Members' Congressional Handbook

Each Member is personally responsible for the payment of any official and representational expenses incurred that exceed the authorized MRA which the Member shall pay 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 reimbursement due to the Member or through an administrative offset or legal action in the case of a former Member. The Office of Financial Counseling will notify a Member if he or she is projected to overspend their MRA.

Contact the Office of Financial Counseling at x57474 or the Committee for assistance with accounting and budgeting.

For purposes of this Handbook:

• “Staff” refers to all individuals who serve in the office of a Member including employees, fellows, unpaid interns, and volunteers.
• “Employee” refers to 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. Employees count against a Member’s employee ceiling.

The Congressional Accountability Act (CAA) also contains definitions of “employees” and “interns.” Nothing in this Handbook alters those statutory definitions as applied under the CAA.

Each Member is an authorized employing authority and determines the terms and conditions of employment and service for their staff consistent with applicable federal laws and House Rules.

1. Personnel actions affecting employment positions in the House of Representatives must be free from discrimination based on race, color, national origin, religion, sex (including sexual orientation or gender identity), service in the military, disability, marital or parental status or age.

2. Pursuant to House Rule XXIII, clause 8(a), a Member may not retain an employee on the Member’s payroll who does not perform official duties commensurate with the compensation received for the offices of the employing authority.

3. Teleworking is entirely at the discretion of the Member, subject to the Telework Policy regulations, and a Member is under no obligation to offer a teleworking option to employees. Offices offering teleworking must establish a teleworking program and enter into teleworking agreements with employees who are eligible to telework. The Telework Policy and sample teleworking program and agreement are located on the Committee website.

4. Members are not authorized to procure consultant services or to enter into detailee agreements.

Under 2 U.S.C. § 5321, each Member of the House of Representatives may employ eighteen (18) permanent employees and four (4) additional employees. The 4 additional employees must be appointed to one of the following categories:

1. Interns paid from the MRA

2. Part-time employees

3. Shared employees

4. Temporary employees

5. Employees on leave without pay status

Individuals employed by more than one employing authority of the House of Representatives are considered a “shared employee.”

Shared employees must work out of the office of an employing authority but are not required to work in the office of each employing authority. The primary duty station for any employee shared with three or more employing authorities is either Washington, D.C. or the District of one of his or her employing authorities, which is determined by the location of the employee’s primary residence. All employing authorities must agree in writing to the designation of the shared employee’s primary duty station to ensure they are aware of the potential cost to their official funds to cover travel expenses if the shared employee’s primary duty station is not in Washington, D.C., or the Member’s District.

Employees may not be shared between a Member or Committee office and the office of an Officer of the House if the employee, in the course of duties for an Officer, has access to the financial information, payroll information, equipment account information, or information systems of either Member, Committee, or Leadership offices.

Any shared employee who is employed by three or more House employing authorities must:

1. Inform each employing authority in writing of the employee’s employment status and any change in employment status with other employing authorities.

2. File with the Office of Risk Management a signed Acknowledgment of Receipt and Understanding of the Shared Employee Manual and Certification of Continued Compliance upon becoming simultaneously employed by three or more employing authorities. (See Acknowledgement and Certification).

3. Pursuant to 5 U.S.C § 13101 et seq., each House employee who is simultaneously employed by three or more House employing authorities for more than 60 days during a calendar year must file a Financial Disclosure Statement by May 15 of each year.

4. Comply with all the regulations set forth in the Shared Employee Manual.

5. Complete all financial trainings prior to gaining access to financial systems and must annually recertify

“Fellows” perform services in a House office on a temporary basis as part of an established mid-career education program while continuing to receive the usual compensation from his or her sponsoring employer.

Fellows do not count against the Member’s employee ceiling.

Fellows not employed by the House may use existing resources but cannot be reimbursed from House appropriated funds. If a fellow incurs an expense as a result of work performed for the Member, the fellow may either be reimbursed by the fellow’s sponsoring entity or a Member may use personal funds as authorized under House Rules.

The use of fellows is subject to regulations established by the Committee on Ethics. Contact the Committee on Ethics at x57103 for more information.

Unpaid interns are ineligible for benefits and are not eligible for reimbursement. The Committee on Ethics regulates the use of unpaid interns. Contact the Committee on Ethics at x57103.

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.

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.

Each Member 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.

Contact the Committee on Ethics at x57103 for guidance concerning the current applicable rate of pay and other information regarding Financial Disclosure requirements

The Speaker sets the minimum and maximum rate of pay by issuance of a Speaker’s Pay Order consistent with Federal law. The minimum rate of pay set by the Speaker’s Pay Order does not apply to interns, part-time or temporary employees.  However, for part-time and temporary employees, Members must adhere to the applicable minimum wage provisions of the Fair Labor Standards Act ($7.25 per hour as of July 24, 2009).  Interns are not employees for purposes of compliance with the minimum wage and overtime provisions of the Fair Labor Standards Act.

