Year-end 2021-22

Each year IPSA, together with MPs, must complete a year-end process to ensure that costs for goods and services are allocated to the correct financial year before we publish our final account In this section you will find:

Below is a brief guide to year-end including the important dates for tasks to be completed.

We are keen to help you through the year-end process. There are weekly webinars to explain the process, and regular drop-in sessions to answer queries. The year-end drop-in session takes place every Tuesday from 2.30 to 4pm. You can join the sessions using this Teams link.

You can book a call with your IPSA Account Manager for individual support.

What is year-end?

The formal closure of accounts for 650 MPs and IPSA – the “organisation” of your expenditure into the correct financial year.

When is year-end?

A financial year runs from 1 April to 31 March .

Why do we have to do it?

All organisations complete and submit a set of accounts each year.

IPSA is a public body and is required, with MPs, to follow the timeline set out by Treasury.

IPSA also publishes MP expenditure every year. This information comes from the final accounts. It’s important for you, and for IPSA, that we get it right.

What do you have to do, and when?

  1. Ensure claims to be paid from your 2021-22 budgets are submitted by 31 March 2022.

  2. If you can’t submit all claims for 2021-22 by 31 March 2022, complete a year-end form and submit it to info@theipsa.org.uk no later than 14 April 2022.

  3. Reconcile all payment card lines from March 2022 or earlier by 29 April 2022.

  4. Ensure all claims that you listed on your year-end form are submitted and approved by 13 May 2022.

  5. For payroll forms and timesheets please refer to page 13 of the full guidance for all payroll-related deadlines.

  6. Complete all outstanding actions in your IPSA Online task manager.

  7. Repay, or arrange to repay, all money owed to IPSA.

Remember:

  • You must allow time for your claims to move through the IPSA Online business costs system and be approved before 13 May 2022.

  • Any claims not approved by IPSA by 13 May 2022, or claims that are submitted after 13 May 2022 that were on your year-end form, will have the cost allocated to 2022-23

  • Any payment card lines reconciled after 29 April 2022 will have the cost allocated to 2022-23.

  • If you submit a claim between 1 April and 13 May 2022 with an expense line date of 31 March 2022 or before and you didn’t include it on your year-end form, we will talk to you about the claim before we move it back to 2021-22.

  • If we return a claim to you on or before 13 May 2022 that requires further action, you need to complete the action on or before 13 May 2022 – and allow time for us to approve it. If a claim is not approved by IPSA by 13 May 2022, the cost will be allocated to 2022-23.

  • Any claims or payroll costs that relate to 2021-22 which have not been submitted on this timetable using the correct forms will not be included in the 2021-22 annual publication data.

  • IPSA will not be able to make late adjustments other than in very exceptional circumstances .

  • For full details of timelines, please refer to the main guidance.

Pro-tips

  1. Claim and reconcile as much as possible, as early as possible .

  2. If rent is claimed via reimbursement – if necessary, remember to include it on the year-end form (for example, rent that is paid mid-month).

  3. Proxies – ask your MP to check for and action, tasks in their IPSA Online task manager.

  4. MPs – check that your team has completed all tasks in their IPSA Online task manager .

  5. All – check task manager regularly – a claim might get unexpectedly returned to you .

  6. Do not miss the deadline to submit a year-end form to tell us the costs you need us to move for you .

  7. Book a call with your own account manager to ask for help with any part of the process.