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).
For information regarding the use of these services contact House Postal Operations at x53856.
A mass mailing is any unsolicited mailing of substantially identical content to more than 500 persons in a session of Congress.
Members may not send mass mailings outside of the district from which elected. (39 U.S.C. § 3210)
All mass mailings must receive an advisory opinion from the Commission on Congressional Mailing Standards (Franking Commission) prior to mailing.
Any printed material sent out as a mass mailing without a Franking Advisory Opinion is reimbursable only if the Franking Commission subsequently deems the mailing Frankable.
Federal law requires each mass mailing sent by a Member of Congress to display the following disclaimer:
"This mailing was prepared, published, and mailed at taxpayer expense."
The notice must appear prominently on the front page of a letter, on the front of the envelope or near the mailing panel, or on the first page of a self-mailer. It must appear horizontally and set apart from other text by lines of spacing and printed in type size not smaller than 7 point.
Member offices are required to submit a completed quarterly Mass Mail Reporting Form to the Office of Finance within 2 weeks after the closing of the reporting period. If the office did not send mass mail in that period, the form must still be submitted.
Mailing costs are disclosed in the quarterly Statement of Disbursements for the House. (2 U.S.C. §59h).
Contact the Franking Commission at x59337.
Each Member must provide a monthly accounting of Franked mail costs sent out of each of their district offices.
Member District Office Certification of Franked Mail forms are available from Postal Operations, x53856.
On a monthly basis, the USPS will send the Member and Postal Operations a notice of the amount used for official mail.
The Postmaster general may not deliver official mail the cost of which is in excess of the authorized MRA.
Ordinary and necessary expenses associated with the printing and preparation of Member correspondence are reimbursable. Franking expenses associated with all mailings will be deducted from the MRA.
Ordinary and necessary expenses related to the procurement and production of mailing lists may be reimbursed under the following circumstances: the list contains information about individuals within the Member's district; the list was procured or compiled as a result of a bona fide arms length marketplace transaction; and the list does not contain any campaign, campaign related, or political party information.
Members may not purchase or acquire mailing lists from their campaign offices unless the lists are available on the same terms to other entities through an arms length marketplace transaction. Official mailing lists may not be shared with a Member's campaign committee, any other campaign entity, or otherwise be used for campaign purposes.
39 U.S.C. § 2910 prohibits Members from sending any mass mailings outside of the district from which elected. Refer to the Franking Regulations.
Dear Colleague letters and similar correspondence must be transmitted to House Postal Operations, in the appropriate quantity, with a cover letter signed by the Member, indicating to whom the mailing should be distributed. For information regarding these procedures, contact House Postal Operations at x53856.
Ordinary and necessary expenses related to the production and distribution of newspaper inserts are reimbursable. The content must be in compliance with the Franking Regulations.
There are certain election-related restrictions on mass communications.
See Unsolicited Mass Communication Restrictions (35).
Postal expenses incurred only when the Frank is insufficient, such as certified, registered, insured, express, foreign mail, and stamped, self-addressed envelopes related to the recovery of official items, are reimbursable. Postage may not to be used in lieu of the Frank. All mailings initiated by a Member must be in compliance with the Franking Regulations.
Members must return unused postage stamps to the Office of Postal Operations at the end of a Member's service in the House.
Contact the Committee on House Administration at x58281.
Printed materials produced by the Member are reimbursable when they are in compliance with the Franking Regulations. Reimbursable printing and production expenses include, but are not limited to:
If printed materials are to be sent under the Frank, a written advisory may be required.
See Use of the Frank (28) and Unsolicited Mass Communication Restrictions (35).
Ordinary and necessary expenses associated with the printing and production of official stationery are reimbursable. Official stationery may be procured from the Government Printing Office (44 U.S.C. §734).
Contact the Congressional Printing Management Division at 202-512-0224 and the Office of Publication Services at x51908 for stationery requests.
Additional stationery requests (writing paper, bond, etc.) are reimbursable.
Samples of such stationery are available from the Office of Publication Services.
Official stationery must contain the following information:
Official stationery may not contain the following information:
Official stationery may be used only for a letter or other document the content of which complies with the Franking Regulations. Contact the Franking Commission at x59337 for information on content of official correspondence.
