Overview

Understand the rules for travel and subsistence, including what you can claim for different modes of transport, types of journeys – as well as permitted food and drink.

You can also complete IPSA Online tasks for reimbursements, or mileage claims. And download the Season Ticket Request Form.

Scheme rules

MPs may claim for the costs of travel, and travel-related subsistence incurred by MPs or others, which are in support of the MP's parliamentary functions through a Travel and Subsistence claim. [9.1]

Specifically, MPs can claim for travel by public transport, private transport, taxis, and hire cars. [9.2]

We will pay MPs’ claims for travel and subsistence costs for:

  • travel between Westminster and anywhere in MPs’ constituencies, except, in the case of London Area MPs, their residences

  • travel anywhere in MPs’ constituencies, except between their residences and constituency offices

  • Extended UK travel

  • travelling to and from other states in Europe (exclusions apply)

  • certain Family carer & dependant travel costs

Note, we will not pay claims for daily commuting to Westminster or the constituency office. However, non-London Area MPs can claim for daily travel to Westminster from their constituency if they’re not already claiming accommodation costs. [9.3]

For more information on making claims using IPSA Online visit: Getting reimbursed for travel.

MPs can claim for extended UK travel if the journey was outside the constituency, or not the routine journey between the constituency and Westminster or a London Area residence. [9.4]

When claiming, you must include notes explaining the reason for the journey. [9.6]

Reasons for extended travel may include: [9.6]

  • matters before a Select Committee on which an MP serves

  • all Party Parliamentary Group activity

  • visiting constituents or discussing constituency matters outside the constituency

  • Opposition front bench and shadow ministerial travel

If MPs travel between Westminster and the constituency, but make a diversion from the normal route for non-parliamentary purposes, they may claim for a “diverted” journey.

The maximum claimable for such a journey is the standard open fare of the direct journey between Westminster and the constituency. [9.5]

When claiming, you must include notes explaining the reason for the journey. [9.6]

In certain circumstances, MPs may claim for travel by family members, dependants, and carers – as long as they’re first registered with IPSA. [9.10]

If an MP has caring responsibilities they can claim for journeys by their dependants between their constituency and London. [9.7]

For more information, visit Help with caring responsibilities.

If an MP’s spouse or partner travels between their constituency and London, they may claim for their travel. [9.8]

Where a dependant needs assistance from a carer, other than an MP’s spouse or partner, while travelling, the cost of the carer’s journey may also be claimed. [9.9]

For more information on making claims using IPSA Online, visit Getting reimbursed for travel

MPs’ staff can claim for the same travel costs as MPs, with the exception of journeys to and from other states in Europe.

Claims for travel by members of their families will not be paid. [9.11]

They can also claim for travel to attend training events (including conferences). [9.12]

MPs’ staff wanting to claim mileage for travel by car, motorcycle or bike should claim in their own name, not their MP’s. [9.17]

For more information, visit Claiming mileage.

For more information on making a claim using IPSA Online, visit Getting reimbursed for travel.

Reimbursement on rail travel is limited to the “anytime standard open” rate. [9.14]

Note, first class rail tickets can be purchased, but you can only claim an amount up to the anytime standard rate. If travelling on a sleeper train, MPs can also claim for a sleeper supplement on a single occupancy berth. [9.15]

Note, both companies which provide sleeper train services within the UK (Caledonian Sleeper and Great Western Railway) allow travellers to purchase a single occupancy berth as a supplement to a standard class ticket. The single occupancy berth is the same berth as would be provided with a first class ticket.

No MP is expected to share a berth and IPSA will pay any claim that was necessary to secure a single berth. [9.15]

For more information on making a claim using IPSA Online, visit Getting reimbursed for travel or Making reimbursement claims.

MPs can buy a ticket of any class – but reimbursement is limited to the rate of an economy class ticket. [9.13]

For more information on making a claim using IPSA Online, visit Getting reimbursed for travel.

MPs can buy a ticket of any class – but reimbursement is limited to the rate of an economy class ticket available at the time of booking, including “flexible economy”. [9.13]

For more information on making a claim using IPSA Online, visit Getting reimbursed for travel.

MPs can claim for the cost of a railcard or other season ticket that allows savings to be made on future purchases. [9.16]

For more information on making a claim using IPSA Online visit Getting reimbursed for travel.

An MP travelling by car, motorcycle or bicycle, can claim for mileage according to the rates set by Parliament and administered by HMRC.

If the rates change during the year, IPSA will reimburse claims according to the new rates from the date at which they take effect.

Electric vehicle mileage is paid at the same rate as petrol/diesel vehicles.

Car mileage rate (covering business travel by private car)

45p per mile for the first 10,000 miles, 25p per mile thereafter

Motorcycle mileage rate (covering business travel by private motorcycle)

24p per mile

Bicycle mileage rate (covering business travel by private bicycle)

20p per mile rate

For more information on making a claim using IPSA Online, visit Claiming mileage.

Read about the Constituency mileage pilot.

MPs using private transport can claim for the costs of parking charges, congestion and ultra-low emission zone charging and road tolls.

However, penalty charges or additional charges for late payment, or civil charges for traffic, parking or other violations, will not be covered.

For more information on making a claim using IPSA Online, visit Getting reimbursed for travel.

We will only reimburse taxi fares when a taxi journey is necessary, such as:

  • no other reasonable method of transport is available for all or part of the journey

  • alternative methods of transport are impracticable due to pregnancy, disability, illness or injury of the MP or staff member

  • MPs have been Late night working on parliamentary matters

When submitting claims for taxi journeys MPs must include a note on the reasons for taking a taxi rather than public transport. [9.20]

For more information on making a claim using IPSA Online, visit Getting reimbursed for travel.

