INTRODUCTION
During
each session of Congress, each Member has a single
Members' Representational Allowance (MRA) available
to support the conduct of official and representational
duties to the district from which elected. Ordinary
and necessary expenses incurred by the Member or
the Member's employees within the United States,
its territories, and possessions in support of the
conduct of the Member's official and representational
duties to the district from which elected are reimbursable
in accordance with the regulations contained in
this Members Congressional Handbook.
Ordinary
and necessary means reasonable expenditures in support
of official and representational duties to the district
from which elected that are consistent with all
applicable federal laws, Rules of the House of Representatives,
and regulations of the Committee on House Administration.
The following regulations of the
Committee on House Administration, collectively
known as the Members Congressional Handbook
(Handbook), govern all expenditures from the MRA.
The
Handbook regulations are guidelines that assist
Members in determining whether expenses are reimbursable.
Therefore, the Handbook contains broad descriptions
of reimbursable expenses, but is not an exhaustive
list of such expenses.
Questions
about reimbursement of an expense should be directed
to the Committee on House Administration at x58281
prior to incurring the expense.
Reimbursement
will not be allowed for expenses that are specifically
prohibited.
For
all questions relating to equipment and equipment-related
issues, refer to the Users Guide to Purchasing
Equipment, Software, and Related Services, available
from the Committee on House Administration.
Routine
administrative requests (equipment, computer services,
etc.) should be directed to the appropriate administrative
offices under the Chief Administrative Officer (CAO).
For further information relating to any of the CAOs
services, please refer to the CAOs Web site
on the Intranet (http://onlinecao.house.gov/) or
call First Call/One Call at x58000.
MEMBERS
REPRESENTATIONAL ALLOWANCE
General
When an expense is incurred, the Member must determine
the primary purpose for the expenditure. Is the
primary purpose for the expenditure official and
representational? Or is it primarily related to
personal, political, campaign, or committee activities?
Only expenses the primary purpose of which are official
and representational and which are incurred in accordance
with the Handbook are reimbursable.
1.
The MRA may only be used for official and representational
expenses.
2.
A Member may expend personal funds in support of
his official and representational duties.
3.
The MRA may not be used to pay for any expenses
related to activities or events which are primarily
social in nature.
4.
The MRA may not pay for personal expenses.
5.
The MRA may not pay for campaign expenses.
6.
The MRA may not pay for political expenses.
7.
The MRA may not pay for committee expenses.
8.
Committee resources may not pay for a Members
official and representational expenses.
9.
Campaign funds may not pay for a Members official
and representational expenses.
10.
A Member may not maintain, or have maintained for
his use, an unofficial office account for the purpose
of defraying or reimbursing ordinary and necessary
expenses incurred in support of a Members
official and representational duties.
11.
A Member may not accept from any private source
in kind support having monetary value for an official
activity.
12.
Only appropriated funds, not personal or unofficial
funds, may be used to pay for mail sent under the
frank.
13.
Each Member is personally responsible for the payment
of any official and representational expenses incurred
that exceed the provided MRA or that are incurred
but are not reimbursable under these regulations.
14.
Unless specifically authorized by an applicable
provision of federal law, House Rules, or Committee
Regulations, no Member, relative of the Member,
or anyone with whom the Member has a professional
or legal relationship may directly benefit from
the expenditure of the MRA.
15.
The MRA is available for services provided and expenses
incurred from January 3 of one year through January
2 of the following year. All expenses incurred will
be charged to the allowance available on the date
the services were provided or the expenses were
incurred.
16.
The MRA is not transferable between years.
17.
Requests to obligate prior years funds after
January 2 of the succeeding year will be considered
by the Committee when a Member provides documentation
demonstrating a bona fide intent to obligate the
prior years funds during the applicable year.
Budgeting
and Disclosure
The Committee recommends that each Member establish
an annual budget for the MRA. To assist in this
process, the Office of Finance sends each Member
monthly statements showing year-to-date expenditures
and obligated amounts. The quarterly expenditures
reflected in these statements are compiled and published
as the Quarterly Statement of Disbursements, which
is a public document.
Disbursements
Disbursements from the MRA are made on a reimbursable
or direct payment basis and require specific documentation
and Member certification as to accuracy and compliance
with applicable federal laws, House Rules, and Committee
Regulations.
Reimbursements
and payments from the MRA may be made only to the
Member, the Member's employees, or a vendor providing
services to support the operation of the Member's
offices.
See
Disbursements (42).
Incidental
Use
Incidental personal use of equipment and supplies
owned or leased by, or the cost of which is reimbursed
by, the House of Representatives is permitted only
when such use is negligible in nature, frequency,
time consumed, and expense.
For
example, limited use of government resources to
access the Internet, to send or receive personal
e-mail, or to make personal phone calls is permissible,
so long as the use meets the above criteria, and
otherwise conforms with the Regulations of the Committee
on House Administration and the Code of Official
Conduct (House Rule XXIV).
A
Member office may adopt a more restrictive incidental
use policy.
Overspending
Each member is personally responsible for the payment
of any official and representational expenses incurred
that exceed the provided MRA. If a Member incurs
an obligation to the U.S. House of Representatives
and the amount of the obligation incurred exceeds
the MRA, the Member shall pay the obligation from
personal funds. If the Member fails to pay the obligation
voluntarily, the CAO will deduct the amount owed
from any pay, mileage, or expense money due to the
Member in the case of a sitting Member or through
an administrative offset or legal action in the
case of a former Member. The Office of Finance will
notify a Member if that Member is projected to overspend
the MRA.
Contact
the Office of Finance at x57474 or the Committee
on House Administration at x58281 for assistance
with accounting and budgeting.
Telecommuting
Ordinary and necessary telecommuting expenses incurred
in compliance with the Committee on House Administration
telecommuting policy are reimbursable. Offices may
obtain a copy of the Telecommuting policy and agreement
by clicking here.
STAFF
General
Each Member is the employing authority; the Member
determines the terms and conditions of employment
and service for their staff. These terms and conditions
must be consistent with applicable federal laws
and House Rules.
1.
Personnel actions affecting employment positions
in the House of Representatives must be free from
discrimination based on race, color, national origin,
religion, sex (including marital or parental status),
service in the military, disability, or age.
2.
A Member may not retain an employee on the Members
payroll who does not perform official duties commensurate
with the compensation received for the offices of
the employing authority. (House Rule XXIV, clause
8(a)).
3.
Employee means an individual appointed to a position
of employment in the House of Representatives by
an authorized employing authority including individuals
receiving pay disbursed by the CAO and individuals
in a Leave Without Pay or Furlough status.
4.
Staff means all individuals including employees,
fellows, unpaid interns, and volunteers who serve
in the office of a Member.
5.
Annual rates of pay may not exceed the amount specified
in the Speakers Pay Order.
6.
Total compensation in any month including any lump
sum and regular pay (including cash reimbursement
for accrued annual leave) may not exceed 1/12th
of the maximum rate of pay specified in the Speakers
Pay Order.
7.
Retroactive pay adjustments are not authorized.
8.
Government contributions to retirement, life insurance,
Thrift Savings Plan, and health benefits programs
are not charged to the MRA.
9.
Each month, Member Offices receive a Payroll Certification
Form from the Office of Human Resources that lists
the annual pay and gross pay earned for each employee.
If an employee is a relative of a current Member
of Congress, the nature of the relationship to the
Member must be noted on the Payroll Certification
Form. The Member must certify the information and
return the form to the Office of Human Resources
no later than the 15th day of the month. Contact
Human Resources at x51435 for payroll forms.
Categories
of Staff
Employee
Ceiling
Under 2 U.S.C. § 92 each Member of the House
of Representatives may employ 18 permanent employees
and 4 additional employees. The 4 additional employees
must be appointed to one of the following categories:
1.
Interns
2.
Part-time employees
3.
Shared employees
4.
Temporary employees
5.
Employees on leave without pay
Employees
The term employee means an individual appointed
to a position of employment in the House of Representatives
by an authorized employing authority including individuals
receiving pay disbursed by the CAO and individuals
in a Leave Without Pay or Furlough status.
Interns
Interns, paid or unpaid, must perform services for
the Member as part of a demonstrated educational
plan. Each Member is responsible for determining
the activities of the Members interns.
Paid
interns may work for no more than 120 days in a
12-month period and are not employees for purposes
of compliance with the minimum wage and overtime
provisions of the Fair Labor Standards Act.
In
regard to unpaid interns, Members must comply with
the rules and regulations established by the Committee
on Standards of Official Conduct (x57103).
Interns
are ineligible for the following benefits:
1.
Federal Employees' Retirement System
2.
Federal life insurance
3.
Federal health insurance
4.
Thrift Savings Plan
Part-time
Employees
The term part-time employee means an individual
who is employed by the Member and whose normally
assigned work schedule is not more than the equivalent
of 15 full working days per month.
Temporary
Employees
The term temporary employee means an individual
who is employed for a specific purpose or task and
who is employed for not more than 90 days in a 12-month
period, except that the term of such employment
may be extended with the written approval of the
Committee on House Administration.
Temporary
employees are ineligible for the following benefits:
1.
Federal Employees' Retirement System
2.
Federal life insurance
3.
Federal health insurance
4.
Thrift Savings Plan
Shared
Employees
The term shared employee means an employee who is
paid by more than one employing authority of the
House of Representatives.
1.
Two or more employing authorities of the House may
employ an individual.
2.
Such shared employees must work out of the office
of an employing authority, but are not required
to work in the office of each employing authority.
The pay from each employing authority shall reflect
the duties actually performed for each employing
authority. The name, title, and pay of such an individual
will appear on each employing authority's Payroll
Certification. Such employees may not receive pay
totaling more than the highest rate of basic pay
in the Speaker's Pay Order applicable to the positions
they occupy.
3.
Employees may not be shared between a Member or
Committee office and the office of an Officer of
the House if the employee, in the course of duties
for an Officer, has access to the financial information,
payroll information, equipment account information,
or information systems of either Member, Committee,
or Leadership offices.
See
Dual Compensation (10).
Employees
on Leave Without Pay
See
Leave Without Pay (14).
Annuitants
Civilian Annuitant
If a Member employs a Federal civil service annuitant,
the amount of the annual annuity, when added to
the annual rate of pay at which the employee is
to be paid by the Member, may not exceed the highest
rate of basic pay as authorized by the Speakers
Pay Order. The combined total of the civil service
annuity and the amount of the salary will be charged
to the MRA.
Waivers
Member offices will not be granted waivers of applicable
annuity reductions or pay reductions.
Consultants
Only committees are authorized, pursuant to 2 U.S.C.
§ 72a, to procure the temporary services of
consultants.
Consultants
are not authorized for Member Offices.
Contractors
Members may contract with firms or individuals only
for general, non-legislative, office services (e.g.
equipment maintenance, systems integration, data
entry, staff training, photography, custodial services)
for a specific, limited period not to exceed the
Members term. Such contracts are reimbursable.