Contact the Committee on Standards of Official Conduct at x57103 for information on the use of official stationery.
Ordinary and necessary expenses for business cards for Members and employees are reimbursable. The content of business cards must comply with the Franking Regulations. Business cards must contain the name of the employing authority and accurately describe the position to which the employee has been appointed.
Business cards may be obtained through Office Supply Service x53321.
Unsolicited mass communication is defined consistent with Franking Regulations as any unsolicited communication of substantially identical content to 500 or more persons in a session of Congress.
Except where noted, unsolicited mass communications, regardless of the means of transmittal, must receive an Advisory opinion from the Franking Commission, prior to dissemination. Advisory Opinions may be obtained from the Franking Commission at x59337.
Expenditures from the MRA for unsolicited mass communications, regardless of the means of transmittal, are prohibited if such communication occurs fewer than 90 days immediately before the date of any primary or general election (whether regular, special, or runoff) in which the Member's name will appear on an official ballot for election or re-election to public office.
Examples of unsolicited mass communications are:
This restriction does not apply to the following:
Please see Electronic Communications.
World Wide Web sites paid for with official funds (Web sites) are a series of centrally maintained Web pages, accessible to the public via the Internet and stored on a specific host. The home page is the first accessible page for that site.
The content of a Member's Web site:
The URL name for an official Web site located in the HOUSE.GOV domain must be recognizably derivative or representative of the name of the Member or the name of the office sponsoring the Web site.
The URL name for an official Web site located in the HOUSE.GOV domain may not:
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:
Users with current anti-virus software provided by the House and installed on in-office computers may download software, patches, and fixes. Users are responsible for complying with any legal or contractual requirements from the owners of the software that is downloaded. Users should upgrade the anti-virus software as directed by HIR.
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.
Travel by Members, Members' employees, and vendors in support of the official and representational duties of that Member to the district from which elected is official travel.
Ordinary and necessary expenses associated with official travel are reimbursable.
Official travel includes local travel and travel away from home overnight to conduct official and representational duties, when returning to the duty station or residence is impractical.
Living expenses and commuting expenses are not reimbursable. Living expenses include meals, housing, and other personal expenses incurred at the Member or employee's residence or duty station. Commuting expenses are transportation expenses incurred by the Member or employees between their residence and duty station.
Official travel, paid for with the MRA, may not be for personal, political, campaign, or committee purposes.
Official travel cannot originate from or terminate at a campaign event. Official travel may not be combined with or related to travel or travel-related expenses paid for with campaign funds.
Official travel may not exceed 60 consecutive days.
Members have two duty stations: their Congressional District and Washington, D.C.
Official travel also includes travel by a vendor when traveling to provide service or training to Member offices.
A vendor is an employee of a private company that provides maintenance and support for equipment and software (computer and non-computer) under a valid House contract or working on a time and material basis.
All travel costs must be negotiated and agreed upon in writing by both parties prior to vendor travel. Offices are encouraged to utilize the federal government per diem rates established by the General Services Administration for vendor travel costs as a benchmark. For a listing of the per diem rates by state and locality, see http://policyworks.gov/org/main/mt/homepage/mtt/perdiem/travel.shtml.
Official travel includes travel to an official point from a location visited on personal travel, if the travel to the official point is necessitated by an unexpected official and representational duty (e.g. previously unscheduled House vote, natural disaster, or civil disorder). In such cases, return travel to the point of personal destination is considered official and reimbursable.
Combined travel is travel by a Member or their employees for the primary purpose of supporting the official and representational duties of the member, but includes an intervening destination or an additional time period that is included for personal purposes.
Combined travel requires that:
Official travel expenses including transportation, lodging, meals (excluding alcohol), fees (parking, tolls, ticket change fees, etc.), and other ordinary and necessary incidental expenses while on official travel status are reimbursable.
Official travel expenses may be shared by more than one Member or Committee office. The division of expenses must accurately reflect each traveler's expenses, and offices may only pay for the expenses of the Member, staff, and authorized vendors.
See Government Travel Card (43). See Town Hall meetings (22).
