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 User's 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 CAO's services, please refer to the CAO's Web site on the Intranet or call First Call/One Call at x58000.
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.
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 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.
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.
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.
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 here.
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.
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:
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, 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 Member's 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. The gross annual rate of intern pay ($21,600) is established by the Committee on House Administration. For the current applicable rate, contact the Committee on House Administration at x58281.
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:
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.
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:
The term shared employee means an employee who is paid by more than one employing authority of the House of Representatives.
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 Speaker's Pay Order. The combined total of the civil service annuity and the amount of the salary will be charged to the MRA.
Member offices will not be granted waivers of applicable annuity reductions or pay reductions.
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.
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 Member's 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 Member's 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).
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)).
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 Member's 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.
Ordinary and necessary expenses related to services provided by an individual employed by a temporary agency are reimbursable if the following conditions are met:
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 Member's 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.
Pursuant to the Congressional Accountability Act House employing offices are accountable under the following laws:
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.
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.
However, if a House employee becomes related to the employing Member (by marriage) the employee may remain on the Member's 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.
House Rule XLIII, clause 13, requires Members and employees to execute an oath of non-disclosure before having access to classified information.
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.
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).
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 18th day of the month in which the adjustment is effective.
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.
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.
Each Member's 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.
A Member may authorize a lump sum payment to an employee for any purpose consistent with the following:
Members and employees receiving basic pay at a rate equal to or greater than 120 percent of the minimum basic pay for GS-15 for at least 90 days in a calendar year are subject to the outside earned income limitation established by 5 U.S.C. app 4 § 501 (a)(1) and House Rule 25, cl. 1 (a)(1).
For the current applicable rate of basic pay, the amount of the limit and application of the House Rule, contact the Committee on Standards of Official Conduct, Office of Advice and Education, at x57103.
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 18th 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.
Members may adjust, in any month, an employee's pay to reflect exceptional, meritorious, or less than satisfactory service.
Such adjustments must be received by Human Resources by the 18th day of the month in which the adjustment is to be effective.
Retroactive pay adjustments are not authorized.
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. (5 U.S.C. §5505).
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 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 Member is responsible for obtaining reimbursement.
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.
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:
Employees on Family and Medical Leave remain eligible for all benefits.
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.
Contact Human Resources at x52450 for information on employee benefits while on Furlough.
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.
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.
Contact Human Resources at x52450 for information on employee benefits while on LWOP.
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).
Ordinary and necessary expenses for small appliances (microwaves, coffee makers, etc.) for use in the Member's congressional offices are reimbursable.
Equipment that exceeds $500 in value must be added to the Member's office inventory.
Contact Office Systems Management at x53994 to revise an office inventory.
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 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.
Ordinary and necessary expenses related to clipping services (newspapers, periodicals, magazines, etc.) are reimbursable.
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).
Security and other deposits are not reimbursable and must be paid from the Member's 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).
Ordinary and necessary expenses related to drug testing, in accordance with the Member's written drug-testing policy, are reimbursable.
Offices should consult with the Office of House Employment Counsel at x57075 when establishing drug-testing policies.
Dues, membership fees, assessments, and annual fees are not reimbursable. (5 U.S.C. § 5946).
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.
See Advance Payments (42) and Contractors (7).
Ordinary and necessary expenses related to filling employment vacancies are reimbursable.
The following expenses are not reimbursable:
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 Member's 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).
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.
Framing services for items to be displayed in the Member's 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, carpet, drapes, etc. (including repairs) for Washington, D.C., congressional offices are supplied and maintained by the CAO through the Offices Services (x53994) without charge to the MRA. Furniture for the Washington, D.C., congressional offices is not reimbursable.
Only the following gifts and donations are reimbursable:
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).
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.
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).
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.
Ordinary and necessary fees related to late payments incurred beyond the control of the Member are reimbursable.
Members and staff in Washington, DC or the district are eligible for a mass transit benefit. For information regarding this benefit, please contact CAO First Call at x58000.
Ordinary and necessary expenses for messenger services related to the Member's official and representational duties are reimbursable.
Contact the Committee on House Administration at x58281.
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.
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 Member's term. Subscriptions that exceed a Member's term in office will be assigned to the Member's successor.
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.
Members and staff may attend staff meetings at a Member-authorized location in the Member's 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).
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.
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.
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.
A town hall meeting is an official meeting a Member holds within the Member's 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:
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.
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.
See Advertisements (25), Food and Beverage Expenses (17), and Interpreting and Translation Services (18).
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 Member's district.
Costs of cable television service in support of official and representational duties in the district office(s) are reimbursable.
Ordinary and necessary expenses for custodial services for district office(s) are reimbursable.
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.
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:
District office space must be located within a Member's district unless there is no suitable office space in a federal building in the Member's district. In that event, a district office may be located in a federal building serving the Member's 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.
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 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.
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.
Ordinary and necessary expenses associated with security measures in a Member's district office are reimbursable.
A Member may share office space with Members of the United States Senate from the Member's 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.
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 Member's name and district, the content must comply with the Franking Regulations.
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 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.
Ordinary and necessary expenses related only to the following types of advertisements are reimbursable:
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).
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:
Members are authorized to purchase only advertisements within the five authorized categories on web pages that serve the Member's 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 Member's home page.
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 Member's district.
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 Member's district.
Ordinary and necessary expenses related to audio and video recording and materials, including but not limited to the following, are reimbursable:
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).
Ordinary and necessary expenses associated with renting or outfitting a booth to provide public information directly related to the Member's official and representational duties are reimbursable.
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.
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).
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.
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.
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.
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).