Such contractors are not employees of the House
and are ineligible for government-provided benefits.
Contractors
do not count against the Members Employee
Ceiling.
Members
are advised to consult the Committee on House Administration
when entering into such contracts.
See
Custodial Services (23), Educational Expenses (16),
Interpreting and Translation Services (18), Temporary
Agencies (7), and Web Sites (36).
Detailees
The term detailee means a non-Congressional federal
employee assigned to a committee for a period of
up to one year.
Detailees
may not be assigned to a Member office (2 U.S.C.
§72a(f)).
Fellows
The term fellow means an individual performing services
in a House office on a temporary basis as part of
an established mid-career education program while
continuing to receive the usual compensation from
his or her sponsoring employer.
Fellows
may be assigned to a Member office.
Fellows
do not count against the Members Employee
Ceiling.
The
use of fellows is subject to regulations established
by the Committee on Standards of Official Conduct.
Contact the Committee on Standards of Official Conduct
at x57103.
Temporary
Agencies
Ordinary and necessary expenses related to services
provided by an individual employed by a temporary
agency are reimbursable if the following conditions
are met:
1.
Payment for such services is commensurate with the
official duties performed by the individual.
2.
Such an individual remains an employee of the agency
and is not eligible for pay, benefits, rights, or
privileges available to House employees.
3.
The total of such individuals and employees may
not exceed 22 individuals.
See
Contractors (7).
Volunteers
The term volunteer means an individual performing
services in a House office without compensation
from any source.
The
voluntary service should be of significant educational
benefit to the participant and such voluntary assistance
should not supplant the normal and regular duties
of paid employees.
Volunteers
should be required to agree, in advance and in writing,
to serve without compensation. (31 U.S.C. §
1342 & Comp. Gen. Op. B69907).
Volunteers
do not count against the Members Employee
Ceiling.
The
use of volunteers is subject to regulations established
by the Committee on Standards of Official Conduct.
Contact the Committee on Standards of Official Conduct
at x57103.
Employment
Law
Congressional
Accountability Act
Pursuant to the Congressional Accountability Act
House employing offices are accountable under the
following laws:
1.
Fair Labor Standards Act of 1938
2.
Title VII of the Civil Rights Act of 1964
3.
The Americans with Disabilities Act of 1990
4.
The Age Discrimination in Employment Act of 1967
5.
The Family and Medical Leave Act of 1993
6.
The Employee Polygraph Protection Act of 1988
7.
Worker Adjustment and Retraining Notification Act
8.
The Rehabilitation Act of 1973
9.
Veterans' Reemployment Rights
10.
Federal Labor-Management Relations
11.
The public service and accommodations provisions
of the Americans with Disabilities Act
12.
The Occupational Safety and Health Act of 1970
The
Office of Compliance has published A Guide to the
Congressional Accountability Act of 1995, which
is available from the Office of Compliance, Room
LA-200, John Adams Building, Library of Congress,
Washington, D.C. 20540-1999, (202) 724-9250. The
Office of Compliance also provides materials that
employing offices can use to notify employees of
their rights and protections under the CAA.
A
Model Employee Handbook providing sample office
policies to assist in developing an organization
that complies with applicable laws and House Rules
is available on the House Intranet Web Site: http://intranet.house.gov/
The
Office of House Employment Counsel is available
to provide advice and guidance on employment matters
generally, and on establishing office policies consistent
with these laws, x57075.
Nepotism
1. Under the federal statute prohibiting nepotism
(5 U.S.C. § 3110) the term public official
includes: a Member, an employee and any other individual,
in whom is vested the authority by law, rule, or
regulation, or to whom the authority has been delegated,
to appoint, employ, promote, or advance individuals,
or to recommend individuals for appointment, employment,
promotion, or advancement.
2.
Such a public official may not appoint, employ,
promote, advance or advocate for appointment, employment,
promotion, or advancement in or to a position in
the office in which that public official is serving
or over which that public official exercises jurisdiction
or control any individual who is a relative of that
public official.
3.
Every employee must certify relationship to any
Member of Congress on a certificate of relationship
form available from Human Resources. If, at any
time, the relationship of an employee to any current
Member of Congress changes the employee must file
an amended certificate of relationship form with
the employing office. Contact Human Resources at
x51435 for such forms.
4.
Individuals with the following relationship to the
Member may not be employed by the Member:
Aunt
Half-sister
Son-in-law
Brother
Husband
Stepbrother
Brother-in-law
Mother
Stepdaughter
Daughter
Mother-in-law
Stepfather
Daughter-in-law
Nephew
Stepmother
Father
Niece
Stepsister
Stepson
Father-in-law
Sister
First cousin
Sister-in-law
Uncle
Half-brother
Son
Wife
However,
if a House employee becomes related to the employing
Member (by marriage) the employee may remain on
the Members personal or committee payroll.
Similarly, if a Member becomes the employing authority
of a relative who was hired by someone else (e.g.,
the Member ascends to the chairmanship of a Committee
or subcommittee for which the relative is already
working) the relative may remain on the payroll.
However, the Member may not then give that individual
further promotions or raises, other than cost-of-living
or other across-the-board adjustments.
The
statute does not prohibit a Member from employing
two individuals who are related to each other but
not to the Member (See, House Ethics Manual, pp.
187 and 188).
Contact
the Committee on Standards of Official Conduct at
x57103 for further information.
Non-Disclosure
Oath
House Rule XLIII, clause 13, requires Members and
employees to execute an oath of non-disclosure before
having access to classified information.
Post-Employment
Restriction
Members, officers, and employees paid at an annual
rate of $116,025 (2003) or more for at least 60
days in the one-year period prior to termination,
are subject to post-employment restrictions. The
restrictions on post-employment activities are outlined
in the House Ethics Manual. Questions should be
directed to the Committee on Standards of Official
Conduct at x57103.
Working
from Home due to a Disability
In accordance with the Americans with Disabilities
Act (ADA), a Member may reasonably accommodate a
qualified employee with a disability by allowing
the employee to work at home. As a condition of
such a request, the Member may require certification
from a physician of the need for such accommodation.
See
Congressional Accountability Act (8) and Telecommunications
(21).
Pay
Appointment
The official appointment of each employee requires
the Member's signature on the payroll authorization
form. Required payroll forms must be received by
Human Resources no later than the last business
day of the month in which the appointment is effective.
Subsequent adjustments to a payroll appointment
(pay adjustments, title changes, furlough status,
terminations, etc.) must also be made on the appropriate
forms. Such forms are due at Human Resources by
the 15th day of the month in which the adjustment
is effective.
Dual
Compensation
Aggregated gross annual salaries for those receiving
payment from the House who are also receiving payment
from the U.S. Senate, Architect of the Capitol,
or any other department or agency of the U.S. Government,
may not exceed $27,822 (2003). (5 U.S.C. §5533).
Financial
Disclosure
Members and employees receiving basic pay of $102,168
(2003) or greater for at least 60 days during any
calendar year must file a Financial Disclosure Statement
upon appointment, termination, and annually. The
threshold is subject to change.
Each
Members office that does not have an employee
paid at or above the threshold must designate one
employee as the Principal Assistant
who must file a Financial Disclosure Statement.
Ordinary
and necessary expenses incurred by Members and their
employees, in support of the filing of reports consistent
with the provisions of the Ethics in Government
Act, are reimbursable.
Contact
the Committee on Standards of Official Conduct at
x57103.
Lump
Sum Payments
A Member may authorize a lump sum payment to an
employee for any purpose consistent with the following:
1.
Payments must be consistent with House Rule XXIV,
clause 8(a), which requires that employees perform
official duties commensurate with the compensation
received. Employees may not be compensated from
public funds to perform non-official, personal,
political, or campaign activities on behalf of the
Member, the employee, or anyone else.
2.
A lump sum payment may not be more than the monthly
pay of the employee receiving the lump sum payment.
3.
Lump sum payments may be for services performed
during more than one month.
4.
Members may provide lump sum payments for accrued
annual leave only if such leave was accrued in accordance
with written personnel policies established prior
to the accrual of such leave.
5.
Total compensation in any month including any lump
sum payment and regular pay (including cash reimbursement
for accrued annual leave) may not exceed 1/12th
of the maximum rate of pay specified in the Speakers
Pay Order.
6.
Lump Sum Payments will be disclosed separately in
the Quarterly Statement of Disbursements.
7.
Lump sum payments are considered as part of rate
of pay under the Speakers Pay Order.
8.
Lump sum payments are considered supplemental
wages for taxation.
9.
Lump sum payments are not considered as part of
basic pay for calculating Thrift Savings
Plan, life insurance, and federal pensions.
10.
Contact the Committee on Standards of Official Conduct
at x57103 for information on the treatment of lump-sum
payments with regard to financial disclosure, post-employment
restrictions, and outside earned income limitations.
See
Pay Adjustments (12).
Overtime
Wage Rate Compensation
Employees who are covered by the minimum wage and
overtime provisions of the Fair Labor Standards
Act (non-exempt) must be compensated
at time-and-a half for all hours worked in excess
of 40 hours during any work week, either in pay
or in time-off during the same pay period in accordance
with consistently applied office personnel policies.
Overtime
wage sheets must be received by Human Resources
no later than the 15th day of the month following
the month in which overtime wages were earned.
Contact
Human Resources at x52450 for the appropriate forms.
Contact
the Office of House Employment Counsel at x57075
for assistance in establishing overtime and time-off
policies.
Pay
Adjustments
Members may adjust, in any month, an employees
pay to reflect exceptional, meritorious, or less
than satisfactory service.
Such
adjustments must be received by Human Resources
by the 15th day of the month in which the adjustment
is to be effective.
Retroactive
pay adjustments are not authorized.
See
Lump Sum Payments (11).
Payroll
Schedule
The monthly payroll is based on a 30-day pay period.
(5 U.S.C. §5505).
Payment
is made on the last business day of the month, except
for the month of December when payment is made on
the 20th day of the month or on the preceding business
day when the 20th falls on a Saturday or Sunday.
(5 U.S.C. §5505).
Rates
of Compensation
Members are responsible for adhering to the applicable
minimum wage provisions of the Fair Labor Standards
Act ($5.15 per hour as of September 1, 1997).
Interns
are not employees for purposes of compliance with
the minimum wage and overtime provisions of the
Fair Labor Standards Act.
The
maximum rate of pay established for Member Offices
by Order of the Speaker is $153,022 as of January
1, 2004 .
Terminations
Terminations must be made on a Payroll Authorization
Form and submitted to Human Resources as soon as
the date of termination is known. If the termination
notice is received by Human Resources after the
15th day of the month, the payroll check for that
month may have already been processed. If an employee
is overpaid, the Member is responsible for obtaining
reimbursement.
