Committees' Congressional Handbook

Table of Contents

INTRODUCTION

COMMITTEE FUNDS
General
Biennial Funding
Disbursements and Disclosure
Monthly Reports
Reserve Fund
Biennial Activities Report

COMMITTEE STAFF, CONSULTANTS, AND DETAILEES
General
Contractor
Fellows
Interns
Replacement Employees
Shared Employees
Temporary Agencies
Volunteers
Payroll
General
Appointment
Dual Compensation
Federal Civil Service Annuitant
Lump Sum Payments
Overtime Wage Rate Compensation
Pay Adjustments
Terminations
Employment Law
Financial Disclosure
Nepotism
Non-Disclosure Oath
Post-Employment Restriction
Working From Home Due to a Disability
Leave
Family and Medical Leave (FMLA)
Furlough
Jury and Witness Duty
Leave Without Pay (LWOP)
Military Leave
Consultants
Detailees

COMMUNICATIONS
Advertisements
General
Disclosure
Internet
Radio
Television
Booths
Electronic Communications
Franked Mail
Franked Mail Monthly Statement
Inside Mail
Non-Franked Mail
Printing and Production of Committee Publications
Stationery
Web Site Regulations
General
Content

DISBURSEMENTS
Advance Payments
Reimbursement and Direct Payment
Seeking Reimbursement: Vouchers
General Expenses
Appliances
Clipping Services
Decorating Expenses
Drug Testing
Dues
Educational Expenses
Employment Related Expenses
Equipment
Food and Beverage Expenses
Framing
Furnishings
Incidental Use
Interpreting and Translating Services
Late Fees
Mass Transit Benefit
Messenger Services
Photography Expenses
Publications
Records Maintenance and Archiving
Representational Funds
Specialized Training
Supplies
Telecommunications
Telecommuting
Hearings and Meetings
Audio and Video Expenses
Charts and Presentation Materials
Field Hearings
Insurance for Rental Space
Interpreting and Translating Services
Stenographic Reporters
Witnesses

TRAVEL
Domestic Travel
General
Combined Travel (Personal and Official)
Unexpected Travel
Methods of Travel
Chartered Aircraft
Corporate or Private Aircraft
Department of Defense
Officially Leased Vehicle
Privately Owned or Leased Vehicle
Travel Expenses
Government Rate
Government Travel Card
Government Travel Cardless Accounts
Shared Travel Expenses
Travel Promotional Awards
FOREIGN TRAVEL
General
Authorization
Speaker of the House
Committee Chair
Foreign Travel Reports
Individuals
Committee Chair
Speaker Authorized Travel
Interparliamentary Group or Delegation
Amending Travel Reports
Foreign Gifts and Decorations Report

INTRODUCTION
Effective August 1, 1999, the following regulations of the Committee on House Administration, collectively known as the Committees' Congressional Handbook (Handbook), govern all expenditures from committee funds.

Committee funds are provided to pay ordinary and necessary expenses incurred by committee Members and employees in the United States, its territories, and possessions in support of official committee business, in accordance with the regulations contained in this Handbook.

The Handbook regulations are guidelines that assist Committee Chairs in determining whether expenses are reimbursable. Therefore, the Handbook contains broad descriptions of reimbursable expenses, but is not an exhaustive list of such expenses. The Handbook provides Committee Chairs with the authority and flexibility to manage the committee's budget.

As used in the Handbook, "ordinary and necessary" means reasonable expenditures in support of official committee business that are consistent with all applicable Federal laws, Rules of the House of Representatives, and regulations of the Committee on House Administration. The phrase "committee funds" means funds made available to a committee pursuant to primary and supplemental expense resolutions or allocated from the Reserve Fund.

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.

Routine administrative requests (requests for 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 CAO's services, please refer to the CAO's Web site on the Intranet (http://onlinecao.house.gov/) or call First Call/One Call at x58000.

For all questions relating to equipment and equipment-related issues, refer to the User's Guide to Purchasing Equipment, Software and Related Services, available from the Committee on House Administration.

COMMITTEE FUNDS
When an expense is incurred the Committee Chair must determine the primary purpose for the expenditure. Is the primary purpose for the expenditure official or is it related to personal, political, campaign, or Member office activities? Only official expenses the primary purpose of which are official and which are incurred in accordance with the Handbook are reimbursable.

