Year-end 2022-23 – the Year-end Form
The 2022-23 financial year has now ended.
Please continue to check your IPSA work is up-to-date and that budget positions are as expected.
We previously outlined advice about the following:
Our fourth topic is about using the Year-end Form.
What needs to be included on the Year-end Form
Please refer to the process diagrams on pages five and six of our 2022-23 Year-End Guidance document.
If your reimbursement claim is approved after 31 March and relates to 2022-23, include it on your Year-end Form.
If your reimbursement claim is approved on or before 31 March and relates to 2023-24, include it on your Year-end Form.
If you paid for something on the payment card on or before 31 March and it relates to 2023-24, include it on your Year-end Form.
If you paid for something on the payment card after 31 March and it relates to 2022-23, include it on your Year-end Form.
Include any costs that need to be split between financial years (e.g., an annual council tax bill) on your Year-end Form.
If you claim for rent via reimbursement, please remember to include your March rent claim on your Year-End Form.
What not to include on the Year-end Form
Please do not include March payment card transactions on your Year-end Form unless they relate to 2023-24. They will be automatically allocated to 2022-23 – the year you made the payment.
Please do not include direct supplier orders on your Year-end Form unless they were not received in the same year in which the order was made (for example, you put the order in on 28 March but only received the items on 2 April).
Please do not include any direct rent payments paid by IPSA on your behalf. These will be pro-rated according to your rent payment dates.
Payroll costs no longer need to be included on your Year-end Form. Please remember, however, that not all items listed against your Staffing Budget are “payroll costs” (for example, health and wellbeing, bought-in services, pooled staffing services, and training claims).
Changes to the Year-end Form
The Year-end Form is an Excel spreadsheet and it can be downloaded from our website.
tab one contains guidance on completing the form
tab two concerns goods and services, and
tab three confirms that you no longer need to include payroll costs on your form
Top tip one: Please remember to complete the required fields on tab two which ask for the MP’s name, the name of the person completing the form, and the date of submission.
Top tip two: If you are unsure about whether to include something on your Year-end Form, first check our guidance, but if any doubts remain ask your Account Manager for assistance.
Your Account Manager can also check your form for you if any drafts are provided to us before the deadline for submission.
Year-end as a year-round process
Year-end is about ensuring costs are allocated against the financial year to which they relate.
IPSA-capped budgets are provided to cover costs incurred over the course of a financial year. Any budget remaining at the end of that year cannot be carried forward.
It is important year-end should be a year-round process to ensure you use the budget available to you most effectively.
In practice, this means keeping track of costs that you will include on your Year-end Form when they are incurred.
It also means starting the financial year with an understanding of your projected costs for the next 12 months. When your forecast your spending, include a reasonable degree of flexibility, and then track the variance between your projected and actual costs as the year progresses.
For more information, visit Year-end 2022-23 – budget management or attend our webinar.
Key deadlines
23:59 on 14 April – deadline to submit your Year-end Form to info@theipsa.org.uk. Any forms submitted after this time will not be processed.
23:59 on 14 April – payroll cut-off for items to be included in the April payroll.
23:59 on 14 April – deadline for any requests, whether via email or a Direct Payment Correction Form, to correct any 2022-23 claims. Any requests made after this time will not be actioned.
23:59 on 28 April – deadline to reconcile March payment card lines and have them approved. Any March payment card lines reconciled/approved after this time will be assigned to 2023-24.
23:59 on 12 May – deadline for all claims listed on Year-end Form to be submitted and approved. Any claims submitted/approved after this time will be assigned to 2023-24.
Year-end webinar
Please watch our recorded Year-end webinar for further guidance.