Leave
General
The Member determines the terms and conditions of
employment, including provisions for leave (e.g.
Annual, Administrative, and Sick).
Contact
the Office of House Employment Counsel at x57075
for model leave policies.
Family
and Medical Leave (FMLA)
A person employed by the House for at least one
year and for a total of at least 1,250 hours during
the previous 12-month period is entitled to up to
a total of 12 weeks of unpaid leave during any 12-month
period for the following family and medical reasons:
1.
For the birth of a child and to care for the newborn
child.
2.
To adopt a child or to receive a child in foster
care.
3.
To care for a spouse, son, daughter, or parent who
has a serious health condition.
4.
For the employee's own serious health condition
which makes the employee unable to perform the functions
of his or her job. (29 U.S.C. § 2601 et seq.)
Employees
on Family and Medical Leave remain eligible for
all benefits.
Furlough
Furlough is an absence without pay initiated by
the Member. Placement in Furlough status is at the
discretion of the Member, unless statute otherwise
requires placement in such status.
1.
To be eligible for appointment to Furlough status
at the discretion of the Member, an employee must
have been employed by the Member for the entire
month prior to the effective date of Furlough status.
2.
An employee placed in a Furlough status continues
to fill an employee position. The name of such employees
will be listed on the monthly payroll certification
forms.
3.
Continuation of employee benefits while in a Furlough
status:
a.
Health benefits enrollment and coverage may be continued
for up to 12 months. However, to maintain such enrollment
and coverage, an employee placed in a Furlough status
is responsible for the payment of the employee's
portion of the insurance premium for the period
of the Furlough status, either by direct payment
or by incurring a debt to the House. Employees should
contact Human Resources for more information on
applicable regulations.
b.
Life insurance continues for up to 12 months without
employee contribution.
c.
Retirement coverage continues without employee contribution.
Up to 6 months in a calendar year is credited for
service in the annuity computation.
4.
The placement of an employee in a Furlough status
must be made on the appropriate form provided by
Human Resources and received no later than the 15th
day of the month in which the placement is to be
effective. Contact Human Resources at x52450 for
such forms.
Contact
Human Resources at x52450 for information on employee
benefits while on Furlough.
Jury
and Witness Duty
Under 2 U.S.C. § 130b, the pay of an employee
shall not be reduced during a period of absence
with respect to which the employee is summoned as
a juror; or as a witness on behalf of any party
in connection with any judicial proceeding to which
the United States or a State or local government
is a party.
An
employee may not receive fees for service as juror
in a court of the United States or the District
of Columbia; or as a witness on behalf of the United
States or the District of Columbia. If an employee
receives an amount (other than travel expenses)
for service as a juror or witness in such a court
the employee must remit such amount to the Office
of Finance for deposit in the general fund of the
Treasury.
Leave
Without Pay (LWOP)
LWOP is an absence without pay. LWOP status is initiated
by the employee and is subject to Member approval,
unless statute otherwise requires placement in such
leave status. To be eligible, an employee must have
been employed by the Member for the entire month
prior to the effective date of the LWOP status.
1.
As a basic condition for approval of LWOP status,
there should be a reasonable assurance that the
employee will return to duty at the end of the approved
period. Members are encouraged to contact the Committee
on Standards of Official Conduct at x57103 prior
to approving a LWOP status request to confirm that
no conflict of interest issues exist.
2.
LWOP status should be requested in advance of the
period of absence.
3.
LWOP status may not exceed 12 months in a 24-month
period.
4.
When an employee has been appointed to LWOP status,
he or she continues to fill a payroll position.
The name of such employees will be listed on the
monthly payroll certification forms.
5.
Continuation of Employee Benefits while on LWOP
status:
a.
Health benefits enrollment and coverage may be continued
for up to 12 months. However, to maintain such enrollment
and coverage, an employee placed in a LWOP status
is responsible for the payment of the employee's
portion of the insurance premium for the period
of the LWOP status, either by direct payment or
by incurring a debt to the House. Employees should
contact Human Resources for more information on
applicable regulations.
b.
Life insurance continues for up to 12 months without
employee contribution.
c.
Retirement coverage continues without employee contribution.
Up to 6 months in a calendar year is credited for
service in the annuity computation.
6.
The placement of an employee on LWOP status must
be made on the payroll authorization form available
from Human Resources and received by Human Resources
no later than the 15th day of the month in which
the placement is to be effective. Contact Human
Resources at x52450 for such forms.
Contact
Human Resources at x52450 for information on employee
benefits while on LWOP.
Military
Leave
Employees who are members of a National Guard or
Armed Forces Reserves unit are entitled to leave
without loss in pay, time, or performance or efficiency
rating for active duty or engaging in field or coast
defense training as a Reserve of the armed forces
or member of the National Guard. Leave accrues for
an employee or individual at the rate of 15 days
per fiscal year and, to the extent that it is not
used in a fiscal year, accumulates for use in the
succeeding fiscal year until it totals 15 days at
the beginning of a fiscal year. (5 U.S.C. §
6323).
Contact
the Office of House Employment Counsel for additional
information on the rights, benefits, and obligations
of individuals absent from employment for service
in a uniformed service. (38 U.S.C. §§
4317 4319).
OFFICIAL
& REPRESENTATIONAL EXPENSES
General
Appliances
Ordinary and necessary expenses for small appliances
(microwaves, coffee makers, etc.) for use in the
Members congressional offices are reimbursable.
Equipment
that exceeds $500 in value must be added to the
Members office inventory.
Contact
Office Systems Management at x53994 to revise an
office inventory.
An
Artistic Discovery, The Congressional Art Competition
Ordinary and necessary expenses, within a category
of authorized official and representational expenses,
related to the congressional art competition, An
Artistic Discovery, are reimbursable.
A
Member may not mail An Artistic Discovery entry
under the Frank. Shipping An Artistic Discovery
entry by means other than the Frank is reimbursable.
Certificates
Certificates of recognition to a person who has
achieved some public distinction for distribution
in connection with official and representational
duties are reimbursable.
Certificates
must comply with the Franking Regulations.
Contact
the Franking Commission at x59337.
See
Gifts and Donations (17).
Clipping
Services
Ordinary and necessary expenses related to clipping
services (newspapers, periodicals, magazines, etc.)
are reimbursable.
See
Publications (20).
Decorating
Expenses
Decorations of nominal value (such as frames, bookends,
flags, seals, etc.) for Congressional offices are
reimbursable.
Contact
the Committee on House Administration at x58281
for a list of government agencies that provide wall
decorations free of charge.
See
Framing (17) and Furniture (17).
Deposits
Security and other deposits are not reimbursable
and must be paid from the Members personal
funds. Each Member should notify vendors that any
return of deposits should be made to the Member.
See
Advance Payments (42), District Office Leases (23),
Booths (27), and Officially Leased Vehicles (40).
Drug
Testing
Ordinary and necessary expenses related to drug
testing, in accordance with the Members written
drug-testing policy, are reimbursable.
Offices
should consult with the Office of House Employment
Counsel at x57075 when establishing drug-testing
policies.
Dues
Dues, membership fees, assessments, and annual fees
are not reimbursable. (5 U.S.C. § 5946).
Educational
Expenses
Ordinary and necessary expenses for Members or employees
to attend conferences, seminars, briefings, professional
training, and informational programs related to
the official and representational duties to the
district from which elected are reimbursable.
1.
Members or employees may not be reimbursed for expenses
to attend educational programs in order to obtain
a primary, secondary, graduate, post-graduate, or
professional degree.
2.
Expenses associated with acquiring or maintaining
professional certification or licensing are not
reimbursable.
See
Advance Payments (42) and Contractors (7).
Employment-Related
Expenses
Ordinary and necessary expenses related to filling
employment vacancies are reimbursable.
The
following expenses are not reimbursable:
1.
Transportation to and from employment interviews.
2.
Relocation expenses upon acceptance or termination
of employment.
3.
Relocation expenses incidental to a change in duty
station.
Flags
U.S. flags for purchase by individuals may be obtained
by a Member from the Office Supply Service (OSS)
(x53321). Initially, the costs of the flags will
be charged to the MRA. Once payment for a flag is
received by the Member office, the office may submit
the check to OSS. OSS will credit the Members
account.
If
a request is made to have a U.S. flag flown over
the Capitol, an additional flag flying fee must
be paid by the individual purchasing the flag. See
Gifts and Donations (17).
Food
and Beverage Expenses
Members and employees may be reimbursed for food
and beverage expenses incidental to an official
and representational meeting that includes a person(s)
who is not a Member or employee of the House.
Members
and employees may not be reimbursed for food and
beverage expenses related to social activities or
social events (e.g. hospitality, receptions, entertainment,
holiday or personal celebrations, and swearing-in
or inauguration day celebrations).
Members
and employees may not be reimbursed for the cost
of alcoholic beverages.
See
Town Hall Meetings (21).
Framing
Framing services for items to be displayed in the
Members Congressional offices are reimbursable.
In Washington, D.C., when a Member uses the in-House
framing service provided by the CAO, charges will
be automatically charged to the MRA.
See
Decorating Expenses (16) and Gifts and Donations
(17).
Furniture
Furniture (furniture, carpet, drapes, etc. (including
repairs) for Washington, D.C., congressional offices
are supplied and maintained by the CAO through the
Furniture Resource Center (x62421) without charge
to the MRA. Furniture for the Washington, D.C.,
congressional offices is not reimbursable.
Gifts
and Donations
Only the following gifts and donations are reimbursable:
1.
Items purchased for official presentation when on
official travel for the House of Representatives
outside the United States, its territories and possessions.
To purchase items from the House Gift Shop, select
the item(s) and notify the sales clerk that it is
for official presentation business in the course
of overseas travel. Receipts for such items should
be vouchered for payment to the Office Supply Service,
and the voucher description should note that it
is for official presentation in the course of overseas
travel.
2.
U.S. flags flown over the Capitol for official presentation
as a gift, including the flag flying fee, are reimbursable.
Such flags must be for the personal use of or display
by the recipient. Donations of flags purchased through
the MRA for fundraising activities are prohibited.
3.
Ordinary and necessary costs associated with the
purchase of presentation folders or frames, which
are of nominal value.
4.
Informational and educational federal government
publications of nominal value.
5.
U.S. Capitol Historical society publications of
nominal value (including calendars).
No
other gifts or donations are reimbursable.
See
Flags (16), Certificates (15), Framing (17), Congressional
Record (20), Printing and Production (33), Photography
Expenses (20), and Postal Expenses (33).
Greetings
Expenses related to the purchase or distribution
of greetings, including holiday celebrations, condolences,
and congratulations for personal distinctions (wedding
anniversaries, birthdays, etc.), are not reimbursable.
See
the Franking Regulations, available from the Franking
Commission at x59337 for information on recognition
of public distinction.
See
Certificates (15).