General
All expenditures from committee funds are subject to the following general regulations:

1. Committee funds may only be used to support the conduct of official business of the committee. Committee funds may not be used to defray any personal, political or campaign-related expenses, or expenses related to a Member's personal office.

2. The Committee Chair is personally responsible for the payment of any official expenses incurred that exceeds the provided committee funds or is incurred but not reimbursable under these regulations.

3. No campaign resources may be used for official committee business.

4. The Committee Chair and Members of the committee may expend personal funds in support of official committee business. However, a Committee Chair or a Member of the committee may not expend personal funds to defray the committee's franked mail allocation.

5. Unless otherwise specifically provided by Federal laws, House Rules, or Committee on House Administration regulations, no Member of the committee, relative of a committee Member, or anyone with whom a committee Member has a professional or legal relationship may directly benefit from the expenditure of committee funds.

6. Committee funds are 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 funds available on the date the services were provided and the expenses were incurred.

7. Committee funds are not transferable between sessions.

8. Requests to obligate prior year's funds after January 2 of the succeeding year will be considered when a committee provides to the Committee on House Administration documentation demonstrating a bona fide intent to obligate the prior year funds during the applicable year.

9. At the beginning of a Congress, each committee is authorized a specific amount for franked mail which may not be used for other purposes. If the franked mail allocation is insufficient, additional funds provided to committees in the primary and supplemental expense resolutions may be transferred into a committee's franked mail account. Any funds so transferred may revert to use by the committee for other official purposes, if not spent on franked mail.

Biennial Funding
Standing and Select Committees of the House, excluding the Appropriations Committee, are funded on a biennial basis. At the beginning of each Congress, each committee must submit a budget request to the Committee on House Administration and introduce a primary expense resolution providing funds for the committee's activities for each session of that Congress.

The Committee on House Administration will provide each committee with forms and instructions for drafting a budget request and an expense resolution.

Once an expense resolution is introduced, the Chair of the committee requesting funds must submit an electronic and hard copy of the budget request with supporting documentation to the Committee on House Administration for consideration. The Chair and Ranking Minority Member of each committee will be invited to testify before the Committee on House Administration on behalf of the committee's budget request.

House Rule X, clause 7, provides for interim funding of committees for the period beginning on January 3 and ending at midnight on March 31 in each odd-numbered year. For each month during that period, committees are entitled to 9 percent (or such lesser percentage as may be determined by the Committee on House Administration) of the total annualized amount made available under expense resolution for such committees in the preceding session.

Disbursements and Disclosure
Disbursements from committee funds are made on a reimbursable or direct payment basis and require specific documentation and Committee Chair certification as to accuracy and compliance with applicable federal laws, House Rules and Committee on House Administration regulations.

Reimbursement and payments from committee funds may be made only to Members and employees of the committee, consultants, detailing Government agencies, witnesses or vendors providing services to support the operation of the committee.

The Finance Office sends each committee monthly statements showing the 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.

Monthly Reports
Each committee must submit to the Committee on House Administration, by the 18th of each month, an original and two copies of a report signed by the Committee Chair on the activities of the committee during the preceding month. The monthly report must include the following:

a. Summary of the progress of the specific investigations and studies for which funds were approved.

b. Statement of expenses for the month and year to date. Committees must reconcile their figures with the Monthly Financial Statement prior to submitting the monthly reports.

c. Report of travel performed.

d. List of committee employees, job titles and gross monthly salaries (a copy of the monthly Payroll Certification Form is acceptable).

e. Certification by the Chair of the reporting committee that the report is available to Members of the committee for examination.

Monthly reports for each committee will be available for public inspection at the Committee on House Administration.

Reserve Fund
Pursuant to House Rule X, clause 6(a), "A primary expense resolution may include a reserve fund for unanticipated expenses of committees. An amount from such a reserve fund may be allocated to a committee only by approval of the Committee on House Administration."

Forms and instructions for drafting a reserve fund request are available from the Committee on House Administration upon request. The request for allocation from the reserve fund must come from the full Committee Chair. Prior to any action, the Committee on House Administration will present the request to the Speaker for approval.

Any funds allocated to a committee from the reserve fund may only be used to pay for expenses associated with the project for which the funds are requested. The funds may not be used to supplement the funds that were authorized in a committee's primary expense resolution.

Any additional staff positions allocated to a committee by the Speaker as part of a reserve fund request are temporary and, at the end of the project, a committee's staff ceiling will revert back to the original level. Committees are not guaranteed additional parking spaces for temporary staff.