Hire cars may be used where there is no reasonable alternative.

MPs may claim for the cost of hiring the vehicle, any fuel used, and insurance charges. [9.21]

For more information on making a claim using IPSA Online, visit Getting reimbursed for travel.

MPs can claim for the cost of an overnight hotel stay where they have travelled as part of their parliamentary activities, and it would be unreasonable to return to any residence either in the London Area or their constituency. [9.22]

MPs can also claim for a hotel stay for a member of their staff where they’ve travelled in support of their parliamentary functions, or for training purposes, and it would be unreasonable to return the same day. [9.30]

MPs cannot claim for hotel stays in the London Area under travel and subsistence, except when they have been working after 10pm as described in Late night working on parliamentary matters.

MPs can also claim a hotel stay for where a dependant needs assistance from a carer other than an MP’s spouse or partner while travelling, and the carer requires an overnight hotel stay. [9.27]

For more information on making a claim using IPSA Online, visit Getting reimbursed for accommodation.

When staying in a hotel outside the United Kingdom, or in the London Area, you can claim up to £175 per night. [9.24]

For hotel stays inside the United Kingdom but outside the London Area, you can claim up to £150 per night. [9.24]

These hotel cost limits are the same for carers. [9.28]

MPs may group together a number of nights during a single stay, where the cost varies on different nights, and claim the full amount if the average per night does not exceed the limits above. [9.25]

For more information on making a claim using IPSA Online, visit Getting reimbursed for accommodation.

MPs can claim for food and non-alcoholic drinks on overnight stays outside the London Area and their constituency.

This is limited to £25 for each night they have stayed away, but the claims can cover purchases made during the day. [9.26]

For more information on making a claim using IPSA Online, visit Making reimbursement claims.

MP’s can claim a hotel stay for where a dependant needs assistance from a carer other than an MP’s spouse or partner while travelling, and the carer requires an overnight hotel stay. [9.27]

The hotel cost limits for carers are the same. Note, they cannot claim for travel outside the UK. [9.28]

For hotel stays in the London Area, they can claim up to £175 per night. [9.24]

For hotel stays inside the UK but outside the London Area, they can claim up to £150 per night. [9.24]

For more information, visit Getting reimbursed for accommodation.

MPs can also claim a hotel stay for a member of their staff (but not if it’s outside the UK), where they’ve travelled in support of their parliamentary functions, or for training purposes and it would be unreasonable for him or her to have to return to their own residence.

For hotel stays in the London Area, they can claim up to £175 per night. [9.24]

For hotel stays inside the UK but outside the London Area, they can claim up to £150 per night. [9.24]

For more information, visit Getting reimbursed for accommodation.

Using IPSA Online

This guide has 17 steps and should take 15 minutes to complete.

  1. Note!

    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.

  2. Step1

    On the menu, select Your employment.

  3. Step2

    Select Expenses.

  4. 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.

  5. Step4

    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.

  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 Add expense from near the bottom of the screen.

  8. Step7

    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.

  9. Step8

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

  10. Step9

    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.

  11. Step10

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

  12. Step11

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

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

  13. Step12

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

  14. Step13

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

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

  15. Step14

    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.

  16. Step15

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

  17. Step16

    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.

  18. Step17

    Select Submit form.

For more information on visit Uploading receipts and Adding receipts to a claim.

This guide contains 23 steps and should take 20 minutes to complete.

  1. Note!

    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.

  2. Step1

    Select the Main menu tab.

  3. Step2

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

  4. Step3

    Select Expenses.

  5. Step4

    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.

  6. Step5

    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.

  7. Step6

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

  8. Step7

    Select Add expense from near the bottom of the screen.

  9. Step8

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

  10. Step9

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

  11. Step10

    Add a description showing what the journey was for. Do not add personal information such as postcodes or home address.

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

  12. Step11

    Add the number of miles travelled in the quantity field.

  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

    Complete the additional fields that are now displayed.

  15. Step14

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

  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

    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.

  18. Step17

    Select Copy expense.

    Repeat until you have all the lines you need.

  19. Step18

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

  20. Step19

    Select Delete expense.

  21. Step20

    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.

  22. Step21

    Select Submit in the bottom left corner of the screen.

  23. Step22

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

    Select OK.

  24. Step23

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

MPs and staff are eligible to apply for season ticket loans which are repaid monthly through their pay.

  1. Note!

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

  2. Step1

    Select the Main menu tab.

  3. Step2

    Select the Forms tab on the left of the screen.

  4. Step3

    On the menu, select the Season Ticket Request Form form.

  5. Step4

    Add a description for the form in the Form description.

  6. Step5

    Type in the total Cost of ticket.

  7. Step6

    Type in the amount of Advance required.

  8. Step7

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

  9. Step8

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

  10. Step9

    Complete the Journey from and Journey to fields.

  11. Step10

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

  12. Step11

    Select Submit form.

  1. Note!

    To register a dependant, open IPSA Online.

    You will also need to provide your dependant's passport or birth certificate in support of your application.

  2. Step1

    Select the Main menu tab.

  3. Step2

    Select the Forms tab on the left-hand side.

  4. Step3

    Select the Dependants Form from the menu.

  5. Step4

    Fill in the Form description field.

  6. Step5

    Select the Dependant type field and press the space bar.

    Select the dependant type from the list.

  7. Step6

    Fill in the First name and Last name. Each field can hold 21 characters.

  8. Step7

    In the Date of birth field, select the calendar icon and select the dependant's date of birth, if they are under 18.

  9. Step8

    Before attaching documentation please select Save as draft.

  10. Step9

    Select the Paperclip icon in the top right corner of the form to add evidence (passport or birth certificate).

    These can also be emailed directly to your Account Manager.

  11. Step10

    Select Submit form.

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