Committees' Congressional Handbook
Table of Contents
INTRODUCTION
COMMITTEE FUNDS
General
Biennial Funding
Disbursements and
Disclosure
Monthly Reports
Reserve Fund
Biennial Activities
Report
COMMITTEE
STAFF, CONSULTANTS, AND DETAILEES
General
Contractor
Fellows
Interns
Replacement Employees
Shared Employees
Temporary Agencies
Volunteers
Payroll
General
Appointment
Dual Compensation
Federal Civil
Service Annuitant
Lump Sum Payments
Overtime Wage
Rate Compensation
Pay Adjustments
Terminations
Employment Law
Financial Disclosure
Nepotism
Non-Disclosure Oath
Post-Employment
Restriction
Working From Home Due to
a Disability
Leave
Family and Medical Leave
(FMLA)
Furlough
Jury and Witness Duty
Leave Without Pay (LWOP)
Military Leave
Consultants
Detailees
COMMUNICATIONS
Advertisements
General
Disclosure
Internet
Radio
Television
Booths
Electronic Communications
Franked Mail
Franked Mail
Monthly Statement
Inside Mail
Non-Franked Mail
Printing
and Production of Committee Publications
Stationery
Web Site Regulations
General
Content
DISBURSEMENTS
Advance Payments
Reimbursement
and Direct Payment
Seeking Reimbursement:
Vouchers
General Expenses
Appliances
Clipping Services
Decorating Expenses
Drug Testing
Dues
Educational Expenses
Employment Related
Expenses
Equipment
Food and Beverage Expenses
Framing
Furnishings
Incidental Use
Interpreting
and Translating Services
Late Fees
Mass Transit Benefit
Messenger Services
Photography Expenses
Publications
Records Maintenance
and Archiving
Representational Funds
Specialized Training
Supplies
Telecommunications
Telecommuting
Hearings and Meetings
Audio and Video Expenses
Charts and Presentation
Materials
Field Hearings
Insurance for Rental
Space
Interpreting
and Translating Services
Stenographic Reporters
Witnesses
TRAVEL
Domestic Travel
General
Combined Travel (Personal
and Official)
Unexpected Travel
Methods of Travel
Chartered Aircraft
Corporate or Private
Aircraft
Department of Defense
Officially Leased
Vehicle
Privately Owned
or Leased Vehicle
Travel Expenses
Government Rate
Government Travel Card
Government
Travel Cardless Accounts
Shared Travel Expenses
Travel Promotional
Awards
FOREIGN TRAVEL
General
Authorization
Speaker of the House
Committee Chair
Foreign Travel Reports
Individuals
Committee Chair
Speaker Authorized Travel
Interparliamentary Group
or Delegation
Amending Travel Reports
Foreign Gifts and Decorations
Report
INTRODUCTION
Effective August 1, 1999, the following regulations
of the Committee on House Administration, collectively
known as the Committees' Congressional Handbook (Handbook),
govern all expenditures from committee funds.
Committee funds are provided to pay ordinary and necessary
expenses incurred by committee Members and employees
in the United States, its territories, and possessions
in support of official committee business, in accordance
with the regulations contained in this Handbook.
The Handbook regulations are guidelines that assist
Committee Chairs in determining whether expenses are
reimbursable. Therefore, the Handbook contains broad
descriptions of reimbursable expenses, but is not an
exhaustive list of such expenses. The Handbook provides
Committee Chairs with the authority and flexibility
to manage the committee's budget.
As used in the Handbook, "ordinary and necessary" means
reasonable expenditures in support of official committee
business that are consistent with all applicable Federal
laws, Rules of the House of Representatives, and regulations
of the Committee on House Administration. The phrase
"committee funds" means funds made available to a committee
pursuant to primary and supplemental expense resolutions
or allocated from the Reserve Fund.
Questions about reimbursement of an expense should
be directed to the Committee on House Administration
at x58281 prior to incurring the expense. Reimbursement
will not be allowed for expenses that are specifically
prohibited.
Routine administrative requests (requests for equipment,
computer services, etc.) should be directed to the appropriate
administrative offices under the Chief Administrative
Officer (CAO). For further information relating to any
of the CAO's services, please refer to the CAO's Web
site on the Intranet (http://onlinecao.house.gov/)
or call First Call/One Call at x58000.
For all questions relating to equipment and equipment-related
issues, refer to the User's Guide to Purchasing Equipment,
Software and Related Services, available from the Committee
on House Administration.
COMMITTEE FUNDS
When an expense is incurred the Committee Chair must
determine the primary purpose for the expenditure. Is
the primary purpose for the expenditure official or
is it related to personal, political, campaign, or Member
office activities? Only official expenses the primary
purpose of which are official and which are incurred
in accordance with the Handbook are reimbursable.
General
All expenditures from committee funds are subject to
the following general regulations:
1. Committee funds may only be used to support the
conduct of official business of the committee. Committee
funds may not be used to defray any personal, political
or campaign-related expenses, or expenses related to
a Member's personal office.
2. The Committee Chair is personally responsible for
the payment of any official expenses incurred that exceeds
the provided committee funds or is incurred but not
reimbursable under these regulations.