The Chair and Ranking Minority Member of each committee requesting an allocation from the reserve fund will be invited to testify before the Committee on House Administration.

Biennial Activities Report
House Rule XI, clause 1(d)(1) also requires that every committee, "submit to the House not later than January 2 of each odd-numbered year a report on the activities of that committee under this rule and rule X during the Congress ending at noon on January 3 of such year".

COMMITTEE STAFF, CONSULTANTS, AND DETAILEES

General
The Committee Chair determines the terms and conditions of employment for committee 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), disability or age.

2. A committee may not retain an employee on the committee's payroll who does not perform duties commensurate with the compensation received for the offices of the employing authority (House Rule XXIV, clause 8(a)).

3. Annual rates of pay may not exceed the amount specified in the Speaker's Pay Order.

4. Total compensation in any month, including any lump sum payment and regular pay, may not exceed 1/12th of the maximum rate specified in the Speaker's Pay Order.

5. Retroactive salary adjustments are not authorized.

6. Government contributions to retirement, life insurance, Thrift Savings Plan and health benefits programs are not charged to the committee.

7. The Speaker sets a staff ceiling for each committee which may not be exceeded unless specifically authorized by the Speaker.

Contractor
Committees may contract with firms or individuals only for general, non-legislative, office services (e.g. equipment maintenance, systems integration, data entry, staff training) for a specified limited period not to exceed a Congress. Contractors are not employees of the House and are ineligible for Government-provided benefits.

Contractors do not count against a committee's staff ceiling.

Committees are advised to consult the Committee on House Administration when entering into such contracts.

See Consultants (17), Educational Expenses (30), Interpreting and Translation Services (37), Temporary Agencies (8) and Websites (24).

Fellows
Fellows perform 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 do not count against a committee's staff ceiling.

Committees must comply with the rules and regulations established by the Committee on Standards of Official Conduct for fellows. Contact the Standards of Official Conduct, Office of Advice and Education, at x57103.

Interns
Interns, paid or unpaid, must perform services for the committee as part of a demonstrated educational plan. Committee Chairs are responsible for determining the activities of committee 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 Congressional Accountability Act. Paid interns are eligible for benefits.

Paid interns count against a committee's staff ceiling if appointed at an annual rate of pay equal to or exceeding the gross annual rate ($21,600) of intern pay established by the Committee on House Administration. For the current applicable rate, contact the Committee on House Administration at x58281. The Committee Chair must certify in a letter accompanying the Payroll Authorization Form that the intern meets the above criteria and the employee's job title must be stated as "Intern" on the Payroll Authorization Form.

In regards to unpaid interns, committees must comply with the rules and regulations established by the Committee on Standards of Official Conduct. Contact the Standards of Official Conduct, Office of Advice and Education, at x57103.

Replacement Employees
A committee may hire a replacement for an employee on leave as may be made necessary by applicable law (e.g., Family Medical Leave Act, military service, jury duty, response to court order). The employee on leave continues to count against the committee's staff ceiling. The replacement employee does not count against the committee's staff ceiling.

The Committee Chair must certify in a letter accompanying the Payroll Authorization Form for the replacement employee the following:

a. Name and job title of permanent employee

b. Permanent employee leave status (e.g., FMLA, military service, jury duty)

c. Permanent employee leave period

d. Statement that the replacement employee will perform job duties of the employee on leave

Shared Employees
An individual may be employed by more than one employing authority of the House of Representatives.

1. 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.

2. 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 Form. Shared employees do count against the committee's staff ceiling.

3. Shared 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.

4. Employees may not be shared between a 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 either of Member, committee or Leadership offices.

See General (6) and Dual Compensation (9).

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 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.

Such individuals count against the committee's staff ceiling, unless the individual is a replacement employee.

See Replacement Employees (7).

Volunteers
Volunteers perform services in a House office without compensation from any source. The voluntary services should be of significant educational benefit to the volunteer and such 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 USC § 1342 & Comp. Gen. Op. B69907).

Volunteers do not count against a committee's staff ceiling.

Contact the Committee on Standards of Official Conduct, Office of Advice and Education, at x57103 for guidelines for accepting services of volunteers.

PAYROLL

General
1. Committees are responsible for adhering to the minimum wage provisions of the Fair Labor Standards Act. For the current applicable rate, contact the Office of Human Resources, Payroll Department, at x5-1435.

Interns are not employees for the purpose of compliance with minimum wage and overtime provisions of the Fair Labor Standards Act.