Insurance
A Member may be asked to provide a certificate of
insurance for the purpose of entering into a lease
for a district office or for securing space in which
to conduct a town-hall meeting or other official
and representational event. The House does not carry
a private insurance policy and generally does not
permit Members to use the MRA to pay for a private
insurance policy.
Under
the provisions of the Federal Tort Claims Act (28
U.S.C. § 2671-2680), the United States acts
as a self-insurer and recognizes liability for the
negligent and wrongful acts or omissions of its
employees acting within the scope of their official
and representational duties. The United States is
liable to the same extent an individual would be
in like circumstances.
Although
the Federal Tort Claims Act is not the equivalent
of private liability insurance, it does provide
an aggrieved party with administrative recourse,
and if that proves unsatisfactory, legal recourse
for damage or injury sustained. Thus, to the extent
negligent acts of Members or congressional staff,
while conducting official and representational duties,
result in either property damage or bodily injury,
such damage or injury should be compensable under
the Act in a manner that affords protection similar
to private liability insurance.
However,
if the provisions of the Federal Tort Claims Act
are not considered adequate, the ordinary and necessary
expenses for liability insurance to cover these
risks are reimbursable. When a compensable event
occurs, the deductible portion of a policy may be
paid from the MRA.
The
expenses of fire and theft insurance are not reimbursable.
Contact
the Office of the General Counsel at x59700 for
guidance regarding the Federal Tort Claims Act.
See
Officially Leased Vehicles (40).
Interpreting
and Translating Services
Ordinary and necessary expenses related to interpreting
and translating services, including accommodations
under the ADA, are reimbursable.
For
events held in House Office Buildings contact the
Congressional Special Services Office at x44048
and the Office of ADA Services at x53005 for assistance.
Late
Fees
Ordinary and necessary fees related to late payments
incurred beyond the control of the Member are reimbursable.
Mass
Transit Benefit
Members and staff in Washington, DC or the district
are eligible for a mass transit benefit not to exceed
$100 per month. For information regarding this benefit,
please contact CAO First Call at x58000.
Messenger
Services
Ordinary and necessary expenses for messenger services
related to the Member's official and representational
duties are reimbursable.
Parking
1. Each Member is provided one garage parking permit
for the Members use; at the prerogative of
the Member, this permit may be assigned to staff.
In addition, each Member is provided five indoor
garage parking permits and two outdoor lot parking
permits.
a.
Garage parking spaces may be reserved. If a space
is reserved by an authorized permit holder, the
permit holder incurs additional taxable income as
a working condition fringe benefit. Under the tax
code and IRS regulations, Members and their staff
have imputed taxable income to the extent that the
fair market value of Government-provided parking
exceeds $175.00/month (the value of the parking
space is subject to future adjustments).
b.
When a garage space is reserved, the Director of
House Garages and Parking Security will notify Human
Resources. Government-provided parking includes
the combined value of parking spaces in Washington,
D.C., and the district. Contact Human Resources
at x52450 to make appropriate tax withholdings.
2.
At the beginning of each Congress, the Office of
House Garages and Parking Security will send parking
permit application forms to each Member's office.
The Member should designate on the forms, to whom
garage or outside parking space permits are to be
issued, and with regard to a garage space, whether
the space is to be assigned on a reserved or unreserved
basis. The application forms must include the individuals
name, House of Representatives ID number (where
applicable), the model, color, and year of the individuals
automobile, and the automobile license number and
state.
3.
All offices must retrieve parking permits from departing
staff. Additionally, offices must notify House Garages
and Parking Security of any transfers or changes
in permit assignments. Notifications should be in
writing on official letterhead and include the Members
signature.
4.
The House of Representatives will not be liable
for any damage caused to or theft of any motor vehicle
or the contents thereof while parked on a House
parking lot when that lot is not attended.
Contact
the Committee on House Administration at x58281.
Photography
Expenses
Ordinary and necessary photography expenses related
to a Member's official and representational duties,
including but not limited to, the Member's official
photo, official photographs for distribution to
constituents, and photograph presentation folders
and frames of nominal value, are reimbursable.
In
Washington, D.C., contact the House Photography
Studio at x52840 for services, charges, and availability.
Publications
Ordinary and necessary expenses related to purchasing
or subscribing to publications, including but not
limited to research materials, reference books,
informational brochures, electronic services, or
periodicals are reimbursable.
All
invoices for subscriptions received by the Office
of Finance through the close of business January
2, will be debited from the current MRA year. Subscriptions
beginning on January 1 or 2, may be debited from
either allowance year, as directed by the Member.
Subscriptions
may exceed the Members term. Subscriptions
that exceed a Members term in office will
be assigned to the Members successor.
See
Advance Payments (42).
Congressional
Record
Costs related to providing Congressional Record
subscriptions to constituents, private entities,
or public entities are not reimbursable.
Offices
are authorized to purchase additional copies of
the Congressional Record, as necessary for office
use.
Staff
Meetings
Members and staff may attend staff meetings at a
Member-authorized location in the Members
State or in the Capitol Hill complex (U.S. Capitol,
House and Senate Office Buildings, Library of Congress,
U.S. Botanic Gardens, and the U.S. Supreme Court)
for official and representational purposes, and
may seek reimbursement for expenses relating to
attendance at such meetings, provided that such
expenses are otherwise consistent with all other
Handbook regulations.
The
MRA may not be used for social events or activities.
See
Travel (37), Educational Expenses (16), Food and
Beverage Expenses (17), and Contractors (7).
Supplies
Office supplies to support the conduct of the Member's
official and representational duties are reimbursable.
The
Office Supply Store (OSS) is located in Room B-217
Longworth at x53321. OSS issues each Member an Account
Card for official purchases, which may only be used
by the Member and/or staff. The cost of all items
purchased with the Account Card is charged to the
MRA.
Supplies
for a Member's district office may be procured in
the district through supply stores or through regional
General Services Administration (GSA) supply centers.
House
Gift Shop
OSS also operates a gift shop in B-217A Longworth
which sells souvenirs and mementos to Members, staff,
and the public. Gift Shop purchases may be made
by cash, check or credit card. A Member Account
Card may not be used to purchase items at the Gift
Shop.
Contact
OSS for inquiries on special orders, deliveries,
and OSS statements at x53321.
See
Gifts and Donations (17).
Telecommunications
Ordinary and necessary expenses related to the official
use, including periodic or flat service fees, of
telecommunications lines (voice and data) in the
residence of a Member or employee are reimbursable.
The cost of installation of such lines is not reimbursable.
See
Advance Payments (42).
Town
Hall Meetings
A town hall meeting is an official meeting a Member
holds within the Members district with their
constituents to facilitate the exchange of information
regarding the Member's official and representational
duties.
Ordinary
and necessary expenses related to town hall meetings
are reimbursable.
Ordinary
and necessary expenses include, but are not limited
to, the following:
1.
Advertisements
2.
Rental of rooms, chairs, audio systems
3.
Audio/Video Expenses
4.
Interpreting Services
5.
ADA Accommodations
6.
Reporting and transcription services
7.
Electronic Transmission (Not television)
8.
Custodial Services
9.
Signs/banners/leaflets/flyers that comply with the
Franking Regulations
10.
Security
Members
may invite any Member of Congress to participate
in their official town hall meeting. Travel expenses
for a guest Member or Senator are reimbursable from
the MRA of the host Member.
Town
Hall Meeting notices should include a contact person
to arrange for accommodations for persons with disabilities.
Members
and employees may not accept, from any private source,
in kind support having monetary value for a town
hall meeting. Contact the Committee on Standards
of Official Conduct at x57103.
Joint
Town Hall Meetings
Members may be reimbursed for ordinary and necessary
expenses associated with holding joint town hall
meetings with Members of the House of Representatives,
representing adjacent districts or United States
Senators representing the same state, as specified
below.
1.
Joint town hall meetings can be held in one of the
Members districts, in order to facilitate
the exchange of information regarding the Member's
official and representational duties.
2.
Expenses (excluding mail) may be divided to reflect
an accurate representation of each Members
expenses, and may be directly vouchered through
the Office of Finance with supporting documentation
(invitation, agenda, etc.) for the meeting.
3.
39 U.S.C. § 2910 prohibits Members from sending
any mass mailings outside of the district from which
elected. Therefore, Franked mail expenses that relate
to advertising Joint Town Hall meetings must be
separately accounted for and charged to the MRA
of the Member into whose District the Franked mail
was delivered.
See
Advertisements (25), Food and Beverage Expenses
(17), and Interpreting and Translation Services
(18).
Radio
Town Hall Meetings
Ordinary and necessary expenses related to the purchase
of radio broadcasting time to hold an "electronic"
town hall meeting are reimbursable.
The
radio station broadcasting the town hall meeting
must serve the Members district.
District
Office
Cable
Costs of cable television service in support of
official and representational duties in the district
office(s) are reimbursable.
See
Deposits (16).
Custodial
Services
Ordinary and necessary expenses for custodial services
for district office(s) are reimbursable.
See
Contractors (7).
Furniture
Furniture requests for district congressional offices
are processed through Office Systems Management
and charged to the MRA.
Offices
should submit written requests to Office Systems
Management, B-215 Longworth House Office Building
prior to the purchase of any Furniture for district
offices.
Leases
Rental expenses related to district offices, except
for security deposits, are reimbursable. There is
no limit on the number and size of district offices
a Member may establish. No lease may extend beyond
the Member's elected term. Members must notify the
Office of Finance at x57474 in writing when a lease
is terminated.
District
offices may be located in:
1.
Federal buildings commercial buildings
2.
State, county, or municipal buildings
3.
Mobile district offices
District
office space must be located within a Members
district unless there is no suitable office space
in a federal building in the Members district.
In that event, a district office may be located
in a federal building serving the Members
district.
Members
may not accept free office space from private entities.
Private office space must be leased at a fair market
value as the result of a bona fide, arms-length,
marketplace transaction.
All
leases must include a House lease attachment. Leases
and lease attachments must be submitted to the Office
of Administrative Counsel (x56969) for review and
processing. The Committee recommends that Members
submit such leases for review prior to being signed
by the Member and lessor, because the Member is
personally liable for payments under any lease not
in compliance with House Rules and Committee regulations.
The
House will authorize disbursement of funds under
the terms of the lease agreement only if the lease
agreement complies with the Rules of the House and
the Regulations of the Committee on House Administration.
The House will not authorize disbursement of funds
to make payments under the terms of the lease agreement
until the Administrative Counsel has reviewed the
lease agreement and has signed the Attachment. Similarly,
the Administrative Counsel must review any proposed
substantive amendment and sign the Attachment for
the amendment before the House will authorize any
payment pursuant to such an amendment. Any amendment
to a lease agreement must be in writing.
The
Committee on Standards of Official Conduct has ruled
that Members may accept free office space, located
in their district, when such space is provided by
a federal, state, or local government agency.