3. No campaign resources may be used for official committee
business.
4. The Committee Chair and Members of the committee
may expend personal funds in support of official committee
business. However, a Committee Chair or a Member of
the committee may not expend personal funds to defray
the committee's franked mail allocation.
5. Unless otherwise specifically provided by Federal
laws, House Rules, or Committee on House Administration
regulations, no Member of the committee, relative of
a committee Member, or anyone with whom a committee
Member has a professional or legal relationship may
directly benefit from the expenditure of committee funds.
6. Committee funds are available for services provided
and expenses incurred from January 3 of one year through
January 2 of the following year. All expenses incurred
will be charged to the funds available on the date the
services were provided and the expenses were incurred.
7. Committee funds are not transferable between sessions.
8. Requests to obligate prior year's funds after January
2 of the succeeding year will be considered when a committee
provides to the Committee on House Administration documentation
demonstrating a bona fide intent to obligate the prior
year funds during the applicable year.
9. At the beginning of a Congress, each committee is
authorized a specific amount for franked mail which
may not be used for other purposes. If the franked mail
allocation is insufficient, additional funds provided
to committees in the primary and supplemental expense
resolutions may be transferred into a committee's franked
mail account. Any funds so transferred may revert to
use by the committee for other official purposes, if
not spent on franked mail.
Biennial Funding
Standing and Select Committees of the House, excluding
the Appropriations Committee, are funded on a biennial
basis. At the beginning of each Congress, each committee
must submit a budget request to the Committee on House
Administration and introduce a primary expense resolution
providing funds for the committee's activities for each
session of that Congress.
The Committee on House Administration will provide
each committee with forms and instructions for drafting
a budget request and an expense resolution.
Once an expense resolution is introduced, the Chair
of the committee requesting funds must submit an electronic
and hard copy of the budget request with supporting
documentation to the Committee on House Administration
for consideration. The Chair and Ranking Minority Member
of each committee will be invited to testify before
the Committee on House Administration on behalf of the
committee's budget request.
House Rule X, clause 7, provides for interim funding
of committees for the period beginning on January 3
and ending at midnight on March 31 in each odd-numbered
year. For each month during that period, committees
are entitled to 9 percent (or such lesser percentage
as may be determined by the Committee on House Administration)
of the total annualized amount made available under
expense resolution for such committees in the preceding
session.
Disbursements
and Disclosure
Disbursements from committee funds are made on a reimbursable
or direct payment basis and require specific documentation
and Committee Chair certification as to accuracy and
compliance with applicable federal laws, House Rules
and Committee on House Administration regulations.
Reimbursement and payments from committee funds may
be made only to Members and employees of the committee,
consultants, detailing Government agencies, witnesses
or vendors providing services to support the operation
of the committee.
The Finance Office sends each committee monthly statements
showing the year-to-date expenditures and obligated
amounts. The quarterly expenditures reflected in these
statements are compiled and published as the Quarterly
Statement of Disbursements, which is a public document.
Monthly Reports
Each committee must submit to the Committee on House
Administration, by the 18th of each month, an original
and two copies of a report signed by the Committee Chair
on the activities of the committee during the preceding
month. The monthly report must include the following:
a. Summary of the progress of the specific investigations
and studies for which funds were approved.
b. Statement of expenses for the month and year to
date. Committees must reconcile their figures with the
Monthly Financial Statement prior to submitting the
monthly reports.
c. Report of travel performed.
d. List of committee employees, job titles and gross
monthly salaries (a copy of the monthly Payroll Certification
Form is acceptable).
e. Certification by the Chair of the reporting committee
that the report is available to Members of the committee
for examination.
Monthly reports for each committee will be available
for public inspection at the Committee on House Administration.
Reserve Fund
Pursuant to House Rule X, clause 6(a), "A primary expense
resolution may include a reserve fund for unanticipated
expenses of committees. An amount from such a reserve
fund may be allocated to a committee only by approval
of the Committee on House Administration."
Forms and instructions for drafting a reserve fund
request are available from the Committee on House Administration
upon request. The request for allocation from the reserve
fund must come from the full Committee Chair. Prior
to any action, the Committee on House Administration
will present the request to the Speaker for approval.
Any funds allocated to a committee from the reserve
fund may only be used to pay for expenses associated
with the project for which the funds are requested.
The funds may not be used to supplement the funds that
were authorized in a committee's primary expense resolution.
Any additional staff positions allocated to a committee
by the Speaker as part of a reserve fund request are
temporary and, at the end of the project, a committee's
staff ceiling will revert back to the original level.
Committees are not guaranteed additional parking spaces
for temporary staff.
The Chair and Ranking Minority Member of each committee
requesting an allocation from the reserve fund will
be invited to testify before the Committee on House
Administration.
Biennial
Activities Report
House Rule XI, clause 1(d)(1) also requires that every
committee, "submit to the House not later than January
2 of each odd-numbered year a report on the activities
of that committee under this rule and rule X during
the Congress ending at noon on January 3 of such year".