2. The maximum gross annual rates of pay for employees in a committee office are established by Order of the Speaker. For the current applicable dual compensation rate, contact the Office of Human Resources, Payroll Department, at x5-1435.

3. The monthly payroll is based on a 30-day period. 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).

4. Each month, committees will receive a Payroll Certification Form from Human Resources that lists the annual salary and gross pay earned for each committee employee. The Committee Chair must certify the information and return the form to Human Resources no later than the 18th day of the month. If an employee is a relative of a current Member of Congress, the nature of the relationship must be noted on the Payroll Certification Form.

Appointment
The appointment of committee employees requires the signature of the Committee Chair on the Payroll Authorization Form. Payroll Authorization Forms must be received by Human Resources no later than the last business day of the month in which the appointment is effective. Contact Human Resources for Payroll Authorization Forms at x52450.

Dual Compensation

The aggregate gross annual salary of an employee receiving payment from the House who is 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 the gross annual rate established by 5 U.S.C.§5533. For the current applicable dual compensation rate, contact the Office of Human Resources, Payroll Department, at x5-1435.

Federal Civil Service Annuitant

If a committee 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 committee, may not exceed the highest rate of basic pay as authorized by the Speaker's Pay Order. The combined total of the Federal civil service annuity and the amount of the salary will be charged to the committee.

Lump Sum Payments
A Committee Chair may authorize lump sum payments to employees of the committee (2 U.S.C. 60 o).

1. Payments must be consistent with House Rule XXIV, clause 8 (a), which requires that employees perform 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. Lump sum payments may not exceed 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. Total compensation in any one month, including lump sum payments and regular pay, may not exceed 1/12th of the maximum rate of pay specified in the Speaker's Pay Order.

5. Committee Chairs 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. 6. Lump sum payments are considered as part of "rate of pay" under the Speaker's Pay Order.

7. Lump sum payments are considered "supplemental wages" for taxation.

8. Lump sum payments are not considered as part of "basic pay" for calculating Thrift Savings Plan, life insurance, and federal pensions.

9. Contact the Committee on Standards of Official Conduct, Office of Advice and Education, at x57103 for information on the treatment of lump sum payments with regard to financial disclosure, post-employment restrictions, and outside earned income limitations.

10. Lump Sum Payments will be disclosed separately in the Quarterly Statement of Disbursements.

Overtime Wage Rate Compensation
Employees who are covered by the minimum wage and overtime provisions of the Fair Labor Standards Act of 1938 (non-exempt) as made applicable by the Congressional Accountability Act, 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 time-off during the same pay period, in accordance with consistently applied office personnel policies.

Overtime Pay Sheet forms must be received by Human Resources no later than the 18th day of the month following the month in which overtime wages were earned. Contact Human Resources at x52450 for the appropriate form.

For assistance in establishing overtime and time-off policies, contact the Office of House Employment Counsel at x57075.

See Employment Law (11).

Pay Adjustments
The Committee Chair may adjust, in any month, an employee's pay to reflect exceptional, meritorious, or less than satisfactory service. Adjustments must be received by Human Resources by the 18th of the month in which the adjustment is to be effective.

Retroactive pay adjustments are not authorized.

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 18th day of the month, the payroll check for that month may have already been processed. If an employee is overpaid, the committee is responsible for obtaining reimbursement.

Employment Law
The Congressional Accountability Act
Pursuant to the Congressional Accountability Act of 1995, Public Law 104-1, House employing offices are accountable under the following laws:

a. Fair Labor Standards Act of 1938

b. Title VII of the Civil Rights Act of 1964

c. The Americans with Disabilities Act of 1990

d. The Age Discrimination in Employment Act of 1967

e. The Family and Medical Leave Act of 1993

f. The Employee Polygraph Protection Act of 1988

g. Worker Adjustment and Retraining Notification Act

h. The Rehabilitation Act of 1973

i. Uniformed Services Employment and Reemployment Act of 1994

j. Federal Service Labor-Management Relations

k. The public service and accommodations provisions of the Americans with Disabilities Act of 1990

l. 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, phone (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 Congressional Accountability Act.

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 legal advice and guidance with respect to employment matters generally and on establishing office policies consistent with applicable laws. Contact Office of House Employment Counsel at x57075.