Contact
the Administrative Counsel at x56969 for lease standards.
See
Deposits (16).
Mobile
District Offices
Mobile district offices must remain in the Member's
district unless they are being stored, receiving
maintenance and repair, or traveling between points
in the district.
Parking
Parking should be negotiated as part of the district
office lease. However, if parking is unavailable
or insufficient through the district office lease,
Members may negotiate a separate parking space lease
and submit it to the Office of Administrative Counsel
for review and processing.
Contact
the Administrative Counsel at x56969 for lease standards.
Under
the tax code and IRS regulations, Members and their
staff have imputed taxable income to the extent
that the fair market value of Government-provided
parking exceeds $190.00/month (the value of the
parking space is subject to future adjustments).
Government-provided parking includes the combined
value of parking spaces in Washington, D.C., and
the district.
Contact
Human Resources at x52450 to make appropriate tax
withholdings.
Repairs
Ordinary and necessary expenses for minor office
repairs that are the responsibility of the tenant,
or cosmetic changes that are requested by the tenant
and are not covered in the lease are reimbursable.
The expenses of capital improvements to district
offices are not reimbursable.
Contact
the Office of Administrative Counsel at x56969 to
determine if a repair qualifies as a minor office
repair or cosmetic change.
Security
Ordinary and necessary expenses associated with
security measures in a Member's district office
are reimbursable.
Sharing
Offices
A Member may share office space with Members of
the United States Senate from the Members
state or with state and local officials, but all
expenses (including rent, utilities, etc.) and space
must be kept and billed separately. Members may
not share district office space with other Members
of the House of Representatives.
Contact
Administrative Counsel at x56969 to submit such
leases for review, and the Office of Finance at
x57474 to establish billing arrangements.
Signs
Ordinary and necessary expenses related to purchasing
sign(s) to identify the location of a district office
are reimbursable Such signs may not include a picture
or likeness of the Member and must state that the
premises is a district congressional office. If
a sign includes more than a Members name and
district, the content must comply with the Franking
Regulations.
Storage
Storage should be negotiated as part of the district
office lease. However, if storage space is unavailable
or insufficient within the district office space,
Members may negotiate a separate storage space lease
and submit it to the Office of Administrative Counsel
for review and processing.
Contact
the Administrative Counsel at x56969 for lease standards.
Utilities
Utilities are reimbursable. They may be integral
to the lease and included in the monthly rent, or
may be vouchered separately, or processed through
automatic payment.
Contact
the Office of Finance at x57474 for information
regarding automatic payment of utilities.
Communications
Advertisements
Ordinary and necessary expenses related only to
the following types of advertisements are reimbursable:
1.
Notice of town hall meetings.
2.
Personal appearance of the Member at an official
event, which the Member sponsors and hosts in support
of the conduct of the Members official and
representational duties to the district from which
elected.
3.
Notice relating to the nomination process to the
U.S. Military Academies.
4.
Notice relating to the congressional art competition,
"An Artistic Discovery."
5.
Notice of employee and internship openings.
Advertisements
may not include a picture or likeness of the Member.
Advertisement
must receive an Advisory Opinion from the Franking
Commission.
Advertisements
for town hall meeting may only contain the Member's
name, general title of subject matter addressed,
germane graphics, guests (if applicable), time,
date, location of the meeting (if applicable), and
contact.
Contact
the Franking Commission at x59337.
There
are restrictions on mass communications within 90
days of an election.
See
Unsolicited Mass Communication Restrictions (35),
Audio and Video Expenses (27), Town Hall Meetings
(21), Employment-Related Expenses (16), Newspaper
Inserts (33), Television (26), and Radio (26).
Disclosure
Members must disclose, within the text of a television,
radio and Internet advertisement, the source of
payment for the official advertisements. Members
may use any of the following:
1.
"Paid for with official funds from the office
of [Members name]."
2.
"Paid for by the funds authorized by the House
of Representatives for the [district number] District
of [name of state]."
3.
"Paid for by official funds authorized by the
House of Representatives."
Internet
Members are authorized to purchase only advertisements
within the five authorized categories on web pages
that serve the Members district. The
advertisements may contain only text, and
may link to a secondary page that contains only
text relating to a category of authorized advertisement,
and the secondary page may contain a link to the
Members home page.
Radio
Ordinary and necessary expenses only for a radio
advertisement within the five authorized categories
are reimbursable.
The
radio station broadcasting the advertisement or
meeting must serve the Members district.
Television
Ordinary and necessary expenses only for a television
advertisement within the five authorized categories
are reimbursable.
A
television advertisement may only contain text and
voiceover. The television station broadcasting the
advertisement must serve the Members district.
Audio
and Video Expenses
Ordinary and necessary expenses related to audio
and video recording and materials, including but
not limited to the following, are reimbursable:
1.
Production of public service announcements for distribution
to the stations serving the Member's district.
2.
Filming related to the appearance of a Member or
the Members employee at an official event.
3.
Videotapes and transcripts of commercial broadcasts
related to the Member or the Members district
for in-office use.
4.
Videotapes that are produced by the Member or videotapes
that are provided to a Member and authorized by
the providing entity to be reproduced for official
distribution.
5.
Video teleconferencing services incurred in support
of the Members official and representational
duties.
Except
for town hall meeting announcements, the costs related
to purchasing television broadcast time are not
reimbursable.
In
Washington, D.C., the House Recording Studio is
available for audio and video services. Contact
the House Recording Studio at x53941 for information
on services, charges, and availability.
There
are certain election-related restrictions on mass
communications.
See
Unsolicited Mass Communication Restrictions (35).
Booths
Ordinary and necessary expenses associated with
renting or outfitting a booth to provide public
information directly related to the Members
official and representational duties are reimbursable.
See
Advance Payments (42).
Distribution
of Publications
Private Publications
A Member may distribute a purely informational and
instructional printed publication created by a private
entity. If the private document is to be distributed
under the Frank the document must comply with the
Franking Regulations.
Contact
the Franking Commission at x59337.
Government
Publications
A Member may distribute government publications.
A
report, document, or publication distributed by
a Member may not contain a notice that it is sent
with "the compliments" of the Member.
(44 U.S.C. §1106).
Electronic
Communications
Ordinary and necessary expenses
related to electronic communications (Internet, fax
machines, etc.) are reimbursable. All official
electronic communication content must comply with
the Franking Regulations.
Subscribed E-mail updates
A subscribed e-mail update is an
e-mail sent to individuals who have
subscribed to an e-mail list. Members must notify
individuals who subscribe to e-mail updates that
the individual is authorizing the Member to send
regular e-mail updates from the Member’s office to
the individual’s e-mail account. All e-mail updates to
subscribers must contain an option that enables the
individual to unsubscribe from the e-mail list.
Members may send subscribed e-mail updates without
obtaining an advisory opinion.
Non-subscribed E-mail updates
If each e-mail address used in a mass
communication was not obtained with consent for
subscribed e-mail updates, then the Member must
receive a Franking Advisory prior to the
distribution of the mass communication.
Please see Unsolicited Mass
Communications Restrictions.
Franked
Mail
Postage expenses of Frankable mail are reimbursable
in accordance with the regulations contained in
this Members Congressional Handbook.
Contents
of official mailings paid for through the MRA are
subject to the regulations of the Commission on
Congressional Mailing Standards (Franking Commission)(x59337).
Use
of the Frank
1. Pursuant to the provisions of 39 U.S.C. §3210,
each Member is entitled to the privilege of sending
mail as Franked mail in order to assist and expedite
the conduct of the official business, activities,
and duties of the Congress of the United States.
For information regarding the use of the Frank,
refer to the Franking Regulations (available from
the Franking Commission x59337).
2.
Mail to be delivered outside the United States,
its territories and possessions (other than mail
matter bearing an APO or FPO address for delivery
through the United States military mail system),
is not eligible for distribution under the Frank
and may be sent with stamps. In applicable circumstances
the Member may also use the following:
a.
For official mail to U.S. Embassies and missions
abroad, the Department of State provides diplomatic
pouch service. For information regarding this service,
contact House Postal Operations at x53856.
b.
House documents (committee hearings, reports, and
prints) which are not available for purchase from
the Government Printing Office, and which are to
be sent to foreign countries, may be sent to the
Library of Congress for forwarding through the Exchange
and Gifts Division. For information regarding this
program, contact the Library of Congress, Exchange
and Gifts Division at x75243.
Accounting
for the use of the Frank in the Washington, D.C.,
Congressional Office
1. The Office of Finance assigns a 5-digit billing
account number to each Member.
2.
House Postal Operations assigns a bar code to each
Member. The bar code must be printed on all letter-sized
envelopes, postcards, Kraft envelopes and labels
procured in support of the official and representational
duties of the Members Washington, D.C., office.
3.
Mail collected by House Postal Operations for distribution
via the U.S. Postal Service (USPS) will be accounted
for by House Postal Operations automated system.
House Postal Operations prepares a monthly statement
of postal charges for Franked mail they have processed
and provides a copy of this statement to the Office
of Finance who forwards it to the USPS. An informational
copy is provided directly to the Member.
4.
Direct District Office Pouch Service (DDOP) or orange
bag is available to expedite mail between the Washington,
D.C. and district congressional offices. The cost
of DDOP service is charged at the Priority Mail
rate and is accounted for by House Postal Operations.
5.
The Open and Distribute service is available to
expedite the delivery of first class mail between
the Washington, D.C. office and district addresses.
Each piece of mail sent via the Open and Distribute
service is charged at the First Class Mail rate
and is accounted for by House Postal Operations.
6.
Non-permit mail processed by House Postal Operations
for distribution via the USPS, (small packages,
oversized envelopes, flags, etc.), will be accounted
for by House Postal Operations. House Postal Operations
prepares a monthly statement of postal charges for
Franked mail they have processed and forwards it
to the USPS. An informational copy is provided directly
to the Member.
For
information regarding the use of these services
contact House Postal Operations at x53856.
Bulk
Standard Mailings in the Washington, D.C., Congressional
Office
1. A bulk Standard Mailing (formerly third-class
mail) is defined by the USPS as a mailing consisting
of at least 200 pieces or weighing 50 or more pounds.
2.
If bulk Standard Mailings are to be distributed
directly by the Washington, D.C. office via the
USPS, the Member must apply to use the G300 House
mail permit number.
3.
A bulk mailing distributed directly by the Washington,
D.C., office via the USPS must be deposited at a
U.S. Bulk Mail Acceptance Center and must be accompanied
by a completed Statement of Mailing form (PS 3602R
or PS 3605R Priority Drop Shipment) a copy of which
should be retained by the Member's office.
4.
Bulk mail processed by mail houses for distribution
via the USPS will be accounted for on a Statement
of Mailing form.
5.
