of expenses.

  16. Step15

    If you have further comments about any lines on your claim, 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.

  17. Step16

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

You may need to split a cost over two lines (for example, if two train tickets for two people is on one line).

You will need to split the line to show this and allocate to the specific person.

  1. Note!

  2. Step1

    Add the payment card expense to the form as normal.

  3. Step2

    Select the check box on the far left of the line and then select Copy expense at the bottom of the screen.

  4. Step3

    On the original line, complete the reconciliation steps, amending the amount as needed.

    Amend the amount on the new line.

  5. Step4

    On the copied line, complete the same steps to reconcile, amending the amount as needed.

  6. Step5

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

It is possible that you do not wish to claim for all of an expense (for example, if you bought alcohol along with a hotel stay).

You will need to split the line to show what you are not claiming for.

  1. Note!

  2. Step1

    Add the payment card expense to the form as normal.

  3. Step2

    Select the check box on the far left of the line and then select Copy expense at the bottom of the screen.

  4. Step3

    On the original line, complete the reconciliation steps, amending the amount as needed.

  5. Step4

    On the copied line, set the category to Not claimed to be repaid and amend the amount to the amount you do not wish to claim and will repay.

  6. Step5

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

When you delete an imported Payment Card line, it will move back into the list behind the Payment Card icon.

  1. Step1

    Select the claim you wish to delete.

  2. Step2

    Select Delete expense.

If you've used your payment card to make a purchase and that purchase has since been refunded, this will show as a minus figure in your list of transactions.

When reconciling a refund, you will need to process it in the same way as the original charge.

  1. Note!

  2. Step1

    Select the Payment Card icon in the Expense transactions box on the right-hand side of the screen.

    The orange number that appears on the Payment Card icon shows you how many outstanding transactions need to be reconciled. If there is no orange number, you do not have any transactions to reconcile.

    The orange number will only appear if the MP’s name has been selected in the On behalf of Resource box.

  3. Step2

    Select the refunded transaction you wish to reconcile.

    If the original transaction has not already been reconciled, you should tick this transaction as well and reconcile both on the same form.

  4. Step3

    Select Import transactions.

    Please note: Payment Card and Phone App transactions appear in the same list.

    However, you can only add Payment Card transactions to a Payment Card Reconciliation claim. For this reason, IPSA Online will display “Invalid Category” on transactions that cannot be added.

  5. Step4

    Select an Expense category for the refunded transaction.

    If you have already reconciled the original transaction, select the same Expense category for the refund. If you are reconciling the original transaction on the same form as the refund, select the same Expense category for both.

    If the original transaction was marked as Not claimed to be repaid, select this as the Expense category for the refunded transaction.

    You can start typing the expense and a list of possible expense categories is displayed. Alternatively, select the drop-down arrow to see the full list and then select the relevant category.

  6. Step5

    The Description field will be locked as this is the supplier’s information provided by Barclaycard.

  7. Step6

    The Amount field will already be populated.

    This should a minus figure for the refund.

  8. Step7

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

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

  9. Step8

    Use the drop-down arrows to select the relevant budgets, addresses, stations, airports etc.

    Select the same options for the refund and the original transaction.

  10. Step9

    If the original transaction was reconciled on a separate form, select Add information towards the bottom of the screen.

    In the box, quote the claim number of the original transaction.

  11. Step10

    Attach the original receipt to the refunded transaction. If the original transaction is on the same form, attach the receipt to both lines.

    Alternatively, if you are only reconciling the refunded transaction and do not have the receipt, submit the claim. The system will return the claim to your Task manager for not having a receipt attached. You should then select Submit anyway on the Task.

    For more information on dealing with these type of task, see guidance on Soft stop errors.

Please ensure you check your claim for errors before submitting it. As the system is automated, once you have submitted your claim form it may not always be possible to withdraw or amend the claim form before it is processed.

  1. Note!

  2. Step1

    Select Submit in the bottom left corner of the screen.

  3. Step2

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

  4. Step3

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

Downloads

Guidance

The Barclaycard Online Account Guide includes step-by-step instructions on how to use some of the key features of the online account that cardholders have access to, to help you manage your expenditure.

Similar to a personal online credit card account, this online account will enable you to:

  • view your statements

  • view your balances in real time

  • access transaction data for up to the past 36 months

  • run reports on your spending

To login, visit Barclaycard's online servicing.

Open resource

This document outlines the steps you need to consider if you experience any problems accessing your Barclaycard Online Services.

Open resource

Contact IPSA

To get additional support, book a call back.