Overview

IPSA Online proficiency starts here. From getting started and organising your tasks to accessing your favourites, troubleshooting and using the app.

Before you start, read About IPSA Online.

Using IPSA Online

You can now access all IPSA’s services directly through your IPSA Online account. To activate your account, follow the step by step process below.

If you need any help with activating your account, please email us on info@theipsa.org.uk.

  1. Step1

    You will receive an email inviting you to activate your account.

    Select the Get Started button when you are ready to begin – the link will be active for 30 days.

  2. Step2

    The Microsoft sign in page appears.

    If you have already set up your Microsoft account please go to the “logging into your account” section.

    If you do not have a Microsoft account already, you will need to create one. Complete the registration process including adding a mobile phone number to receive a text code.

  3. Step3

    From your parliamentary network account homepage you will be able to access the IPSA site by clicking on the IPSA icon.

  4. Step4

    To provide a more secure login we will require a mobile phone number to which a code can be sent.

    To add a phone number to your account, select United Kingdom (+44) and type in your number without the 0 at the beginning.

    Select Next.

  5. Step5

    Type in the code that has been sent to you in a text message.

    Select Verify.

    The IPSA site will appear.

If you already have a Microsoft account registered to your email address, you will be able to log straight into your account and from there into the IPSA Online homepage.

  1. Step1

    Click the Get Started link in the original email IPSA sent you.

  2. Step2

    Enter the password you set for your Microsoft account and select Next.

  3. Step3

    You will then be directed to your parliamentary network account homepage. From here you will be able to access the IPSA site by selecting on the IPSA icon.

    Once you have used it for the first time, we recommend that you save it as a favourite so you can easily access it in the future.

  4. Step4

    Type in the code that has been sent to you in a text message.

    Select Verify

  5. Step5

    The IPSA site will be displayed.

You can access your favourites and recent items quickly in IPSA Online by using the application toolbar.

  1. Note!

  2. Step1

    The Favourites drop down will list any pages you have marked as a favourite.

  3. Step2

    The Recently used drop down will list recently used pages in order of most recent.

  4. Step3

    This is your Resource ID. You will need to provide this when you phone IPSA’s phonelines.

  5. Step4

    Alerts are displayed here.

  6. Step5

    If you receive any tasks, such as a returned claim or an overtime request to approve, they will be displayed in the Task manager. Select this to display and organise lists.

  7. Step6

    The Search box allows you to find specific screens quickly and easily. Start typing to see a list of pages or forms.

You can view your favourites, and recent items in IPSA Online.

  1. Note!

  2. Step1

    On the right-hand side of the main menu, you can access any pages you have marked as Favourites.

  3. Step2

    Below this you can access any pages you have recently used in order of most recent.

Using the app, you can start creating claims, add basic information and take photos of your receipts while away from the office.

When you get back to a computer, you can access these claims, add final information and submit them.

Using the app will only start claims and upload receipts on behalf of the user logged into the app. A proxy cannot upload receipts on behalf of their MP using the app.

  1. Note!

  2. Step1

    Tap the add icon. (Android only, iPhone users start on step 2)

  3. Step2

    Tap the expenses icon.

  4. Step3

    A list of expense types is displayed. Scroll through the list and tap on the relevant one.

  5. Step4

    The Date field populates automatically with today’s date. Tap the field to amend this.

  6. Step5

    Tap the Description field and add a description for the expense.

  7. Step6

    Tap the Amount field and add the cost of the expense.

  8. Step7

    Tap the camera icon to add an image.

  9. Step8

    You will now have the option of taking a picture of the receipt with your camera, or selecting an image already taken in your picture gallery.

  10. Step9

    After you have taken a picture or selected an image, tap Save or the save icon.

  11. Step10

    The expense will save on your IPSA Online account to be completed when you log in on your computer.

Visit Completing expense claims in the IPSA Online app for more information on on completing your claim on your computer.

Once you have uploaded expenses on your phone, they will be added to your IPSA Online account. You should then access these from your computer to finish submitting them.

The following steps are carried out in IPSA Online on your computer.

  1. Step1

    On the menu, select Your employment.

  2. Step2

    Select Expenses.

  3. Step3

    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.