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

Pursuant to 5 U.S.C. § 5505, the monthly payroll is based on a 30-day pay period. Payment is made on the last business day of the month.

Government contributions to retirement, life insurance, Thrift Savings Plan, transit benefits, Student Loan Repayment Program and health benefits programs are not charged to the MRA.

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.

Employees who are classified as “non-exempt” must be compensated at a rate of time-and-a half for all hours worked in excess of 40 hours during any work week, either in pay or in time-off at the time and a half rate during the same pay period.

Contact the Office of House Employment Counsel at x57075 for assistance in establishing overtime and time-off policies.

Pursuant to 2 U.S.C. § 4537, a Member may authorize a lump sum payment for payout of accrued annual leave, a bonus, severance, or other purpose.

Payments must be consistent with House Rule XXIII, clause 8(a), which requires that employees perform official duties commensurate with the compensation received. Employees may not be compensated from public funds to perform non-official, personal, campaign-related political party, or campaign activities on behalf of the Member, the employee, or anyone else. Lump sum payments may be for services performed during more than one month.

1. A lump sum payment may not exceed the employee’s monthly pay and total compensation in any month (lump sum payment and regular pay) may not exceed 1/12th of the maximum rate of pay specified in the Speaker’s Pay Order.

2. Members may provide lump sum payments for accrued annual leave only if such leave was accrued in accordance with written personnel policies established prior to the accrual of such leave.

3. Lump sum payments are disclosed separately in the quarterly Statement of Disbursements.

4. Lump sum payments are considered “supplemental wages” for taxation purposes.

5. Lump sum payments are not considered as part of “basic pay” for purposes of calculating Thrift Savings Plan, life insurance, or federal pensions.

Contact the Committee on Ethics at x57103 for information on the treatment of lump-sum payments with regard to financial disclosure, post-employment restrictions, and outside earned income limitations

Pursuant to the Family and Medical Leave Act (FMLA), a person employed by a Congressional office is entitled to up to 12 weeks of paid, job protected leave for the following reasons:

A. For the birth of a child and to care for the newborn child; or

B. To adopt a child or to receive a child in foster care.

An individual employed by any Congressional office for at least twelve months (aggregate) 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:

C. To care for a spouse, son, daughter, or parent who has a serious health condition; or

D. For the employee’s own serious health condition which makes the employee unable to perform the functions of his or her job; or

E. Because of a qualifying exigency arising out of the fact that the employees spouse, son, daughter, or parent is on covered active duty (or has been notified of an impending call or order to covered active duty); or

F. Injured Servicemember Caregiver Leave: FMLA also includes a special leave entitlement that permits employees to take up to 26 weeks of FMLA leave to care for a covered service member during a single 12-month period.

Offices may choose to pay some or all of FMLA leave for types C-E and Injured Servicemember Caregiver leave. Employees on FMLA remain eligible for all benefits. Please contact OHEC at x57075 with questions concerning FMLA leave.

Under 2 U.S.C. § 4503, 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.

Under 5 U.S.C. § 6323, an employee in the National Guard or Reserves is entitled to up to 15 days of paid military leave per fiscalyear for active duty, as well as for other qualifying purposes (such as inactive-duty training).

Employees are also entitled to non-reduction in pay. In addition, under 5 U.S.C. §5538, an employee called to active duty in the uniformed services in support of a contingency operation, as defined under 10 U.S.C. §101(a)(13)(B), is entitled to up to five years of paid leave offset by the employee’s military salary.

Contact the Office of House Employment Counsel at x57075 for additional information on the rights, benefits, and obligations of individuals absent from employment for service in a uniformed service.

Small appliances (microwaves, coffee makers, toaster ovens, air purifiers, etc.) under $500 in value for use in the Member’s congressional offices are reimbursable.

In district offices, the MRA can be used to purchase mini and full-size refrigerators.

In Washington, D.C., congressional offices, the MRA may not be used to pay for items that are readily supplied to offices by the CAO and AOC (e.g., mini-fridges, full size refrigerators).

Officially-sanctioned competition means an academic or civic competition designed for participation by each Congressional office, in which entry is limited to the district constituents of each respective participating Congressional office.

Offices must receive prior approval from the Committee on Ethics before soliciting on behalf of the Congressional Art Competition or App Challenge. Please see the see the OfficiallySanctioned Competition section in the User’s Guide for important information and details.

The MRA may be used in a limited fashion to support the Congressional Art Competition and App Challenge. Permissible uses include:

1. The Frank provided the content of such communication is frankable.

2. Advertisements, Member official website and social media communications that are otherwise compliant with Handbook regulations and the Communications Standards Manual.

3. Use of letterhead and official seal of the House by the Member office provided such letterhead and seal are not used for solicitations.

