Bulletin, 1 February (Year-end, subletting, constituents, constituency office POC, digital imprints)

This bulletin contains information about:

• Year-end 2023-24 guidance

• Subletting

• Important reminder – engaging with potential new constituents

• Constituency office – proof of concept

• Digital imprints

Year-end 2023-24 guidance

Each year IPSA, together with MPs, must complete a year-end process to ensure costs for goods and services are allocated to the correct financial year before we publish our final accounts.

The year-end process is an important part of the accounting calendar and applies to all organisations, whether in the public or the private sector.

Information provided at year-end is part of the annual reporting summary which underpins IPSA’s work to assure the general public that MPs’ use of public money is well regulated.

You can read this year's guidance, download a Year-end Form, and read the letter from our CEO Ian Todd, by visiting Year-end 2023-24.

Subletting

We have published updated guidance on subletting, including a new Subletting Form. Please review the guidance which is designed to support your understanding of and compliance with IPSA’s rules.

It is important to note our definition of a sublet, which includes a broader range of non-parliamentary activities than you may be used to, all of which must be declared to IPSA.

Please ensure that IPSA receives any sublet repayments within 30 days of their due date or that the rent paid by IPSA only covers the MP’s proportion of rent and associated costs.

If you have any questions about the updated guidance, please contact us.

Important reminder – engaging with potential new constituents

IPSA cannot fund any costs associated with engaging with potential new constituents in the newly determined constituency boundaries, which come into effect from the next General Election.

You are unable to claim for the costs of working with constituents who are not in your current constituency.

This includes the costs of communications (leaflets, social media, website engagement, press releases) and the costs of travel into the new constituency to work with stakeholders.

Before the election, all engagement with your new constituency is considered to be campaigning and thus is not claimable from IPSA.

Please do follow this guidance when making claims or buying services as any claims that cannot be paid will be published as ‘rejected’. We publish details of all MPs’ business costs to ensure members of the public have transparency over MPs’ funding.

Constituency Office – proof of concept

We are pleased to share with you that IPSA recently launched its Constituency office – proof of concept.

This is a small-scale project to explore whether using a professional company to help identify and secure constituency offices will simplify and improve the experience of finding and setting up an office.

We have selected Eddisons as a company with significant experience in property management and they are already working with several offices whose leases expire soon.

This is a really exciting opportunity if you are thinking of moving office or want to negotiate a renewal at your current office.

There are a limited number of spaces available, so if you would like more information, please do not hesitate to contact us.

Digital imprints

We have published new guidance on digital imprints on our website, which is there to help you understand when your material may require an imprint.

Generally speaking, if your material is funded by the House of Commons or IPSA in accordance with the rules – i.e. not party-political or self-promotional material – then it is unlikely to require an imprint.

If you are unsure, please get in touch with the Electoral Commission or with IPSA and consider including an imprint to ensure you are not in breach of the rules.