  4. Step4

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

    If an MP started the claim on their phone app, a proxy can find this by selecting the MP in the On behalf of resourcebox.

  5. 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.

  6. Step6

    Select the phone icon in the Expense transactions pane on the right-hand side of the screen.

    The orange number on the icon shows you how many expenses and mileage claims from the Phone App are waiting to be submitted.

    If there is no orange number, there are none waiting to be submitted.

  7. Step7

    Tick the relevant expenses from the list.

  8. Step8

    Select Import transactions .

    Remember, although Payment Card and phone App transactions appear on the same list, you can only add phone App transactions to this form. Payment Card transactions will show as “Invalid Category”.

  9. Step9

    The expenses appear in the claim form. Select the chevron icon at the end of each expense line.

  10. Step10

    Complete the missing information in the fields that appear for each claim line.

  11. Step11

    Once all claims lines are complete, select Submit in the bottom left corner of the screen.

The app allows you to record your mileage. You can enter your route manually when you have completed your journey.

Alternatively, you can use the GPS signal on your phone to record the miles driven while you drive. This can be useful when you are driving to a destination with several stops (you will need to share your location with the app to use this feature).

If you prefer not to use the app to record mileage, you can submit new mileage claims on IPSA Online from your computer.

This guide explains how to use the manual route.

  1. Step1

    Tap the add icon. (Android only, iPhone users start on step 2).

  2. Step2

    Tap the mileage icon.

  3. Step3

    Tap Enter route manually (iPhone only).

  4. Step4

    Tap on From and To and enter the location for each.

  5. Step5

    Tap the tick icon or Done.

  6. Step6

    You will be presented with a map of the journey, tap Done (iPhone only) or the three dots icon and then Done (Android only).

  7. Step7

    Tap the Description field and enter the relevant information, including the parliamentary reason for the journey and list any stops.

  8. Step8

    Tap Save or the save icon.

  9. Step9

    The expense will save on your IPSA Online account to be completed when you log in on your computer.

For more information on completing your claim on your computer, visit Completing expense claims on the IPSA Online app.

The app allows you to record your mileage. You can enter your route manually when you have completed your journey. Alternatively, you can use the GPS signal on your phone to record the miles driven while you drive. This can be useful when you are driving to a destination with several stops (you will need to share your location with the app to use this feature).

If you prefer not to use the app to record mileage, you can submit new mileage claims on IPSA Online from your computer.

This guide explains how to use the GPS on an Android phone.

  1. Step1

    Tap the add icon.

  2. Step2

    Tap the GPS icon.

  3. Step3

    Begin your journey. The GPS will record your route on the app.

  4. Step4

    When you have completed your journey tap STOP.

  5. Step5

    If you are “stitching” several smaller journeys together, tap RESUME when you are ready to continue your journey. Continue tapping STOP and RESUME until you have completed your journey(s). Otherwise continue to Step 6.

  6. Step6

    When you have completed your journey(s), tap the tick icon.

  7. Step7

    The app will take a moment to configure your claim and then display the Expense details screen.

  8. Step8

    Tap the Description and enter the relevant information, including the parliamentary reason for the journey.

  9. Step9

    Tap the save icon.

  10. Step10

    The expense will save on your IPSA Online account to be completed when you log in on your computer.

For more information on completing your claim on your computer, visit Completing expense claims in the IPSA Online app.

The app allows you to record your mileage. You can enter your route manually when you have completed your journey. Alternatively, you can use the GPS signal on your phone to record the miles driven while you drive. This can be useful when you are driving to a destination with several stops (you will need to share your location with the app to use this feature).

If you prefer not to use the app to record mileage, you can submit new mileage claims on IPSA Online from your computer.

This guide explains how to use the GPS on an iPhone.

  1. Step1

    Tap the mileage icon.

  2. Step2

    Tap Start.

  3. Step3

    You will have to allow location services if this is your first time using the App. Otherwise go to step 5.

  4. Step4

    Tap Start.

  5. Step5

    Begin your journey. The GPS will record your route on the app.

  6. Step6

    When you have completed your journey tap Stop.

  7. Step7

    If you are “stitching” several smaller journeys together, tap RESUME when you are ready to continue your journey. Continue tapping Stop and RESUMEuntil you have completed your journey(s). Otherwise continue to Step 8.