Ordinary and necessary expenses related to chartering an aircraft for official travel are reimbursable when:
A Member and/or their employees who travel via corporate, business, or privately owned aircraft in support of the conduct of official and representational duties must reimburse the entity providing the flight, for the fair market value of the flight. To determine the fair market value of such a flight, apply the following:
Prior to scheduling travel provided by any corporation, business, or individual, a Member or employee must verify that the person has authority under its FAA certification to accept payment for travel as set forth above. Contact the Committee on Standards of Official Conduct at x57103.
See Privately-Owned Vehicles (42).
Government rates are available to Members and employees to support the conduct of official travel.
To be eligible for Government rates when purchasing tickets for official travel, Members and employees may present:
Contact the General Services Administration (GSA) to obtain a listing of schedules and fares of the federal contract air, rail, and bus carriers, car rental companies, and hotels/motels.
Ordinary and necessary expenses related to the lease of a vehicle in support of the conduct of official and representational duties are reimbursable.
Non-governmental use of such a vehicle may be made only when such use is:
Ordinary and necessary expenses related to short-term vehicle rental are reimbursable. Rental may not exceed 60 consecutive days.
The government discount rates offered by some rental car companies include:
Cars rented at the government rate should include the CDW. Not all rental car franchises offer the government rate with CDW included. To ensure CDW coverage, offices can make their rental car reservations through the Combined Airlines Ticket Office (CATO). CATO is located at B-222 Longworth Building.
If an office does not use CATO then the Committee recommends the following:
Offices may obtain an Official Travel Authorization coupon from the Finance Office.
If the government rate is unavailable the cost of CDW is reimbursable.
Personal accident insurance (PAI), personal effects coverage (PEC), and equivalent insurance policies are not reimbursable.
If an employee on official and representational business is involved in an accident with a rental car, notify the Office of General Counsel at x59700.
Ordinary and necessary expenses related to a long-term rental or lease of a vehicle by a Member in the Member's District are reimbursable.
The House will authorize disbursement of funds under the terms of the lease agreement only if the lease agreement complies with the Rules of the House and the Regulations of the Committee on House Administration. The House will not authorize disbursement of funds to make payments under the terms of the lease agreement until the Administrative Counsel has reviewed the lease and has signed the Attachment.
Expenses related to leased vehicles (both short-term and long-term) including but not limited to the following are reimbursable:
Security deposits, termination fees, traffic violations, depreciation loss based on premature return, and similar fees, penalties or charges may not be reimbursed.
The costs of transportation by Member or employee via a privately owned or privately leased vehicle while on official and representational business reimbursable on a rate per mile basis. The maximum rates per mile are:
For the current applicable rates, contact the Committee on House Administration at x58281.
Only mileage for use of an aircraft that is privately owned by either a Member or the Member's employee is reimbursable.
See Disbursements (42) and Corporate or Private Aircraft (39).
Free travel, mileage, discounts, upgrades, coupons, etc., awarded at the sole discretion of a company as a promotional award may be used at the discretion of the Member or the Member's employee. The Committee encourages the official use of these travel promotional awards wherever practicable.
There are instances in which advance payments may be required and may be paid from the MRA. Unless specifically authorized by the Committee, only the following advance payments are reimbursable:
Official travel-related expenses may be paid with cash, check, personal credit card, etc., or the Government Travel Card for Members and employees and reimbursed through the Finance Office.
See Government Travel Card (43), Dues (16), and Disbursements (3).
Disbursements from the MRA are paid on a reimbursable basis or by direct payment (to vendors) and require:
The Government Travel Card is available for Member and employee use for official travel and travel-related expenses. Such travel expenses incurred on this or any other credit/charge card, are directly reimbursable to the traveler or to the cardholder with a copy of the credit card statement, an accompanying voucher, and applicable receipts. When reimbursement is to be made to the cardholder for expenses incurred by someone other than the cardholder, the description of services stated on the voucher must clearly identify the traveler and the expense incurred.
Members and employees are reminded that the Government Travel Card is for official travel purposes only. Use of this card for any personal or non-official purchases is prohibited. The Government Travel Card may be used by the cardholder only. The cardholder may use the card to purchase travel-related services (airline tickets, hotel expenses, etc.) for other authorized travelers.