The mail houses will notify USPS of the charges
incurred. Members should request that the mail houses
provide an informational copy of these charges on
PS 3602R forms directly to the Member. This will
help in the completion of the quarterly mass mailing
report Members submit to the Finance Office.
Mass
Mailings
A mass mailing is any unsolicited mailing of substantially
identical content to more than 500 persons in a
session of Congress.
Members
may not send mass mailings outside of the district
from which elected. (39 U.S.C. § 3210)
All
mass mailings must receive an advisory opinion from
the Commission on Congressional Mailing Standards
(Franking Commission) prior to mailing.
Any
printed material sent out as a mass mailing without
a Franking Advisory Opinion is reimbursable only
if the Franking Commission subsequently deems the
mailing Frankable.
Federal
law requires each mass mailing sent by a Member
of Congress to display the following disclaimer:
This
mailing was prepared, published, and mailed at taxpayer
expense.
The
notice must appear prominently on the front page
of a letter, on the front of the envelope or near
the mailing panel, or on the first page of a self-mailer.
It must appear horizontally and set apart from other
text by lines of spacing and printed in type size
not smaller than 7 point.
Member
offices are required to submit a completed quarterly
Mass Mail Reporting Form to the Office of Finance
within 2 weeks after the closing of the reporting
period. If the office did not send mass mail in
that period, the form must still be submitted.
Mailing
costs are disclosed in the quarterly Statement of
Disbursements for the House. (2 U.S.C. §59h).
Contact
the Franking Commission at x59337.
See
Use of the Frank (28).
District
Office(s) Monthly Reporting
Each Member must provide a monthly accounting of
Franked mail costs sent out of each of their district
offices.
Certification
of Franked Mail
1. If a Member does not choose to use a postage
meter to account for district office mail, the Member
must account for Franked mail directly deposited
to the USPS on the Member District Office Certification
of Franked Mail form.
2.
The Member District Office Certification of Franked
Mail form must be completed by each district office
on a monthly basis and received by the Office of
Postal Operations for processing by the second business
day following the end of the month. The submitted
form must have the Members original signature
certifying its accuracy. The Office of Postal Operations
will forward this information to the USPS.
3.
If the Member District Office Certification of Franked
Mail is 30 days delinquent the CAO will notify the
Member. 30 days after notification of delinquency
the Franked mail usage for the unreported month
will be estimated and deducted from the MRA.
Member
District Office Certification of Franked Mail forms
are available from Postal Operations, x53856.
Postage
Meters
1. As an alternative to the Member District Office
Certification of Franked Mail form, Members may
account for their Franked mail via a postage meter.
2.
Members must contact Office Systems Management at
x53994 prior to procuring a postage meter.
3.
At the end of each month, the postage meter vendor
will forward a statement of the applicable postage
charges for the month directly to the USPS and will
provide an informational copy of this statement
to the Member's Washington, D.C. Congressional office.
Bulk
Standard Mailings in the District Office
1. A bulk Standard Mailing (formerly third-class
mail) is defined by the USPS as a mailing consisting
of at least 200 pieces or weighing 50 or more pounds.
2.
A bulk standard mailing distributed directly by
the district office via the USPS must be deposited
at a U.S. Bulk Mail Acceptance Center and must be
accompanied by a completed Statement of Mailing
form (PS 3602R or PS 3605R Priority Drop Shipment)
a copy of which should be retained by the Member's
office.
3.
Bulk standard mail processed by mail houses for
distribution via the USPS will be accounted for
on a Statement of Mailing form.
4.
The mail houses will notify USPS of the charges
incurred. Members should request that the mail houses
provide an informational copy of these charges on
PS 3602R forms directly to the Member. This will
help in the completion of the quarterly mass mailing
report Members submit to the Finance Office.
See
Mail Preparation (32).
USPS
Franked Mail Monthly Statement
1. The Office of Finance completes a monthly summary
of postage charges of Franked mail not otherwise
reported on a PS 3605R or PS 3602R, and will forward
this summary to the USPS by the seventh working
day following the end of the month.
2.
Each month the USPS will prepare a USPS Franked
Mail Monthly Statement listing the postage expenses
of all Franked mail incurred in that month. The
USPS will forward this statement directly to the
Office of Finance for payment from the MRA and will
provide an informational copy to the Member's Washington,
D.C., congressional office.
3.
Members should immediately reconcile this USPS statement
with their copies of bills. If any discrepancies
exist, please contact the Finance Office.
USPS
Notice of Balance
On a monthly basis, the USPS will send the Member
and Postal Operations a notice of the amount used
for official mail.
The
Postmaster general may not deliver official mail
the cost of which is in excess of the authorized
MRA.
Mail
Preparation
Ordinary and necessary expenses associated with
the printing and preparation of Member correspondence
are reimbursable. Franking expenses associated with
all mailings will be deducted from the MRA.
See
Bulk Mailings (29 & 31).
Mailing
Lists
Ordinary and necessary expenses related to the procurement
and production of mailing lists may be reimbursed
under the following circumstances: the list contains
information about individuals within the Member's
district; the list was procured or compiled as a
result of a bona fide arms length marketplace transaction;
and the list does not contain any campaign, campaign
related, or political party information.
Members
may not purchase or acquire mailing lists from their
campaign offices unless the lists are available
on the same terms to other entities through an arms
length marketplace transaction. Official mailing
lists may not be shared with a Members campaign
committee, any other campaign entity, or otherwise
be used for campaign purposes.
39
U.S.C. § 2910 prohibits Members from sending
any mass mailings outside of the district from which
elected. Refer to the Franking Regulations.
Inside
Mail
1. Inside Mail is a delivery service for the transmittal
of inter-office communications provided by House
Postal Operations, pursuant to the regulations established
by the Committee on House Administration. Inside
mail service is available among offices in the Capitol,
the House and Senate Office Buildings, the Library
of Congress, the White House, the State Department,
and the Social Security Administration.
2.
Inside mail is provided to support the conduct of
the official business of Members, committees, Officers
of the House, and Congressional Staff Organizations.
3.
Inside mail service may not be used to circulate
letters which are personal or campaign-related,
or which constitute commercial advertising except
when postage is paid for with personal expenses.
4.
All mail to be delivered via inside mail should
be clearly marked Inside Mail and should be deposited
in an Inside Mailbox.
5.
Authorized items for circulation of inside mail
include:
a.
A Dear Colleague or similar correspondence relating
to the official and representational business of
the Member. This correspondence must be on official
letterhead and signed by the Member.
b.
A position paper, report, legislative analysis,
or any material published or produced by another
individual or organization that a Member wishes
to circulate. This correspondence must be accompanied
by a signed cover letter, on official letterhead.
A copy of the cover letter must be attached to each
item to be distributed.
c.
Franked mail.
d.
Stamped mail.
e.
Mail for which a delivery fee has been paid.
f.
Mail in a reusable blue U.S. House of Representatives
Inside Mail envelope.
g.
Mail produced by Congressional Staff Organizations
registered with the Committee on House Administration.
Dear
Colleague letters and similar correspondence must
be transmitted to House Postal Operations, in the
appropriate quantity, with a cover letter signed
by the Member, indicating to whom the mailing should
be distributed. For information regarding these
procedures, contact House Postal Operations at x53856.
Newspaper
Inserts
Ordinary and necessary expenses related to the production
and distribution of newspaper inserts are reimbursable.
The content must be in compliance with the Franking
Regulations.
There
are certain election-related restrictions on mass
communications.
See
Unsolicited Mass Communication Restrictions (35).
Postal
Expenses
Postal expenses incurred only when the Frank is
insufficient, such as certified, registered, insured,
express, foreign mail, and stamped, self-addressed
envelopes related to the recovery of official items,
are reimbursable. Postage may not to be used in
lieu of the Frank. All mailings initiated by a Member
must be in compliance with the Franking Regulations.
Members
must return unused postage stamps to the Office
of Postal Operations at the end of a Member's service
in the House.
Contact
the Committee on House Administration at x58281.
Printing
and Production
Printed materials produced by the Member are reimbursable
when they are in compliance with the Franking Regulations.
Reimbursable printing and production expenses include,
but are not limited to:
1.
Newsletters, postal patron mailings, mass mailings,
notices of town hall meetings or notices of personal
appearance of the Member at an official event
2.
Administrative papers (casework tracking forms,
personnel record forms, etc.)
3.
Legislative papers (bills, drafts, summaries, amendments,
etc.)
4.
Business cards for Members and their employees
5.
Stuffing, sealing, and associated expenses relating
to printing and sending official mail
If
printed materials are to be sent under the Frank,
a written advisory may be required.
See
Use of the Frank (28) and Unsolicited Mass Communication
Restrictions (35).
Stationery
Ordinary and necessary expenses associated with
the printing and production of official stationery
are reimbursable. Official stationery may be procured
from the Government Printing Office (44 U.S.C. §734).
Contact
the Congressional Printing Management Division at
202-512-0224 and the Office of Publication Services
at x51908 for stationery requests.
Additional
stationery requests (writing paper, bond, etc.)
are reimbursable.
Samples
of such stationery are available from the Office
of Publication Services.
Appearance
Official stationery must contain the following information:
1.
Member's name
2.
Member's district and state
3.
Congress of the United States, House of Representatives,
or comparable language
Official
stationery may not contain the following information:
1.
Seals other than the Great Seal, Congressional Seal,
or State Seal
2. Members political party identification
3. Slogans
4. Private entity information or endorsement
5. Campaign contact information (e.g. address, phone
number, e-mail address)
6. Greetings
Use
Official stationery may be used only for a letter
or other document the content of which complies
with the Franking Regulations. Contact the Franking
Commission at x59337 for information on content
of official correspondence.
Contact
the Committee on Standards of Official Conduct at
x57103 for information on the use of official stationery.
Business
Cards
Ordinary and necessary expenses for business cards
for Members and employees are reimbursable. The
content of business cards must comply with the Franking
Regulations. Business cards must contain the name
of the employing authority and accurately describe
the position to which the employee has been appointed.
Business cards may be obtained through Office Supply
Service x53321.
Unsolicited
Mass Communication Restrictions
Unsolicited mass communication is defined consistent
with Franking Regulations as any unsolicited communication
of substantially identical content to 500 or more
persons in a session of Congress.
Except where noted,
unsolicited mass communications, regardless of the
means of transmittal, must receive an Advisory
opinion from the Franking Commission, prior to
dissemination. Advisory Opinions may be
obtained from the Franking Commission at x59337.
Expenditures
from the MRA for unsolicited mass communications,
regardless of the means of transmittal, are prohibited
if such communication occurs fewer than 90 days
immediately before the date of any primary or general
election (whether regular, special, or runoff) in
which the Members name will appear on an official
ballot for election or re-election to public office.
Examples
of unsolicited mass communications are:
1.