  8. Step8

    When you have completed your journey(s) tap Done.

  9. Step9

    The app will take a moment to configure your claim and then display the Expenses details screen.

  10. Step10

    Tap Save.

  11. Step11

    The expense will save on your IPSA Online account to be completed when you log in on your computer.

For more information on completing your claim on your computer, visit Completing expense claims in the IPSA Online app.

When an MP or Proxy logs into IPSA Online, the first tab they see is the dashboards tab. This gives as close to real time information as possible about the financial position of your budgets.

The dashboards can only show expenses it is aware of. Unreconciled Payment Card lines or expenses awaiting approval cannot be shown until the system is aware of which budget they are allocated to.

  1. Note!

  2. Step1

    The Budget vs Expenditure charts give a graphical representation of your budgets. The blue column displays the budget at the start of the year and the red column will increase as the budget is spent.

    Uncapped budgets such as travel will not contain a blue column.

    Hover the mouse cursor over the relevant column to find out an exact figure of a budget or total spend.

  3. Step2

    The Budget vs Expenditure table displays your budget information in numerical figures.

    The table contains a Committment column which will display any payments IPSA makes on a regular basis that can be forecast (such as rent). This will mean the figure in the Remaining column can be much more accurate.

    This dashboard also gives you the ability to view a breakdown of a budget’s spend. You can do this by selecting Select link and selecting one of the options. You may need to scroll to the right of the box to see this option.

  4. Step3

    The Claims in Progress table displays all claims that have been submitted to IPSA and are in the process of being approved.

    If a claim has been submitted to IPSA, to the MP or the Proxy the status will show as Approval in progress. If a claim has been created and saved, but not submitted, the status will show as Draft .

    Once a claim has been paid, it will no longer appear in this dashboard.

  5. Step4

    Using the Select link drop down list will give you the option to drill down and see further details about your claim. You may need to scroll to the right of the box to see this option.

    In the Claim no column you can enter the claim number and select search to show the details for a specific claim.

  6. Step5

    The Unreconciled Payment Card Lines table displays all payment card lines you have not yet reconciled, grouped by month.

    Using the Select link drop down list will give you the option to see further details of a month’s transactions.

  7. Step6

    The Description column will show the name of the supplier and is information provided by Barclaycard.

  8. Step7

    Any repayments due to IPSA will be displayed in Repayments due. This can include payment card lines submitted as Not claimed to be repaid.

  9. Step8

    Any Fees charges or Deposit loans taken out with IPSA will be displayed here.

  10. Step9

    Any registered addresses with IPSA will be displayed here.

    This will include the Lease end date.

    The system will notify you 60, 30 and 15 days before and five days after the lease expires, or until action has been taken. These alerts will include instructions on steps you need to take.

You can install the IPSA Online app on your phone so you can start the claim process wherever you are.

Using the app you can take photos of your receipts and add basic information about the expense while away from the office. When you get back to a computer, you can access these expenses and add the budgets and cost categories before submitting.

The app also has the ability to track mileage claims.

  1. Note!

    Using the app will only start claims and upload receipts on behalf of the user logged into the app. For example, a proxy cannot upload receipts on behalf of their MP using the app.

  2. Step1

    Open the Google Play or Apple App Store and search for Unit4 Expenses.

  3. Step2

    Install the app.

  4. Step3

    The first time you open the app, the first screen will ask for a URL.

    Enter this URL: https://ipsa.myqtcloud.com/BusinessWorld-webservices/service.svc

  5. Step4

    Tap Continue.

  6. Step5

    You will then be directed to the UK Parliament Digital Service login screen. Use your parliamentary login details as normal.

  7. Step6

    When you first begin using the app, a number of pop ups will appear asking for various permissions. These are required to allow the app to use the camera, stored images, Google Maps/GPS and to send notifications to your phone.

    It is up to you whether to allow them, but functionality will be greatly reduced if you do not allow at least some of them. If you have been advised for security reasons to turn off GPS and tracking information on your phone, this will mean you cannot use the GPS or Maps feature of the app to make Mileage claims.

  1. Step1

    To mark a specific pages as Favourites, select the heart icon in the top right-hand side of the page until it is highlighted.