4. Food and beverage expenses that are otherwise compliant with Handbook regulations.

5. Rental of rooms, chairs, and audio systems that are otherwise compliant with Handbook regulations.

6. Items for recognition of public service and acts of public distinction that are otherwise compliant with Handbook regulations.

7. Mileage.

The MRA cannot be used to:

1. Hold an event that is primarily social in nature.

2. Purchase prizes.

In addition, the following expenses for the Congressional Art Competition are reimbursable.

1. Expenses related to framing the winning artwork ONLY when a Member determines in his or her discretion that a hardship case is demonstrated.

2. Cost of shipping the winning artwork by means other than the Frank. A Member may not mail an entry under the Frank but can use the MRA to pay for postage.

3. Insurance expenses for the artwork are not reimbursable except for shipping insurance.

A Member may only solicit donations (including in-kind) on behalf of the officially-sanctioned competition if the Member first receives written approval from the Committee on Ethics.

Ordinary and necessary expenses related to amicus brief filing fees are reimbursable for the following purposes:

1. To file an amicus brief in his or her capacity as a Member of Congress;

2. To participate in a civil action challenging the validity of any federal law or regulation;

3. To participate in a civil action challenging the lawfulness of an action of a federal agency, or an action of a federal official taken in an official capacity, provided that the action concerns a matter of public interest, rather than a matter that is personal in nature.

All other legal fees associated with the filing of an amicus brief are not reimbursable from the MRA.

The MRA may be used to procure the temporary services of a professional individual or entity, such as a lawyer, accountant, or financial advisor, for the limited purpose of assisting a Member in reviewing whether the Member has a “financial interest” in a community funding project the Member may wish to request or support.

Such an expenditure is permitted if the Member seeks assistance in making a determination of their financial interest that is required as part of a certification process that is required by federal law, House Rules, or the rules of a committee of the House before making such a request or statement of support. This includes the requirement of House Rule 23, clause 17, that a written certification may be required with respect to a congressional earmark, limited tax benefit, or a limited tariff benefit sought by the Member in any bill or joint resolution (or an accompanying report), in any conference report on a bill or joint resolution (or accompanying joint statement of managers), or as may otherwise be required by federal law, House Rules, or the rules of a committee of the House.

All such expenditures are subject to public disclosure in the same manner as for other expenditures of MRA funds. In addition, if a Member retains an individual or entity for this purpose, when the Member submits required documentation to the Office of Finance, the Member must also provide a copy of a written certification by the individual or entity that assisted the Member in the review and certification process that such individual or entity does not have a financial interest or other conflict of interest in any specific community funding project, congressional earmark, limited tax benefit, or limited tariff benefit which the individual or entity reviewed for the Member.

Ordinary and necessary expenses for Members or employees to attend informational programs and take professional training related to the official and representational duties to the district are reimbursable.

Informational programs include conferences, seminars, briefings, forums and symposiums on issues, policies and legislative matters that directly relate to the district or the Member’s work in Congress. The MRA cannot be used to attend events that are primarily political or social in nature (such as award ceremonies, galas, balls) or events in which official interaction is incidental and the primary benefit of the Member or employee’s attendance is to the organization hosting the event and not the Member’s district.

Expenses related to professional training or development that relates to a Member’s or employee’s official duties are reimbursable even if such a program provides a certification upon completion.

Expenses to obtain a primary, secondary, graduate, postgraduate, professional degree or acquiring or maintaining a professional certification or license are not reimbursable with the exception for basic first-aid, CPR or notary certifications.

The CAO offers a wide range of training courses and professional development programs through the CAO Coaches Program and Staff Academy at no cost to offices. More information about the training opportunities available through the Congressional Staff Academy is available on HouseNet. The Congressional Research Service has issued multiple reports on House Rules, procedure, major policy issues, and can provide tailored confidential memoranda, briefings, and consultations upon request in addition to seminars and workshops.

All official work of the House of Representatives must be performed and maintained on House equipment, except for in certain circumstances handheld devices. Members may use campaign funds to pay for handheld devices (phones and tablets only) and/or use their personal handheld devices for official use.

Ordinary and necessary expenses for equipment (including cost of installation, maintenance, warranties, and repairs) for use in the Member's congressional offices are reimbursable subject to Committee regulations.

Equipment used for telework purposes should only be issued to paid employees or vendors.

Any equipment with a purchase price of $1,000 or more and any high-risk equipment (e.g., equipment that presents a cybersecurity risk because it contains official data and/or provides access to the House network) regardless of original cost, will be added to the Member’s office inventory.

Members are personally liable for all equipment on the Member’s office inventory. If an item is lost, stolen or damaged, a Member is automatically assigned liability. Members may request a waiver from liability.

See the User’s Guide for additional information on equipment.

Food and beverage expenses incidental to an official and representational meeting that includes one or more person(s) who are not a Member or employee of the House are reimbursable.

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) are not reimbursable.

The MRA may not be used to pay for alcoholic beverages.