The Office of Finance will monitor the monthly aging report received from the vendor and alert offices of delinquencies. The Office of Finance will not intervene with the vendor in the event of a delinquency.
Requests for reimbursement or payment from the MRA must be submitted on a completed voucher to the Finance Office.
Each voucher must include the following:
Member offices must provide the Office of Finance with original receipts, unless original receipts are unavailable. In such cases, Members may submit the voucher with the available documentation (e.g., copy of original credit card statement) and a signed certification stating: "I certify that this is a true copy. This is my only submission for payment."
In instances where original receipts are not provided (bus fares, pay phone calls, etc.) or for taxi fares under $10.00 the information on the voucher is sufficient.
When submitting reimbursement for travel expenses, the voucher must also indicate the name of the traveler for whom the expenses were incurred.
The Committee strongly recommends that Member offices submit their vouchers for travel reimbursements at least fifteen days before the payment due date to assist the Office of Finance in providing timely reimbursements and prevent Members from incurring late fees or delinquency problems.
See Custodial Services (23), Educational Expenses (16), and Interpreting and Translating Services (18).
The Salaries and Expenses appropriation for the House of Representatives, which includes MRA funds, is withdrawn on September 30 two years after the year for which the funds were originally appropriated.
If an office requests reimbursement for an official and representational expense incurred during a year for which the appropriation has been withdrawn, the Office of Finance will determine if an amount sufficient to pay the expense would have been available if the appropriation had not been withdrawn. If no funds would have been available, then the expense is the personal liability of the Member.
If the expense would have been payable had it been timely submitted, notwithstanding the expired appropriation, then the expense may be paid from a currently available allowance.
Members of Congress may form a Congressional Member Organization (CMO) in order to pursue common legislative objectives.
Each Congress, CMOs must register with the Committee on House Administration.
CMOs must provide the following information:
Members of both the House and Senate may participate in CMO, but at least one of the Officers of the CMO must be a Member of the House. The participation of Senators in a CMO does not impact the scope of authorized CMO activities in any regard.
CMOs have no separate corporate or legal identity. A CMO is not an employing authority. The MRA may not directly support a CMO as an independent entity. A CMO may not be assigned separate office space.
Neither CMOs nor individual Members may accept goods, funds, or services from private organizations or individuals to support the CMO. Members may use personal funds to support the CMO.
A Member of a CMO, in support of the objectives of that CMO, may utilize employees (including shared employees) and official resources under the control of the Member to assist the CMO in carrying out its legislative objectives, but no employees may be appointed in the name of a CMO.
CMOs may not use the Frank, nor may a Member lend his or her Frank to a CMO.
A Member may use official resources for communications related to the purpose of a CMO. Any such communications must comply with the Franking Regulations.
Members may devote a section of their official Web site to CMO issues, but CMOs may not have independent Web pages.
A Member may use inside mail to communicate information related to a CMO.
Members may prepare material related to CMO issues for dissemination.
Official funds may not be used to print or pay for stationery for the CMO.
Members may refer to their membership in a CMO on their official stationery.
A Congressional Staff Organization (CSO) is an organization, a majority of whose members are House employees, that exists for the purpose of facilitating interaction among congressional staff.
Each Congress, CSOs must register with the Committee on House Administration.
At least one officer of a CSO must be an employee of the House, and all officers must be employees of the House or Senate.
A CSO should contact the Committee on Standards of Official Conduct at x57103 before accepting anything of monetary value from a private source.
Other than as specified in this section, House staff that participates in a CSO may make only incidental use of official resources for activities related to a CSO. A CSO is not an employing authority of the House and may not be assigned separate office space.
Each Congress, in order to use official resources of the House (i.e., inside mail, House Intranet, etc.), a CSO must register with the Committee on House Administration. A sponsoring Member must submit a letter, on official letterhead, to the Committee with the following information:
After the CSO is registered, the sponsoring Member may submit, at any time, a letter requesting access to Inside Mail, a House postbox, or a presence on the House Intranet for CSO related activities.