Financial Disclosure
Members and employees receiving basic pay at a rate equal to or greater than 120 percent of the minimum pay for GS-15 for at least 60 days during any calendar year must file a Financial Disclosure Statement upon appointment, termination, and annually on May 15th. For the current applicable rate, contact the Committee on Standards of Official Conduct, Office of Advice and Education at x57103.

Ordinary and necessary expenses incurred by 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, Office of Advice and Education, at x57103 for applicable rules.

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 over any individual who is a relative of that public official.

3. Every employee must certify his or her relationship to any Member of Congress on a certificate of relationship form, available from Human Resources at x52450. 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. Completed certificates must be submitted to Human Resources, Chief Administrative Office (CAO) for retention in the employee's personnel files.

4. Individuals with the following relationship to the Chair or Ranking Minority Member of a committee or any of its subcommittees may not be employed by the committee:

· 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

· Father-in-law
· Sister
· Stepson

· First cousin
· Sister-in-law
· Uncle

· Half-brother
· Son
· Wife

5. If a House employee becomes related to the Chair or Ranking Minority Member of the committee or any of its subcommittee (by marriage), the employee may remain on the personal or committee payroll. Similarly, if a Chair or Ranking Minority 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 Chair or Ranking Minority Member of the committee or any of its subcommittee may not then give that individual further promotions or raises, other than cost-of-living or other across-the-board adjustments.

6. The statute does not prohibit a Chair or Ranking Minority Member of the committee or any of its subcommittees from employing two individuals who are related to each other, but not to the Chair or Ranking Minority Member. (See, House Ethics Manual, pp. 187 and 188).

7. If an employee is related to a current Member of Congress, the nature of the relationship must be stated on the monthly Payroll Certification Form.

Contact the Committee on Standards of Official Conduct, Office of Advice and Education, at x57103 for additional information.

Non-Disclosure Oath
House Rule XXIV, clause 13, requires a Member, Delegate, Resident Commisioner, officer or employee of the House to execute an oath of non-disclosure before having access to classified information.

Post-Employment Restriction
Members and employees paid at a rate equal to or greater than 75% of the basic rate of pay of a Member for at least 60 days in the one-year period preceding termination are subject to post-employment restrictions. For the current applicable rate and information regarding the applicable restrictions, contact the Committee on Standards of Official Conduct, Office of Advice and Education, at x57103.

Working from Home due to a Disability
In accordance with the American with Disabilities Act, a Committee Chair 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 Committee Chair may require certification from a physician of the need for such accommodation.

See Congressional Accountability Act (11) and Telecommuting (35).

LEAVE
The Committee Chair determines the terms and conditions of employment, including provisions for leave (e.g. Annual, Administrative, and Sick) consistent with applicable Federal laws and House Rules. Contact the Office of House Employment Counsel at x57075 for information about 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 a 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 Committee Chair. Placement in a Furlough status is at the discretion of the Committee Chair, unless statute otherwise requires placement in such status.

1. To be eligible an employee must have been employed by the committee for the entire month prior to the effective date of Furlough status.

2. An employee placed in a Furlough status continues to fill a committee position. The name of such committee employee will be listed on the monthly Payroll Certification Form.

3. Continuation of employee benefits while on furlough status:

a. Health benefits enrollment and coverage may be continued for up to 12 months. However, to maintain 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.

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 form provided by Human Resources and received no later than the 18th day of the month in which the placement is to be effective.

Contact Human Resources at x52450 for such forms and additional information on employee benefits while on Furlough status.

Jury and Witness Duty
Under 2 U.S.C. § 130b, the pay of an employee may 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 Finance Office for deposit in the general fund of the Treasury.

Leave Without Pay (LWOP)
LWOP is an absence without pay initiated by the employee subject to the approval of the Committee Chair, unless statute otherwise requires placement in such leave status.

1. To be eligible an employee must have been employed by the committee for the entire month prior to the effective date of the LWOP status.

2. 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 LWOP period. Committee Chairs are encouraged to contact the Committee on Standards of Official Conduct, Office of Advice and Education, at x57103 prior to approving a LWOP status request to confirm that no conflict of interest issues exist.

3. LWOP status should be requested in advance of the period of absence.

4. LWOP status may not exceed 12 months in a 24-month period.

5. 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 Form.

6. 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 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.

b. Life insurance coverage continues for up to 12 months without employee contribution.

c. Retirement coverage continues without contribution. Up to 6 months in a calendar year is credited for service in the annuity computation.

7. The placement of an employee on LWOP status must be made on the Payroll Authorization Form and received no later than the 18th day of the month in which the placement is to be effective.