The MRA can be used to purchase furniture, carpet, draperies, blinds, and other items (i.e., lamps, coat racks, etc.) in district offices. Furniture exceeding $5,000 per item can only be purchased with prior written approval by the Committee.

In Washington, DC, the MRA cannot be used to purchase furniture and items that are readily supplied by the CAO and AOC. Carpet and draperies are provided by the CAO at no cost to offices every seven years. If an office wants to replace the carpet and draperies earlier, then the Member’s MRA will be charged.

Decorations (e.g., as frames, bookends, flags, seals, rugs, plants, etc.) under $1,000 in value for display in congressional offices are reimbursable.

In D.C. offices, the AOC provides a palette of standard colors and provides labor and materials to paint offices. The MRA may not be used to purchase paint. If an office wants a non-standard color, the Member may use personal funds to purchase the paint and provide to the AOC for application.

The MRA may be used to pay for items such as desks (standing and traditional), office chairs, and desk lamps necessary for telework subject to any applicable telework requirements. Offices are required to maintain an inventory of such items. The purchase of any single item exceeding $250.00 is subject to preapproval by the Committee.

Ordinary and necessary fees related to late payments incurred beyond the control of the Member are reimbursable.

Items of nominal value purchased for official presentation by Members to foreign heads of State and other foreign officials are reimbursable.

To purchase items from the House Gift Shop, select the item(s) and notify the salesclerk that it is for official presentation to a foreign dignitary. Receipts for such items should be vouchered for payment to the Office Supply Store, and the voucher description should note that it is for official presentation to a foreign dignitary and must be supported by a listing of the name, title or position, and country represented of all individuals to whom an official presentation was made.

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.

Official photographs must comply with applicable rules and regulations for official use and may not be used for personal or campaign purposes. Members may use personal funds to retire a photograph from official use at a cost established by the House Photography Studio. At this time, the reimbursement cost is $20. Payment is by check made out to the “U.S. Treasury.” An official photograph is considered retired from official use one week after payment is received by the House from the Member and all official resources (e.g. documents, websites, social media, etc.) have discontinued use of the image(s).

A Member may not use MRA funds to purchase 1) photos that have been retired from official use, 2) photos from a Member’s campaign, or 3) photos from a political organization. A Member may use MRA funds to purchase photographs that are official in nature, at the established market rate, from outside organizations such as media outlets.

In Washington, D.C., contact the House Photography Studio at x52840 for services, charges, and availability.

Photographs provided by a constituent may implicate the gift rule. Contact the Committee on Ethics at x57103 for more information.

Ordinary and necessary expenses related to purchasing or subscribing to print, broadcast, and electronic publications, including but not limited to research materials, reference books, informational brochures, periodicals, and clipping/media monitoring services of such publications are reimbursable.

Subscriptions to publications (including clipping and media monitoring) are eligible for advance payment and may extend beyond the term of the Congress. Subscriptions that extend beyond a Member's term in office will be assigned to the Member's successor.

All invoices for these 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.

Ordinary and necessary expenses related to programs established by the Member to promote the public good or civic service, or to solicit input/information from constituents related to official business are reimbursable. Any program’s title may only include the state and district of the Member. The program’s title may not include the name of the Member.

Members and staff may not solicit any items of value for the program. Only goods authorized under the Recognition of Public Service and Acts of Public Distinction section of the Handbook are permitted to be paid for by the MRA.

Ordinary and necessary expenses related to staff retreats or legislative planning sessions at a Member-authorized location in the Member’s State or in the Washington, D.C. metropolitan area (within 90 miles of the U.S. Capitol) are reimbursable.

Members and staff may be reimbursed for expenses related to attendance at such meetings no more than two times per year. Expenses that are reimbursable include, but are not limited to, food and beverage, rental of space, and hiring a contractor to facilitate the retreat consistent with Handbook regulations.

Staff whose duty station is in the location of the meeting may not incur lodging expenses when staff meetings are held in that area, subject to official travel restrictions.

The MRA may not be used for social events or activities (including but not limited to: boating, skiing, sporting events, theme or adventure parks, touring national monuments or historical sites, etc).

The Office of Employee Assistance offers customized in-person and virtual retreats for congressional offices at no cost. These retreats can help Member offices improve communication, enhance work processes, develop long-term strategic plans and more. Offices can also pay a private vendor to facilitate staff retreats.

Official stationery must contain the Member’s name, Member’s district and state, and Congress of the United States, House of Representatives, or comparable language.

Official stationery may contain the Leadership-appointed positions, Congressional Member Organization membership, and professional license(s).

Official stationery may not contain:
1. Seals other than the Great Seal, Congressional Seal, or State Seal
2. Member’s political party identification
3. Slogans
4. Private entity information or endorsement
5. Campaign contact information (e.g., address, phone number, email address)
6. Greetings
7. Picture or likeness of the Member
8. Family crest

Ordinary and necessary expenses for office supplies to support the conduct of the Member’s official and representational duties are reimbursable.