IPSA Online uses a feature called Task Management to notify you when there is action that needs to be taken with a claim or a form on the system.

All users should log into IPSA Online regularly to check for rejected forms to ensure that you can amend action tasks before cut-off dates.

A task may be sent to you when:

  • a claim or form has been returned to you by an IPSA staff member

  • when the system automatically returns a claim for an error

  • a claim or form has been submitted by a staff member for approval (such as an expense claim or overtime request)

  • a credit note has been sent by IPSA (for example, when repayment is required following a Payment Card reconciliation)

The full view gives additional viewing options as well as the ability to work through several tasks in a row, quickly and easily.

  1. Step1

    Any tasks that you need to action will be displayed as a number within an orange square against the Task management icon (tick symbol) in the Application Tool Bar at the top of the screen.

    Select the tick symbol to open the Task Management Quick View.

  2. Step2

    Select Go to Task management at the bottom of the quick view. This will open up the full view.

  3. Step3

    Select Sort and group by at the top of the task list.

  4. Step4

    A popup window opens. In the first drop down, select Process name and tick Group by.

  5. Step5

    In the second drop down, select Workflow step and tick Group by.

  6. Step6

    Select OK.

    The list of tasks will now be grouped into blocks of processes (for example: expenses, specific forms, leases) followed by the step stage in the process (for example: MP Approval, corrections needing to be made, reason required).

  7. Step7

    Task management also offers you a way of viewing tasks based upon the Process or the Step in the process they relate to. These can be selected at any time using the buttons on the bottom left side of the screen.

    Choose how you would like to group the tasks by

    The selected group will then be shown with a blue highlight

  8. Step8

    Based on the selected grouping, a number of buttons are displayed below showing the task groups and how many of each type need to be dealt with. Select the button which matches the tasks you wish to view.

  9. Step9

    Only those types of task are displayed in the list on the right-hand side.

  10. Step10

    If you wish to view the entire list of tasks again, select All tasks in the top left-hand corner.

IPSA Online uses a feature called Task Management to notify you when there is action that needs to be taken with a claim or a form on the system.

All users should log into IPSA Online regularly to check for rejected forms to ensure that you can amend action tasks before cut-off dates.

A task may be sent to you when:

  • a claim or form has been returned to you by an IPSA staff member

  • when the system automatically returns a claim for an error

  • a claim or form has been submitted by a staff member for approval (such as an expense claim or overtime request)

  • a credit note has been sent by IPSA (for example, when repayment is required following a Payment Card reconciliation)

You can view Task Management in a Quick View on any screen.

  1. Note!

  2. Step1

    Any tasks that you need to action will be displayed as a number within an orange square against the Task management icon (tick symbol) in the Application Tool Bar at the top of the screen. The quick view is a useful way to have a look at your tasks. They can be organised into categories if you have several to look at.

    Select the tick symbol to open the Task Management Quick View.

  3. Step2

    The Task management quick view is displayed.

  4. Step3

    Select Group by at the top of the task list.

  5. Step4

    On Level 1, from the drop down, select Process.

  6. Step5

    On Level 2, from the drop down, select Step.

    The list of tasks will now be grouped into blocks of processes (for example: expenses, specific forms, leases) followed by the step stage in the process (for example: MP Approval, corrections needing to be made, reason required).

  7. Step6

    Select the task you wish to open.

Downloads

Guidance

IPSA Online is IPSA’s online payroll, finance and expenses system.

IPSA Online is a paperless system designed to enable MPs and staff to process claims and paperwork within a single platform.

There is a range of support available including task instructions, in-system guides and regular training.

Features of the system include:

  • a paperless process to enable claims and forms to be submitted quickly and securely

  • budget reporting to view current expenditure on office costs and staffing

  • mobile app to enable claims to be started outside of the office

  • optional HR features to log annual leave, sickness and other absences

Getting access to IPSA Online

IPSA Online can be accessed through the IPSA icon on your parliamentary network account. If you work in an MP’s office but do not have a Parliamentary network account, IPSA can give you direct access to the IPSA Online homepage.

Email info@theipsa.org.uk to request access.

Contact IPSA

To get additional support, book a call back.