Radio, TV, internet, or newspaper advertisements
of town hall meetings or of a personal
appearance of the
Member and/or the Member's employees at an
official event
2. Mass mailings
3. Newspaper
inserts
4. Mass automated
phone calls
5. Mass Facsimiles
6. Posters, flyers,
leaflets, handouts, etc., that are distributed as
mass communications
7. Radio programs
aired on broadcast time purchased with official
funds
8. Video or audio
communication for which official funds are expended
for production and distribution
9. Mass e-mail
communications distributed to a non-subscribed
e-mailing list
This
restriction does not apply to the following:
1.
Direct responses to communications (solicited
communications)
2.
Communications to Members of Congress and other
government officials
3.
News
releases, press releases, or media releases
(written or recorded communications from Members,
directed at the
news media), in any format. Note that expenses for
production and transmittal are reimbursable;
expenses for satellite downlink and broadcast are
not reimbursable.
4.
Web sites (including a Member's official web site) and other electronic bulletin boards
on which information is
posted for voluntary public access
5.
Advertisements for employee position and internship
openings, U.S. Military Academy Days, and An Artistic
Discovery
6.
Member's participation in a media hosted interview
or program
7.
Previously recorded programs and public service announcements
aired at the discretion of a media outlet, when no expenses
are incurred by the Member
8. Purchases of
research materials, including videotapes, audiotapes,
and other electronic media
9. Video teleconferencing
services
10. Mass e-mail
communications distributed to a subscribed e-mailing
list
Please see
Electronic Communications.
Web
Sites
World Wide Web sites paid for with official funds
(Web sites) are a series of centrally maintained
Web pages, accessible to the public via the Internet
and stored on a specific host. The home page is
the first accessible page for that site.
1.
Ordinary and necessary expenses associated with
the creation and continued operation of Web sites,
in support of the Member's official and representational
duties, are reimbursable.
2.
Member's Web sites must be located in the HOUSE.GOV
host-domain and may be maintained by either House
Information Resources (HIR), the Member's congressional
office, or a private vendor.
3.
Members Web sites may link to Committee Web
sites, but Committee Web sites may not be located
on Web sites paid for by the MRA.
4.
Congressional Member Organizations (CMOs) may not
create or operate independent Web sites. Members
may include information within their Web site about
CMO issues and activities. All CMO references within
a Web site must relate to the Member's official
and representational duties.
5.
HIR will display an exit notice stating that users
are leaving the House of Representatives prior to
linking to a non-House of Representatives Web site.
The exit notice will include a disclaimer that neither
Members nor the House are responsible for the content
of linked sites. Member offices maintaining their
sites on the Public web server are required to incorporate
the exit notice into their external links.
6.
Web sites should be ADA compliant.
See
Contractors (7).
Content
The content of a Members Web site:
1.
May not include personal, political, or campaign
information.
2.
May not be directly linked or refer to Web sites
created or operated by a campaign or any campaign
related entity including political parties and campaign
committees.
3.
May not include grassroots lobbying or solicit support
for a Members position.
4.
May not generate, circulate, solicit, or encourage
signing petitions.
5.
May not include any advertisement for any private
individual, firm, or corporation, or imply in any
manner that the government endorses or favors any
specific commercial product, commodity, or service.
Name
(URL)
The URL name for an official Web site located in
the HOUSE.GOV domain must be recognizably derivative
or representative of the name of the Member or the
name of the office sponsoring the Web site.
The
URL name for an official Web site located in the
HOUSE.GOV domain may not:
1.
Be a slogan.
2.
Imply in any manner that the House endorses or favors
any specific commercial product, commodity, or service.
Security
All House systems and devices with connections to
the Internet must comply with network and security
guidelines of the Committee on House Administration.
These guidelines include the following:
1.
Offices must send a written request for access to
Internet services to HIR. Technical requirements
will be provided to each office by HIR.
2.
All users authorized to access the Internet must
have unique identifiers and password security.
3.
Users must immediately report any unauthorized access
or unusual system activities to HIR Security Office
(x66448). HIR will investigate any breaches of the
Internet security system.
4.
Internet access will be installed only after determination
by HIR that anti-virus software has been installed
on the Member's computer system.
Users
with current anti-virus software provided by the
House and installed on in-office computers may download
software, patches, and fixes. Users are responsible
for complying with any legal or contractual requirements
from the owners of the software that is downloaded.
Users should upgrade the anti-virus software as
directed by HIR.
Equipment
For all questions relating to equipment and equipment-related
issues, refer to the Users Guide to Purchasing
Equipment, Software, and Related Services, available
from the Committee on House Administration.
Routine
administrative requests (equipment, computer services,
etc.) should be directed to the appropriate administrative
offices under the Chief Administrative Officer (CAO).
For further information relating to any of the CAOs
services, please refer to the CAOs Web site
on the Intranet (http://onlinecao.house.gov//) or
call First Call/One Call at x58000.
Travel
General
Travel by Members, Members employees, and
vendors in support of the official and representational
duties of that Member to the district from which
elected is official travel.
Ordinary
and necessary expenses associated with official
travel are reimbursable.
Official
travel includes local travel and travel away from
home overnight to conduct official and representational
duties, when returning to the duty station or residence
is impractical.
Living
expenses and commuting expenses are not reimbursable.
Living expenses include meals, housing, and other
personal expenses incurred at the Member or employee's
residence or duty station. Commuting expenses are
transportation expenses incurred by the Member or
employees between their residence and duty station.
Official
travel, paid for with the MRA, may not be for personal,
political, campaign, or committee purposes.
Official
travel cannot originate from or terminate at a campaign
event. Official travel may not be combined with
or related to travel or travel-related expenses
paid for with campaign funds.
Official
travel may not exceed 60 consecutive days.
Members
have two duty stations: their Congressional District
and Washington, D.C.
Vendor
Official Travel
Official travel also includes travel by a vendor
when traveling to provide service or training to
Member offices.
A
vendor is an employee of a private company that
provides maintenance and support for equipment and
software (computer and non-computer) under a valid
House contract or working on a time and material
basis.
All
travel costs must be negotiated and agreed upon
in writing by both parties prior to vendor travel.
Offices are encouraged to utilize the federal government
per diem rates established by the General Services
Administration for vendor travel costs as a benchmark.
For a listing of the per diem rates by state and
locality, see http://policyworks.gov/org/main/mt/homepage/mtt/perdiem/travel.shtml
Unexpected
Official Travel
Official travel includes travel to an official
point from a location visited on personal travel, if
the travel to the official point is necessitated
by an unexpected official and representational duty
(e.g. previously unscheduled House vote, natural
disaster, or civil disorder). In such cases, return
travel to the point of personal destination is considered
official and reimbursable.
Combined
Travel
Combined travel is travel by a Member or their employees
for the primary purpose of supporting the official
and representational duties of the member, but includes
an intervening destination or an additional time
period that is included for personal purposes.
Combined
travel requires that:
1.
The primary purpose of the travel must be official
and representational. The personal segment of the
combined travel may not be purchased at a government
rate or be purchased with a Government Travel Card.
2.
The traveler seeks reimbursement for either the
government rate of the direct route and means to
the destination required for official and representational
business, or the actually traveled fare, whichever
is less.
3.
The traveler personally pays any additional expenses
incurred as a result of the personal travel.
4.
The traveler attaches a brief memo to the voucher
submitted for combined travel reimbursement, stating
that the official travel and personal travel was
combined for personal convenience.
Official
Travel Expenses
Official travel expenses including transportation,
lodging, meals (excluding alcohol), fees (parking,
tolls, ticket change fees, etc.), and other ordinary
and necessary incidental expenses while on official
travel status are reimbursable.
Shared
Official Travel Expenses
Official travel expenses may be shared by more than
one Member or Committee office. The division of
expenses must accurately reflect each traveler's
expenses, and offices may only pay for the expenses
of the Member, staff, and authorized vendors.
See
Government Travel Card (43). See Town Hall meetings
(22).
Chartered
Aircraft
Ordinary and necessary expenses related to chartering
an aircraft for official travel are reimbursable
when:
1.
Passengers are restricted to Members, their employees,
and their immediate family members (spouse, child,
parent), the names of whom must be stated on the
voucher.
2.
If an immediate family member uses a chartered aircraft
the Member may seek reimbursement for the full cost
of the chartered aircraft and the family member
must submit a check to the Office of Finance payable
to the U.S. Treasury equivalent to the cost of a
comparable commercial first class fare. A letter
explaining the reason for its submission must accompany
the check.
See
Disbursements (42).
Corporate
or Private Aircraft
A Member and/or their employees who travel via corporate,
business, or privately owned aircraft in support
of the conduct of official and representational
duties must reimburse the entity providing the flight,
for the fair market value of the flight. To determine
the fair market value of such a flight, apply the
following:
1.
When the travel is via a previously or regularly
scheduled flight by the corporation, business, or
individual, the entity must be reimbursed based
on the cost of a commercial first class flight to
the nearest location served by a commercial passenger
airline. If only coach rates are provided at the
nearest location, the Member must reimburse the
cost of a commercial coach rate.
2.
When the flight is scheduled specifically for Member
use, payment will be made based on the cost of an
equivalent commercial chartered flight to that location.
Prior
to scheduling travel provided by any corporation,
business, or individual, a Member or employee must
verify that the person has authority under its FAA
certification to accept payment for travel as set
forth above. Contact the Committee on Standards
of Official Conduct at x57103.
See
Privately-Owned Vehicles (42).
Government
Rate Eligibility
Government rates are available to Members and employees
to support the conduct of official travel.
To
be eligible for Government rates when purchasing
tickets for official travel, Members and employees
may present:
1.
The Government Travel Card.
2.
An Official Travel Authorization (OTA) coupon available
from the Finance Office. (Some airlines only allow
the government rate for tickets purchased with the
government travel card.)
Contact
the General Services Administration (GSA) to obtain
a listing of schedules and fares of the federal
contract air, rail, and bus carriers, car rental
companies, and hotels/motels.
Officially
Leased Vehicles
Ordinary and necessary expenses related to the lease
of a vehicle in support of the conduct of official
and representational duties are reimbursable.
Non-governmental
use of such a vehicle may be made only when such
use is:
1.
During the course of and generally along the route
of a days official itinerary.
2.
Incidental to the days official and representational
business.
3.
De minimis in nature, frequency, and time consumed.
4.
Does not otherwise constitute a significant activity
or event.
Short-Term
Ordinary and necessary expenses related to short-term
vehicle rental are reimbursable. Rental may not
exceed 60 consecutive days.
The
government discount rates offered by some rental
car companies include:
1.
Unlimited free mileage.
2.
Collision damage waiver (CDW) at no additional cost.
Cars
rented at the government rate should include the
CDW. Not all rental car franchises offer the government
rate with CDW included. To ensure CDW coverage,
offices can make their rental car reservations through
the Combined Airlines Ticket Office (CATO). CATO
is located at B-222 Longworth Building.