The MRA may be used to procure or reimburse the cost of certain personal protective equipment such as facemasks, face shields, protective gloves, protective eyewear, and certain personal use thermometers as authorized by the Committee upon the recommendation of the Office of Attending Physician.

Ordinary and necessary expenses related to conducting official meetings and events (i.e., townhalls and constituent service events) inside the district to facilitate the exchange of information regarding the Member’s official and representational duties are reimbursable. These expenses include, but are not limited to:

• procuring space, chairs, tables,
• audio/video equipment
• interpreting services 
• ADA accommodations 
• reporting and transcription services;
• banners/leaflets or flyers that comply with Communications Standards Manual;
• plants or other relevant decorative items of nominal value; and
• custodial services.

Members may invite any Member of Congress to participate in an official meeting. Travel expenses for a guest Member or Senator are reimbursable from the MRA of the host Member. No other travelers are reimbursable.

All 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 with the limited exception of authorized co-sponsor(s) of constituent service events and/or benefits that a private organization routinely offers without charge. Contact the Committee on Ethics at x57103 for guidance.

The presence or involvement by the Member or staff does not sufficiently define an activity as official.

For official meetings outside the district, only travel and travel related expenses are reimbursable.

Ordinary and necessary expenses related to purchase of liability insurance for securing space in which to conduct an official meeting or event in the district is reimbursable if the provisions of the Federal Tort Claims Act are not adequate. 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.

See the User’s Guide for additional information on Insurance.

Members may be reimbursed for ordinary and necessary expenses associated with holding joint official meetings and events (i.e., townhalls and constituent service events) with Members of the House of Representatives representing adjacent districts or United States Senators representing the same state, as specified below.

1. Joint meetings and events must be held in one of the hosting House Members' districts, or if held jointly with the home state Senator, then the meeting must take place within the House Member's district.

2. Expenses (excluding mail) may be divided to reflect an accurate representation of each Member's expenses, and may be directly vouchered through the Office of Finance with supporting documentation (invitation, agenda, etc.) for the meeting.

3. Members are prohibited from directing any unsolicited mass communications outside of the district from which elected. Therefore, official expenses that relate to promoting joint events must be separately accounted for and charged to the MRA of the Member into whose district the mass communication was delivered.

Members may be reimbursed for ordinary and necessary expenses related to conducting a joint virtual meeting or event for constituents (via telephone or internet) with Members of the House of Representatives (from any state) or United States Senators (from the same state as the House Member), as specified below.

1. Expenses which are identical or flat-rate must be divided evenly between the two hosts. Expenses which are billed based on the number of constituents contacted must be divided to reflect an accurate representation of each Member's expenses. Joint virtual meeting expenses may be directly vouchered through the Office of Finance with supporting documentation (invitation, agenda, etc.).

2. Members are prohibited from directing any unsolicited mass communications outside of the district from which elected. Therefore, official expenses that relate to advertising joint virtual meetings must be separately accounted for and charged to the MRA of the Member into whose district the mass communication was delivered.

Unsolicited mass mailings and communications related to joint meetings and events may only be sent by Members to their own constituents and may only contain the sending Member’s contact information.

Joint virtual meetings and events may only target the hosts’ Congressional Districts (telephone and internet) or the hosts’ social media followers (internet).

Ordinary and necessary expenses for custodial services for district office(s) are reimbursable.

Ordinary and necessary expenses related to the rental of a district office 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 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. The Committee on Ethics 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.

All leases must include a House lease attachment. Leases and lease attachments must be submitted to the CAO Office of Administrative Counsel at x56969 for review and processing prior to being signed.

Regulations governing the location of district offices, process for obtaining approval of lease agreements and other important information is located in the User’s Guide.

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 expensesrelated to official communications that comply with the Communications Standards Manual regulations are reimbursable.

Ordinary and necessary expenses related to audio and video recording andmaterials, including but not limited to the following, are reimbursable:

1. Production of public service announcements for distribution to the stations serving the Member’s district;

2. Interpretation services;

3. Filming related to the appearance of a Member or the Member’s employee at an official event;

4. Videos and transcripts of commercial broadcasts related to the Member or the Member’s district for in-office use; or

5. Videos that are produced by the Member or videos that are provided to a Member and authorized by the providing entity to be reproduced for official distribution; or

6. Video teleconferencing services incurred in support of the Member’s official and representational duties.

Except where authorized, the costs related to purchasing television broadcast time are not reimbursable. Members are subject to copyright laws when utilizing outside materials.

Content must be official in nature and must comply with Communications Standards Manual. Any content distributed as an unsolicited mass communication must receive an advisory opinion from the Commission prior to being distributed.

Ordinary and necessary expenses related to electronic communications are reimbursable.