Contact Human Resources at x52450 for such forms and additional information on employee benefits while on LWOP status.

Military Leave
Employees who are members of a National Guard or Armed Forces Reserves unit are entitled to leave without loss in pay, time, 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 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 USC § 6323).

Contact the Office of House Employment Counsel at x57075 for additional information on the rights, benefits, and obligations of individuals absent from employment for service in an uniformed service (38 U.S.C. § 4317 - 4319). See Replacement Employees (7).

Consultants
Pursuant to 2 U.S.C. § 72a(i) each committee is authorized, with the prior approval of the Committee on House Administration, to obtain temporary or intermittent services of individual consultants or organizations, to advise the committee with respect to matters within its jurisdiction.

1. The term of the contract agreement may not exceed 12 months or the end of a Congress, whichever occurs first.

2. The consultant is to act as an independent contractor and is not an employee of the committee. The Committee on House Administration will not approve a contract if the services to be provided by the consultant are the regular and normal duties of committee staff.

3. Individual contract agreements may not exceed the per diem equivalent of the highest gross rate of compensation that may be paid to a regular employee of the committee.

4. If the consultant receives federal retirement benefits during the term of the contract, the sum of all money paid to that consultant plus the federal retirement benefits for the calendar year may not exceed the maximum gross rate of annual compensation allowed for an employee of the committee.

5. A consultant may be reimbursed for the cost of transportation and travel-related expenses in accordance with the rates and regulations established for Members and employees of the committee. Consultants may travel at the government rate when traveling on official committee business.

6. Pursuant to clause 14(b) of House Rule XXIV, consultants are subject to certain provisions of the House Code of Official Conduct, including the gift rule, the prohibition against use of one's official position for private gain, and the requirement to conduct oneself at all times in a manner that reflects creditably on the House. For information relative to the House Rules, contact the Committee on Standards of Official Conduct, Office of Advice and Education at x57103 for further information.

7. Committee Chair must submit a letter requesting approval of the Committee on House Administration along with a signed contract agreement and resume of the proposed consultant, including, but not limited to, details of Federal Service either as an employee or pursuant to contract agreement with any committee of the Congress.

8. The letter must specify that the proposed contract has been approved by a majority of the Members of the committee and that no services pursuant to the proposed contract will commence prior to approval of the contract by the Committee on House Administration.

The Committee on House Administration will make available for public inspection a copy of the qualifications of each consultant.

Detailees
Pursuant to 2 U.S.C. § 72a(f), a committee may acquire on loan, with the prior written authorization of the Committee on House Administration, experts or other personnel from a Government department or agency.

1. Committee Chair must submit a letter to the Committee on House Administration requesting approval of the detailing agreement. The request must include the following:

a. Letter from the Committee Chair to the head of the particular Government department or agency explaining the need for the detail, the estimated period of the assignment, and the terms of reimbursement, if any, of the detail.

b. Written response from the Government department or agency agreeing to the detail request.

2. Detailing agreements may not exceed a 12-month period or the end of a Congress, whichever occurs first.

3. Committees are not required to reimburse for detailees, except for detailees from the Government Printing Office (GPO). Detailees assigned from GPO require full reimbursement from committee funds. The total number of non-reimbursable detailees, at one time, must remain at or below 10% of the committee's staff ceiling.

4. Detailees remain employees of the detailing department or agency, and are not employees of the House. Therefore, any travel by detailees will be undertaken pursuant to the authority of the detailing department or agency. Reimbursement of travel to the department or agency will be from committee funds and subject to the detailing agreement.

5. Personnel from the Congressional Research Service (CRS) may only be detailed to accompany an official committee delegation in the conduct of official committee business. CRS staff may only serve in a technical, nonpartisan capacity, and all travel costs are the responsibility of the committee.

6. Pursuant to 31 U.S.C. § 734 the Comptroller General may assign or detail an officer or employee of the General Accounting Office to full-time continuous duty with a committee of Congress for not more than one year.

COMMUNICATIONS

Advertisements

General
Ordinary and necessary expenses related only to the following types of advertisements are reimbursable:

a. notice of committee employee and internship openings

b. notice of official committee events (i.e., forums, field hearings)

Advertisements may not include the name, picture or likeness of any Member of the committee.

Advertisements must receive an Advisory Opinion from the Commission on Congressional Mailing Standards (Franking Commission). Contact the Franking Commission at x59337.

