Top tips before the year-end form deadline

1. You are not obligated to send a year-end form, but we expect you to do so if you have costs that need to be moved between financial years.  

2. Reconcile your payment card by 25 April for spend incurred before 31 March and by 9 May for spend incurred after that, for costs relating to the 2024-25 financial year. We would strongly recommend doing this as soon as possible to avoid delays.  

3. On your year-end form, complete all sections with a red asterisk against them. These are mandatory fields.  

4. Include the claim number on your form. If you don’t know it, leave it blank. Claim numbers start with 601. 

5. For costs that haven’t been paid yet, such as a utility bill, we would suggest submitting a reasonable estimate using previous bills or usage as a guide. 

6. Do not add costs that IPSA pays directly on the year-end form, such as rent and pooled services, or from direct suppliers including Banner and the Parliamentary Travel Office. You don’t need to add payroll costs either, such as reward or recognition payments.  

7. Enter the full transaction amount on your form – do not try to split costs manually as the Excel will do the calculation for you 

8. If you have costs over 90 days still to submit the system will automatically send these back to you. Select ‘submit anyway’ if prompted by the system on IPSA Online. 

9. Regularly check your task manager on IPSA Online – this is the best way check if there is anything outstanding. 

10. Your form will ask you to enter the date when a claim is completed.  This is the date that a claim is completed so it will be the date showing on your business costs breakdown report.