• All official electronic communication content, which is sent out as an unsolicited mass communication, must comply with the Communications Standards Manual.
• All official electronic communications must comply with House information technology and security policies as approved by the Committee.
• All official electronic communications sent to an email list of 100 or more individuals must include a usable opt-out in the body of the email that enables an individual to opt-out from the Member’s email list. Opt-out requests must be honored. These mailings must comply with House IT Policy 007.0 – Bulk Email List Management as approved by the Committee.
• All unsolicited mass communications must be reported on the Quarterly Mass Communications Report.

Subscribed Emails

A subscribed email is an email sent to individuals who have taken a willful action to subscribe to the Member’s email list. Members must notify individuals who subscribe to email updates that the individual is authorizing the Member to send regular email updates from the Member’s office to the individual’s email account. All email updates to subscribers must contain an option that enables the individual to unsubscribe from the email list. Members may send subscribed email updates without obtaining an advisory opinion, but the contents must still adhere to Franking regulations.

Non-Subscribed Emails

If each email address used in a mass communication was not obtained with an individual subscribing for subscribed email updates, then the Member must receive a Franking Advisory prior to the distribution of the mass communication.

Ordinary and necessary expenses related to the printing and production of materials related to official and representational duties of the Member are reimbursable.

Printed materials only require an Advisory Opinion when they are distributed as an unsolicited mass communication. Items not distributed as an unsolicited mass communication do not require an Advisory Opinion but must still comply with the Communications Standards Manual.

Ordinary and necessary expenses associated with the creation and continued operation of websites, in support of the Member’s official and representational duties, are reimbursable.

The content of a Member’s official website and official social media is governed by the Communications Standards Manual.

Members’ websites may be maintained by either House Information Resources (HIR), the Member’s Congressional office, or a private vendor authorized to provide Web services to the House in compliance with the regulations issued by the Committee.

Committee websites may not be hosted on websites paid for by the MRA.

Members may include information within their website about CMO issues and activities. All CMO references within a website must relate to the Member’s official and representational duties.

In addition to their official HOUSE.GOV website, a Member may establish profiles, pages, channels or any similar presence on third-party sites that allow individuals or organizations to offer information about themselves to the public (Social Media Accounts). Member-controlled content on Social Media Accounts is subject to the same requirements as content on Member websites.

Regulations governing the use of URLs and information security are located in the User’s Guide.

1. Official travel must originate and terminate in either Washington, D.C., the Member’s District, or another location of official business except where otherwise stipulated in the Handbook.

2. Transportation expenses to connect to or from another official or officially connected trip is also considered official travel. Any of the connecting/linking travel must occur within the U.S. to be reimbursed with official funds, and the primary purpose of the secondary trip must be official.

3. Ordinary and necessary expenses incurred by Members during official travel between a Member’s primary residence and Washington, D.C., as well as while on official business in Washington, D.C., are reimbursable. These expenses include meals, incidentals and lodging. Lodging reimbursement may include costs associated with hotels, rentals, or other housing expenses. Members may be reimbursed for official and necessary travel expense incurred for meals, incidentals, and lodging on days the House is in session or when attending an official committee business meeting or hearing but not to exceed the daily rate for meals, incidentals and lodging as determined by the General Services Administration for the Washington, D.C. area. Members seeking reimbursement shall submit a monthly expense voucher, and reimbursement shall not exceed expenses incurred. In lieu of receipts, Members shall certify that they have incurred the eligible expenses (for which reimbursement has not otherwise been received) for which they seek reimbursement. Members whose primary residence is within 50 miles of the Capitol may not be reimbursed for lodging expenses except in extraordinary circumstances. Expense reimbursements are subject to existing state and federal tax law.

4. Living expenses (meals, housing and other personal expenses) incurred at the Member’s or employee’s primary residence or primary duty station, are not reimbursable, except in extraordinary circumstances when authorized by the Committee.

5. Commuting expenses (local transportation expenses incurred by the Member or employee while commuting between their residence and duty station) are not reimbursable, except in extraordinary circumstances (e.g., extreme weather conditions, staff working beyond availability of mass transit or rideshare arrangements, etc.) when authorized by the Member.

6. Official travel, paid for with the MRA, may not be for personal, campaign-related political party, campaign, or committee purposes.

7. In order to ensure the safety of Members, the MRA may be used to reimburse the cost of a Member’s individual, annual CLEAR Plus membership. This plan enables individuals to access CLEAR check-in and security lines at participating airports. Official funds may not be used to pay for any other travel screening services or upgrades to a CLEAR Plus membership that enable additional travelers to access CLEAR kiosks, lines, and facilities.

8. Only ordinary and necessary charges associated with failure to cancel reservations incurred beyond the control of the Member and the Member’s employees are reimbursable.

9. In-flight Wi-Fi applications are reimbursable when used for official business only, and when purchased on an hourly, per day, per flight or monthly basis only.

