Year-end 2022-23 – Payment cards
We are now nearing the end of the 2022-23 financial year.
Please check that your IPSA work is up-to-date and that budget positions are as expected.
Conducting some checks before 31 March will reduce the risk of overspending.
We will be publishing guidance that focuses on four key areas to consider during the year-end period.
We previously outlined some advice on good budget management and monies owed.
Our third topic is about using the IPSA payment card.
Change to reconciliation deadline at year-end
Because year-end is a formal accounting process there are specific deadlines that IPSA is held to as a public body.
As such, the deadline for reconciling and having any March transactions approved on IPSA Online is 28 April 2023.
If this deadline is not met in relation to any transactions paid on or before 31 March 2022, once reconciled these lines will remain marked against your 2023-24 budgets.
Payment card lines and the Year-end Form
Any payment card transactions fully reconciled and approved by 28 April 2023 will be automatically assigned to the 2022-23 financial year.
They will initially be listed against your 2023-24 budgets and then manually moved back by our Finance team.
These lines do not, therefore, need to be included on your Year-end Form, unless:
you paid for something on the payment card on or prior to 31 March which relates to a good or service received in 2023-24, or
you know you will not have the evidence required in relation to a payment card transaction that needs to be allocated against 2022-23 by the 28 April 2023 deadline
Rules on payment card misuse
It is important to remember the conditions of entitlement to a payment card.
The card is a Government Procurement Card, so there are strict rules concerning its use.
1. The card must only be used to pay for costs which are allowable under the Scheme and not under any circumstances be used for personal expenditure.
The "Not claimed, to be repaid" expense type should be used infrequently. Flagrant use of the card for personal expenditure can result in your access to a payment card being temporarily or permanently withdrawn.
2. Expenditure must be fully accounted for promptly, by submitting evidence and making repayments to IPSA by the eighth of the month deadline.
If any lines due for reconciliation are not fully approved by the deadline, your card will be suspended for at least seven days and until all overdue lines have been resolved.
3. Card lines are uploaded to the system monthly, in the first week of each month. You then have just over a month to action these and get them approved.
Reconciling payment card lines earlier will help to avoid issues if lines are returned to you for amendment.
Extenuating circumstances will not be approved if the deadline is missed because reconciliation was left until the last minute.
4. Any "Not claimed, to be repaid" payment card lines should be repaid to IPSA within 30 days.
Failure to do so can result in your card being suspended and/or the value of the outstanding lines being automatically recovered from your salary.
The Barclaycard app
Payment card holders can use the Barclaycard for Business App to keep track of their credit limit, look back at previous transactions or monthly statements, or freeze/unfreeze the card where required.
Payment card holders will have received an email with a username and temporary password.
If you cannot find the email, the cardholder must contact Barclaycard by phone at 0800 008 008.
Applying for a proxy payment card
Following the successful pilot of payment cards for proxies, we are pleased to invite all proxies who help their MP with their business costs claims, to apply for their own payment card.
There are some specific rules in place to ensure we have good oversight of the use of payment cards and to support MPs as they remain liable for all costs incurred on the cards.
For more information, visit Proxy payment cards.
Each proxy and their MP must sign the Cardholder Information and Indemnity Form.
Digital or electronic signatures are not accepted. Each proxy must attend our Payment Card Policy webinar prior to applying for a payment card of their own.
What is the two-factor authentication process?
The two-factor authentication process is a security procedure Barclaycard has put in place to verify a cardholder’s identity when making any online transactions worth €30 or more.
All new cardholders should receive a PINsentry card reader alongside their card.
Please notify your account manager if you do not have a PINsentry card reader.
Barclaycard has outlined details instructions on using the device.
Ensure the mobile number linked to your payment card is up to date.
One-time verification codes can be sent to UK mobile numbers.
To update your mobile number, we need a written request from the cardholder.
Reconciling refunds
Any refunds to the payment card should be reconciled against the same expense type as the original payment being refunded.
This ensures your budget and spend data is accurate and that refunds are correctly allocated.
Please do not mark such lines as "Not claimed, to be repaid" unless the original payment was for a cost not claimable under Scheme rules.
Payment card webinar
For further guidance on using a payment card, please attend one of our Payment card webinars.