Disclosure
Committees must disclose, within the text of a television, radio and internet advertisement, the source of payment for the official advertisements. Committees may use any of the following:

a. "Paid for with official funds from the Committee on [committee name]."

b. "Paid for by funds authorized by the House of Representatives for the Committee on [committee name]."

c. "Paid for by official funds authorized by the House of Representatives."

Internet
Committees are authorized to purchase banner advertisement on Web pages. The banner advertisement may contain only text. The banner 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 committee's home page.

Radio
Ordinary and necessary expenses for a radio advertisement only announcing an official committee event (e.g., field hearing, forum) are reimbursable.

Television
Ordinary and necessary expenses of a television advertisement only announcing an official committee event (e.g., field hearing, forum) are reimbursable. Television advertisements may only contain text and voiceover.

Booths
Ordinary and necessary expenses associated with renting or outfitting a booth to provide public information directly related to official committee business are reimbursable.

Electronic Communications
Ordinary and necessary expenses related to the distribution of electronic communications (e.g., the Internet, fax machines, etc.) are reimbursable.

Franked Mail
Use of the Frank
1. Pursuant to 39 U.S.C. § 3210, committees are entitled to the privilege of sending mail as Franked mail in order to assist and expedite the conduct of official committee business. The content of committee mail must relate to the normal business of the committee. For information regarding the use of the Frank, refer to the Regulations on the Use of the Congressional Frank.

2. At the request of the Committee Chair, a separate mail accounting system can be provided to the minority of the committee.

3. Any mass mailing mailed by the committee that relates to normal and regular business of the committee may be mailed without regard to election year mass mailing cut off provisions.

4. 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 committee 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. 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 further information regarding this program, contact the Library of Congress, Exchange and Gifts Division at x75243.

Contact the Franking Commission at x59337 for additional information.

Franked Mail Monthly Statement
Each month the United States Postal Service (USPS) will prepare an 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 Postal Operations for payment from the committee's franked mail allocation and will provide an informational copy to committees.

Inside Mail
1. Inside mail is a delivery service for the transmittal of inter-office communications provided to congressional offices by House Postal Operations, pursuant to 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 service is provided to support the conduct of official business of Members, committees, Officers of the House, and Congressional Staff Organizations.

3. Inside mail service may not be used to circulate letters that 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 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 business of the committee. This correspondence must be on official letterhead and signed by the Committee Chair, Ranking Minority Member, or Member(s) of the committee.

b. A position paper, report, legislative analysis, or any material published or produced by another individual or organization a committee wishes to circulate. This correspondence must be accompanied by a signed cover letter, on official letterhead, endorsing the material. 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 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 are transmitted to House Postal Operations, in the appropriate quantity, with a cover letter signed by the Committee Chair, Ranking Minority Member, or committee Member, indicating to whom the mailing should be distributed. For information regarding the distribution figures and procedures, contact House Postal Operations at x53856.

Non-Franked Mail
Ordinary and necessary 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 be used in lieu of the frank. Such mailings must be in compliance with the Franking Regulations.

See Regulations on the Use of the Congressional Frank (available from the Franking Commission at x59337).

Printing and Production of Committee Publications
Services required in support of the printing and production of committee hearings and prints are provided to each committee by the Government Printing Office (GPO). The following services are authorized pursuant to Title 44 of the U.S. Code:

a. The printing of up to 150 copies of committee hearings or prints on matters germane to the committee's jurisdiction. Additional copies, the total cost of which does not exceed $700, may be printed when authorized and approved by the Joint Committee on Printing. Any additional copies may be subject to the adoption of a House resolution authorizing such printing.

b. The binding of a maximum of four sets (two sets each for the Majority and the Minority) of each committee publication for retention and permanent use by the committee.

c. A committee may hire an individual or acquire a detailee on loan from GPO to provide assistance in support of the printing requirements of the committee. To request the detailing of a GPO employee, the Committee Chair should submit a request in writing to the Public Printer, c/o Congressional Printing and Management Division, GPO, Room C730, Washington, DC 20401.

See Detailees (18).

Stationery
1. Official stationery (official committee letterhead, envelopes, roll call forms, etc.) is procured from the GPO (44 U.S.C. § 734). Contact the Congressional Printing and Management Division of GPO at (202) 512-0224 and the Office of Printing Services (OPS) at x51908 for stationery requests.