10. Advanced payments for tolls or transponder expenses are not reimbursable; however, monthly transponder statements with official travel tolls clearly identified may be submitted for reimbursement. Transponder service or rental fees are not reimbursable unless use is entirely official.

Combined travel is when a Member or employee for personal reasons either travels to an intervening destination or spends additional time at the location of official business. The primary purpose of the travel must be official, and any expenses incurred (e.g., lodging, meals, rental car, etc.) on the days of personal travel must be paid for with personal funds.

Intervening Destination

Traveling to an intervening destination either on the way to or back from an official trip for personal reasons can be done by one of the following ways:

1. Traveler purchases both segments of the trip (official to personal to official) with personal funds at the commercial rate. Traveler then seeks reimbursement for the government rate of the direct route (official to official) and means to the destination required for official business, or the actual traveled fare, whichever is less.

2. Traveler purchases the “personal” segment (official to personal) of the trip with personal funds at the commercial rate, no reimbursement is sought for this segment. The “official” segment (personal to official) can be purchased at either the commercial or government rate. Traveler then seeks reimbursement for the government rate of the direct route (official to official) or the actual traveled fare (personal to official), whichever is less.

The Member or employee must include the Combined Travel Form when submitting for combined travel reimbursement, stating that the official travel and personaltravel was combined for personal convenience.

Mixed purpose trips typically involve travel that includes official, campaign and/or privatelysponsored activities. Often this travel is funded by a mix of official, campaign and/or private funds. If the primary purpose is for a non-official event/purpose, the office cannot schedule official activities around the non-official event/purpose to make the travel eligible for congressional offices to be reimbursed. Mixed-purpose trips may need to be approved by the Committee on Ethics.

Because mixed travel is so nuanced and specific, please contact the Committee with any questions prior to making any travel arrangements.

Members may not use personal, official or campaign funds for a flight on an aircraft unless specifically authorized in House Rule XXIII, clause 15(b):

1. Aircraft operated by an air carrier or commercial operator certificated by the Federal Aviation Administration;

2. Aircraft owned or leased by a Member or a family member of a Member;

3. Flight of personal use by a Member supplied by an individual on the basis of personal friendship or another Member;

4. Aircraft operated by a government entity (Federal or State); or

5. Owner or operator of the aircraft is paid a pro rata share of the fair market value of the normal and usual charter fare by dividing costs by Members or employees of Congress on the flight.

For any questions related to the use of campaign funds for a flight on an aircraft please contact the Committee on Ethics x57103 and the Federal Election Commission’s Office of Congressional, Legislative and Intergovernmental Affairs. For any questions related to the use of personal funds for a flight on an aircraft, please contact the Committee on Ethics at x57103.

Members may use their own privately owned aircraft for official business and may be reimbursed on a per mile basis, set annually by the Committee, and not for fuel purchased or any other expense.

Members may accept at no cost travel on private aircraft owned by another Member, U.S. Senator, or a family member. For questions related to accepting flights on private aircraft owned by any other individual, please contact the Committee on Ethics at x57103.

Use of corporate aircraft in support of the conduct of official and representational duties may occur ONLY if the corporation is reimbursed for the fair market value of the flight. To determine the fair market value of such a flight, apply the following:

1. When the travel is via a previously or regularly scheduled flight by the corporation, reimbursement is based on the cost of a commercial first-class flight to the nearest location served by a commercial passenger airline. If only coach rates are provided at the nearest location, the Member must reimburse the cost of a commercial coach rate.

2. When the flight is scheduled specifically for Member use, payment will be made based on the cost of an equivalent commercial chartered flight to that location.

A Member or employee who uses his or her privately-owned or privately-leased vehicle while on official and representational business, may be reimbursed on a rate per mile basis, set by the Committee annually, and not for fuel purchased or any other expense. Employees are eligible for mileage reimbursement when driving the Member in the employee’s privately owned vehicle between the Member’s residence and the office. Each Member may establish a lower reimbursement rate for themselves and his or her employees.

Mileage reimbursement may not be made for a vehicle that is owned or leased by the principal campaign of a Member, a political action committee, a political party or anyone other than a Member or employee.

Free travel, mileage, discounts, upgrades, coupons, etc., awarded at the sole discretion of a company as a promotional award earned by the Member or employee while on official travel may be used at the discretion of the Member or employee. The Committee encourages the official use of travel promotional awards wherever practicable.

Members and employees cannot be reimbursed for utilizing promotional awards for official travel as no expense was incurred.

Official travel also includes travel by a vendor when traveling to provide service or training to Member offices.

A vendor that provides a service under a valid House contract or working on a time and material basis, may be reimbursed for travel expenses between Washington, D.C. and the District when traveling to provide service or training to Member offices.

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 the GSA website.

There are instances in which advance payments may be paid from the MRA.