If
an office does not use CATO then the Committee recommends
the following:
1.
At time of the reservation, indicate that the rental
is for official government use at the government
rate with CDW included.
2.
At the time of rental, use the Government Travel
Card (or present official travel authorizations
(OTA) to the rental company) and confirm that the
car is being rented at a government rate with CDW
included. The employee must verify that collision
damage waiver is included, as simply receiving the
government rate does not automatically ensure inclusion
of this insurance.
Offices
may obtain an Official Travel Authorization coupon
from the Finance Office.
If
the government rate is unavailable the cost of CDW
is reimbursable.
Personal
accident insurance (PAI), personal effects coverage
(PEC), and equivalent insurance policies are not
reimbursable.
If
an employee on official and representational business
is involved in an accident with a rental car, notify
the Office of General Counsel at x59700.
Long-Term
Ordinary and necessary expenses related to a long-term
rental or lease of a vehicle by a Member in the
Members District are reimbursable.
1.
A Member has two leasing options:
a.
A Member may lease a vehicle for a period that does
not exceed the Members congressional term.
b.
The Member may lease a vehicle for a period that
exceeds the current Congressional term, but must
submit a signed letter that acknowledges personal
responsibility to fulfill any outstanding obligation
stemming from such a lease in the event the Members
service to the House ends prior to the lease agreement.
Such letters should be attached to the negotiated
lease and submitted to the Office of Administrative
Counsel (102 Ford Building).
2.
The Committee recommends that Members submit leases
to the Administrative Counsel for review prior to
being signed by the Member and lessor, since the
Member is personally liable for payments under any
lease not in compliance with House Rules and Committee
regulations.
3.
Termination notices should be forwarded to the Administrative
Counsel.
4.
Leases may not include a purchase option.
5.
Lessor-required insurance may be reimbursed. Security
deposits are not reimbursable.
6.
The Committee recommends that long-term vehicle
leases begin on the first day of the month.
7.
Monthly payments for a long-term vehicle lease may
be made in advance.
The
House will authorize disbursement of funds under
the terms of the lease agreement only if the lease
agreement complies with the Rules of the House and
the Regulations of the Committee on House Administration.
The House will not authorize disbursement of funds
to make payments under the terms of the lease agreement
until the Administrative Counsel has reviewed the
lease and has signed the Attachment.
Expenses
Expenses related to leased vehicles (both short-term
and long-term) including but not limited to the
following are reimbursable:
1.
The actual monthly cost of the lease (not applicable
to short-term)
2.
The cost of insurance incurred pursuant to the terms
of the lease (not applicable to short-term)
3.
Excess mileage charges incurred pursuant to the
terms of the lease
4.
Incidental operating expenses (gasoline, oil, general
maintenance, etc.)
5.
Wear and tear (not applicable to short-term)
6.
Registration fees (not applicable to short-term)
7.
Property tax during the term of the lease (not applicable
to short-term)
Security
deposits, termination fees, traffic violations,
depreciation loss based on premature return, and
similar fees, penalties or charges may not be reimbursed.
See
Advance Payments (42).
Privately-Owned
Vehicles
Mileage incurred via a privately owned or privately
leased vehicle while on official and representational
business is reimbursable on a rate per mile basis.
The maximum rates per mile are:
Automobile: $.375
Motorcycle:
$.285
Airplane:
$.995
Only
mileage for use of an aircraft that is privately
owned by either a Member or the Member's employee
is reimbursable.
See
Disbursements (42) and Corporate or Private Aircraft
(39).
Travel
Promotional Awards
Free travel, mileage, discounts, upgrades, coupons,
etc., awarded at the sole discretion of a company
as a promotional award may be used at the discretion
of the Member or the Members employee. The
Committee encourages the official use of these travel
promotional awards wherever practicable.
Disbursements
Advance
Payments
There are instances in which advance payments may
be required and may be paid from the MRA. Unless
specifically authorized by the Committee, only the
following advance payments are reimbursable:
1.
Public information booth rental
2.
District office rent
3.
Educational expenses
4.
Authorized insurance premiums
5.
Newspaper and periodical subscriptions
6.
Telecommunications devices
7.
Post-office box rentals
8.
Original Equipment Manufacturers warranties
9.
Monthly payments of a long-term automobile lease
Authorized
Methods of Payment
Official travel-related expenses may be paid with
cash, check, personal credit card, etc., or the
Government Travel Card for Members and employees
and reimbursed through the Finance Office.
See
Government Travel Card (43), Dues (16), and Disbursements
(3).
Reimbursement
and Direct Payment
Disbursements from the MRA are paid on a reimbursable
basis or by direct payment (to vendors) and require:
1.
The Member's signature, certifying that the expense
was incurred in support of the Members official
and representational duties to the district from
which elected.
2.
Supporting documentation (receipt, lease, bill etc.).
Government
Travel Card
The Government Travel Card is available for Member
and employee use for official travel and travel-related
expenses. Such travel expenses incurred on this
or any other credit/charge card, are directly reimbursable
to the traveler or to the cardholder with a copy
of the credit card statement, an accompanying voucher,
and applicable receipts. When reimbursement is to
be made to the cardholder for expenses incurred
by someone other than the cardholder, the description
of services stated on the voucher must clearly identify
the traveler and the expense incurred.
Members
and employees are reminded that the Government Travel
Card is for official travel purposes only. Use of
this card for any personal or non-official purchases
is prohibited. The Government Travel Card may be
used by the cardholder only. The cardholder may
use the card to purchase travel-related services
(airline tickets, hotel expenses, etc.) for other
authorized travelers.
The
Office of Finance will monitor the monthly aging
report received from the vendor and alert offices
of delinquencies. The Office of Finance will not
intervene with the vendor in the event of a delinquency.
Seeking
Reimbursement: Vouchers
Requests for reimbursement or payment from the MRA
must be submitted on a completed voucher to the
Finance Office.
Each
voucher must include the following:
1.
Member's original signature
2.
Dates of service(s) provided, or date of purchase
3.
Detailed description of the expenses incurred
4.
Payee (the party to whom the payment or reimbursement
is being made). For payment to individuals, the
payee's tax identification number or Social Security
number must be included on the voucher. The payee
may be one of the following:
a.
Member
b.
Member's employee
c.
Designated vendor (this includes credit and charge
card companies)
5.
Supporting documentation (original invoices, original
receipts, etc.)
6.
Amount due
Member
offices must provide the Office of Finance with
original receipts, unless original receipts are
unavailable. In such cases, Members may submit the
voucher with the available documentation (e.g.,
copy of original credit card statement) and a signed
certification stating: I certify that this
is a true copy. This is my only submission for payment.
In
instances where original receipts are not provided
(bus fares, pay phone calls, etc.) or for taxi fares
under $10.00 the information on the voucher is sufficient.
When
submitting reimbursement for travel expenses, the
voucher must also indicate the name of the traveler
for whom the expenses were incurred.
The
Committee strongly recommends that Member offices
submit their vouchers for travel reimbursements
at least fifteen days before the payment due date
to assist the Office of Finance in providing timely
reimbursements and prevent Members from incurring
late fees or delinquency problems.
See
Custodial Services (23), Educational Expenses (16),
and Interpreting and Translating Services (18).
Expired
Appropriations
The Salaries and Expenses appropriation for the
House of Representatives, which includes MRA funds,
is withdrawn on September 30 two years after the
year for which the funds were originally appropriated.
If
an office requests reimbursement for an official
and representational expense incurred during a year
for which the appropriation has been withdrawn,
the Office of Finance will determine if an amount
sufficient to pay the expense would have been available
if the appropriation had not been withdrawn. If
no funds would have been available, then the expense
is the personal liability of the Member.
If
the expense would have been payable had it been
timely submitted, notwithstanding the expired appropriation,
then the expense may be paid from a currently available
allowance.
Congressional
Member Organizations
General
Members of Congress may form a Congressional Member
Organization (CMO) in order to pursue common legislative
objectives.
Registration
Each Congress,
CMOs must register with the Committee on House Administration.
CMOs
must provide the following information:
1.
Name
2.
Statement of Purpose
3.
Officers of the CMO
4.
Employee designated to work on issues related to
the CMO
Membership
Members of both the House and Senate may participate
in CMO, but at least one of the Officers of the
CMO must be a Member of the House. The participation
of Senators in a CMO does not impact the scope of
authorized CMO activities in any regard.
Funding
and Resources
CMOs have no separate corporate or legal identity.
A CMO is not an employing authority. The MRA may
not directly support a CMO as an independent entity.
A CMO may not be assigned separate office space.
Neither
CMOs nor individual Members may accept goods, funds,
or services from private organizations or individuals
to support the CMO. Members may use personal funds
to support the CMO.
A
Member of a CMO, in support of the objectives of
that CMO, may utilize employees (including shared
employees) and official resources under the control
of the Member to assist the CMO in carrying out
its legislative objectives, but no employees may
be appointed in the name of a CMO.
Communications
CMOs may not use the Frank, nor may a Member lend
his or her Frank to a CMO.
A
Member may use official resources for communications
related to the purpose of a CMO. Any such communications
must comply with the Franking Regulations.
Members
may devote a section of their official Web site
to CMO issues, but CMOs may not have independent
Web pages.
A
Member may use inside mail to communicate information
related to a CMO.
Members
may prepare material related to CMO issues for dissemination.
Official
funds may not be used to print or pay for stationery
for the CMO.
Members
may refer to their membership in a CMO on their
official stationery.
Congressional
Staff Organizations
General
A Congressional Staff Organization (CSO) is an organization,
a majority of whose members are House employees,
that exists for the purpose of facilitating interaction
among congressional staff.
Each Congress, CSOs
must register with the Committee on House
Administration.
At
least one officer of a CSO must be an employee of
the House, and all officers must be employees of
the House or Senate.
A
CSO should contact the Committee on Standards of
Official Conduct at x57103 before accepting anything
of monetary value from a private source.
Official
Resources
Other than as specified in this section, House staff
that participates in a CSO may make only incidental
use of official resources for activities related
to a CSO. A CSO is not an employing authority of
the House and may not be assigned separate office
space.
Each Congress, in
order to use official resources of the House (i.e.,
inside mail, House Intranet, etc.), a CSO must register
with the Committee on House Administration. A sponsoring
Member must submit a letter, on official letterhead,
to the Committee with the following information:
1.
Name of the staff organization
2.
Statement of purpose of the staff organization
3.
Officers of the staff organization, including contact
information
4.
Specify which of the following resources the CSO
requests use of:
a.
Inside mail
b.
House Intranet site
c.
Postbox at House Postal Operations
5.
Individuals designated to maintain web and mail
services on behalf of the CSO (if applicable)
After
the CSO is registered, the sponsoring Member may
submit, at any time, a letter requesting access
to Inside Mail, a House postbox, or a presence on
the House Intranet for CSO related activities.
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