Official stationery may not contain the following information:

a. Seals other than the Great Seal, Congressional Seal, or State Seal

b. Any Slogan

c. Private entity information or endorsement

d. Campaign contact information (e.g. address, phone number, e-mail address)

e. Greetings

2. Ordinary and necessary expenses related to the purchase of stationery (writing paper, press or news release letterhead, etc.) are reimbursable. Committees may purchase the stationery from OPS or an outside vendor.

3. Official stationery may be used only for a letter or other document the content of which complies with the Franking Regulations.

4. Ordinary and necessary expenses for business cards for committee employees are reimbursable. Cards must contain the name of the committee and accurately describe the position to which the employee has been appointed.

Contact the Committee on Standards of Official Conduct, Office of Advice and Education, at x57103 for guidelines on the use and appearance of official stationery. Contact the Franking Commission at x59337 for information on content of official correspondence.

Web Site Regulations

General
Web sites are a series of centrally maintained Web pages, accessible to the public via the Internet and stored on a specific host paid for with official funds. 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 official committee business are reimbursable.

2. The minority and subcommittees shall be entitled to a separate page that is linked to and accessible only from the committee's Web page. For any Web pages created under this policy, the Chair (committee or subcommittee) or Ranking Minority Member (committee or subcommittee) responsible for its content must be identified on the introductory page.

3. Web sites must be located in the HOUSE.GOV host-domain and may be maintained either by House Information Resources (HIR), the committee office, or a private vendor.

4. Committee Web sites may link to Member Web sites, but Member Web sites may not be located on Web sites paid for by committee funds.

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 the committee nor the House is responsible for the content of linked sites. Committees maintaining their sites on the Public web server are required to incorporate the exit notice into their external links.

Content
The content of a committee Web site may not:

a. Include personal, political, or campaign information.

b. Be directly linked or refer to Web sites created or operated by campaign or any campaign related entity, including political parties and campaign committees.

c. Include grassroots lobbying or solicit support for a Member's position.

d. Generate, circulate, solicit or encourage signing petitions.

e. 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)
1. 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 committee.

2. The URL name may not be a slogan or imply in any manner that the House endorses or favors any specific commercial product, commodity, or service.

Security
1. 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:

a. Offices must send a written request for access to Internet services to HIR. Technical requirements will be provided to each office by HIR.

b. All users authorized access to the Internet must have unique identifiers and password security.

c. 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.

d. Internet access will be installed only after determination by HIR that anti-virus software has been installed on the committee's computer system.

2. Users with current anti-virus software provided by the House installed on in-office computers may download software, patches, and fixes. Users are responsible for complying with legal or contractual requirements from the owners of the software at least every six months.

Disbursements

Advance Payments
There are instances in which advance payments may be required and may be paid. Only the following advance payments are reimbursable, unless otherwise specifically authorized:

a. Facility rentals

b. Public information booth rental

c. Educational expenses

d. Newspaper and periodical subscriptions

e. Original Equipment Manufacturers' Warranties

f. Telecommunication devices

Reimbursement and Direct Payment
Disbursements from funds available to committees are paid either on a reimbursement or direct payment basis and require the Committee Chair's signature, certifying that the expense was incurred in support of official committee business, and supporting documentation (i.e., receipt, invoice, etc.).

Seeking Reimbursement: Vouchers
Requests for reimbursement or payment from committee funds must be submitted on a completed voucher to the Finance Office.

Each voucher must include the following information:

1. Committee Chair's original signature.

2. Date(s) of service provided or date of purchase.

3. Payee (the party to whom the payment or reimbursement is being made) may be one of the following:

a. Committee Chair

b. Members and employees of the committee

c. Witnesses

d. Consultants

e. Government detailing agency

f. Designated vendor

For payment to individuals, the payee's tax identification number or Social Security number must be included on the voucher.

4. Description of the expenses incurred.

5. Supporting documentation (original invoices, original receipts, etc.).

6. Amount due.

Committees should provide the Finance Office with original receipts. If original receipts are unavailable, the Committee Chair may submit the voucher with the available documentation (e.g., copy of receipt or original credit card statement) with 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.) and for taxi fares under $10.00, the information on the front of the voucher will be recognized as sufficient.

General Expenses

Appliances
Ordinary and necessary expenses for small appliances (microwaves, coffee makers, etc.) for use in the committee offices are reimbursable.

Any equipment that exceeds $500 in value must be added to the committee's inventory.Contact Office Systems Management at x53994 to add such items