Advance payments must meet the following criteria:

1. Vendor provides these billing optionsto other customers (documentation required).

2. Amount to be paid must be fixed at the time of purchase (e.g., variable cost contracts or services are ineligible).

3. All transactions for the next legislative year must be submitted for payment before the beginning of that legislative year.

4. Vendor may not bundle items that are eligible for advance payment with items that are not eligible.

Unless specifically authorized by the Committee, only the following advance payments are reimbursable.

Between first and second session of a Congress ONLY (may not exceed a Congress):

1. Public information booth and facility rentals and related expenses, excluding deposits

2. Educational expenses

3. Authorized insurance premiums

4. Telecommunications devices and services (tele-townhalls are not eligible for advance payment)

5. Post-office box rentals

6. Original Equipment Manufacturers’ warranties (when purchased with equipment even if warranty exceeds a Congress).

7. Web and information technology services (including software license and maintenance fees). Advance payments are not allowed for custom services to be performed, such as, but not limited to, designing, or building websites.

8. District office security enhancements, including equipment, installation, labor, monitoring, and maintenance costs.

9. Correspondence Record Management system

10. Water/coffee services

11. District office recycling and trash fees, janitorial services

12. District office rent

13. District office parking

14. Airport parking

15. Constituent databases

Between Sessions and Congresses (but may not exceed beyond the next Congress):

1. Subscriptions for print and electronic publications, including media monitoring and clipping services.

2. Travel screening services permitted by these regulations (may be paid after a general election only for a returning Member.

Any Member who is sworn into Congress midterm is the assignee of all advance payments of his or her predecessor.

Requests to obligate prior year funds after January 2 of the succeeding year to purchase equipment and software in both the Washington, D.C. and District offices, and furniture and security enhancements in the district office only, will be considered when a Member provides documentation demonstrating a bona fide intent to obligate.

Office supplies, printing, data packages, customized software and decorations cannot be included on a letter of intent.

To obligate funds, Members must submit a “Letter of Intent” signed by the Member to CAOLetterofIntent@mail.house.gov by 5:00PM EST on January 2 (or the Friday before when January 2 falls on a weekend) including the following information:

• Description of the item(s) to be purchased, including quantity, make, model, cost per item, name of vendor, and vendor’s contact information, if that information is available (Offices may not block off a general amount.)
• Explanation as to why the items listed cannot be purchased prior to the end of the legislative year.

The amount of all the items listed on a letter of intent may not exceed the amount remaining in the current year MRA.

If the “Letter of Intent” is in compliance with the applicable regulations and procedures, prior year funds will be available through March 31 of the following year (or the Friday before when March 31 falls on a weekend). If the items are not purchased by the deadline, the Member forfeits the opportunity to use prior year funds for the purchase.

The Government Travel Card is available for Member and employee use for official travel and travel-related expenses. Travel expenses incurred on this card are directly reimbursable to Citibank with an accompanying voucher, and applicable receipts.

Members and employees are reminded that the Government Travel Card is for official travel purposes only and may be used by the cardholder only. Use of this card for any personal or non-official purchases is prohibited. Any personal purchase or unauthorized charges will be the sole responsibility of the cardholder who must submit payment directly to Citibank.

The cardholder may use the card to purchase travel-related services (e.g., airline tickets, hotel expenses, etc.) for other authorized travelers.

The Office of Finance will monitor the monthly delinquency report received from Citibank and alert offices of delinquencies. The Office of Finance will not intervene in the event of a delinquency; the cardholder will be responsible for any delinquent amount.

Each Congress, CMOs must register with the Committee. Registration letters should be sent to the to the Chairman of the Committee electronically to cmocsoregistrations@mail.house.gov and include the following information:

1. Name
2. Statement of Purpose
3. Officers of the CMO
4. Employee designated to work on issues related to the CMO

CMOs have no separate corporate or legal identity and are not employing authorities.

The MRA may not directly support a CMO as an independent entity and may not be assigned separate office space.

CMOs may not hold independent events outside of the Washington, D.C. area and the MRA cannot be used to conduct travel in support of a CMO.

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. Business cards for individuals who work on CMO issues may refer to the CMO but must make clear that the individual is employed by the Member and not the CMO.

CMOs may have independent web pages when no official resources are used, outside of staff time, to create and support the site.

Members may request a URL for a CMO, provided that the request complies with the CMO domain name regulations issued by the Committee. Web pages using such a URL need not have the same design or layout as the Web site of the sponsoring Member.

Each Congress, CSOs must register with the Committee in order to use official resources. 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 Sponsoring Member must submit a letter, on official letterhead, to the Committee electronically to cmocsoregistration@mail.house.gov with the following information:

1. Name;
2. Statement of purpose; 
3. Officers including contact information;
4. Specify which of the following resources the CSO requests use of:

a. Inside mail
b. House Intranet site
c. House Postbox; and
d. Individuals designated to maintain web and mail services on behalf of the CSO (if applicable)