COMMITTEE
STAFF, CONSULTANTS, AND DETAILEES
General
The Committee Chair determines the terms and conditions
of employment for committee staff. These terms and conditions
must be consistent with applicable federal laws and
House Rules.
1. Personnel actions affecting employment positions
in the House of Representatives must be free from discrimination
based on race, color, national origin, religion, sex
(including marital or parental status), disability or
age.
2. A committee may not retain an employee on the committee's
payroll who does not perform duties commensurate with
the compensation received for the offices of the employing
authority (House Rule XXIV, clause 8(a)).
3. Annual rates of pay may not exceed the amount specified
in the Speaker's Pay Order.
4. Total compensation in any month, including any lump
sum payment and regular pay, may not exceed 1/12th of
the maximum rate specified in the Speaker's Pay Order.
5. Retroactive salary adjustments are not authorized.
6. Government contributions to retirement, life insurance,
Thrift Savings Plan and health benefits programs are
not charged to the committee.
7. The Speaker sets a staff ceiling for each committee
which may not be exceeded unless specifically authorized
by the Speaker.
Contractor
Committees may contract with firms or individuals only
for general, non-legislative, office services (e.g.
equipment maintenance, systems integration, data entry,
staff training) for a specified limited period not to
exceed a Congress. Contractors are not employees of
the House and are ineligible for Government-provided
benefits.
Contractors do not count against a committee's staff
ceiling.
Committees are advised to consult the Committee on
House Administration when entering into such contracts.
See Consultants (17), Educational Expenses (30), Interpreting
and Translation Services (37), Temporary Agencies (8)
and Websites (24).
Fellows
Fellows perform services in a House office on a temporary
basis as part of an established mid-career education
program, while continuing to receive the usual compensation
from his or her sponsoring employer. Fellows do not
count against a committee's staff ceiling.
Committees must comply with the rules and regulations
established by the Committee on Standards of Official
Conduct for fellows. Contact the Standards of Official
Conduct, Office of Advice and Education, at x57103.
Interns
Interns, paid or unpaid, must perform services for the
committee as part of a demonstrated educational plan.
Committee Chairs are responsible for determining the
activities of committee interns.
Paid interns may work for no more than 120 days in
a 12-month period and are not employees for purposes
of compliance with the minimum wage and overtime provisions
of the Congressional Accountability Act. Paid interns
are eligible for benefits.
Paid interns count against a committee's staff ceiling
if appointed at an annual rate of pay equal to or exceeding
the gross annual rate ($21,600) of intern pay established
by the Committee on House Administration. For the current
applicable rate, contact the Committee on House Administration
at x58281. The Committee Chair must certify in a letter
accompanying the Payroll Authorization Form that the
intern meets the above criteria and the employee's job
title must be stated as "Intern" on the Payroll Authorization
Form.
In regards to unpaid interns, committees must comply
with the rules and regulations established by the Committee
on Standards of Official Conduct. Contact the Standards
of Official Conduct, Office of Advice and Education,
at x57103.
Replacement
Employees
A committee may hire a replacement for an employee on
leave as may be made necessary by applicable law (e.g.,
Family Medical Leave Act, military service, jury duty,
response to court order). The employee on leave continues
to count against the committee's staff ceiling. The
replacement employee does not count against the committee's
staff ceiling.
The Committee Chair must certify in a letter accompanying
the Payroll Authorization Form for the replacement employee
the following:
a. Name and job title of permanent employee
b. Permanent employee leave status (e.g., FMLA, military
service, jury duty)
c. Permanent employee leave period
d. Statement that the replacement employee will perform
job duties of the employee on leave
Shared Employees
An individual may be employed by more than one employing
authority of the House of Representatives.
1. Shared employees must work out of the office of
an employing authority, but are not required to work
in the office of each employing authority.
2. The pay from each employing authority shall reflect
the duties actually performed for each employing authority.
The name, title, and pay of such an individual will
appear on each employing authority's Payroll Certification
Form. Shared employees do count against the committee's
staff ceiling.
3. Shared employees may not receive pay totaling more
than the highest rate of basic pay in the Speaker's
Pay Order applicable to the positions they occupy.
4. Employees may not be shared between a committee
office and the office of an Officer of the House if
the employee, in the course of duties for an Officer,
has access to the financial information, payroll information,
equipment account information, or information systems
either of Member, committee or Leadership offices.
See General (6) and Dual Compensation (9).
Temporary Agencies
Ordinary and necessary expenses related to services
provided by an individual employed by a temporary agency
are reimbursable, if the following conditions are met:
1. Payment for such services is commensurate with the
duties performed by the individual.
2. Such an individual remains an employee of the agency
and is not eligible for pay, benefits, rights, or privileges
available to House employees.
Such individuals count against the committee's staff
ceiling, unless the individual is a replacement employee.
See Replacement Employees (7).
Volunteers
Volunteers perform services in a House office without
compensation from any source. The voluntary services
should be of significant educational benefit to the
volunteer and such assistance should not supplant the
normal and regular duties of paid employees. Volunteers
should be required to agree, in advance and in writing,
to serve without compensation (31 USC § 1342 & Comp.
Gen. Op. B69907).
Volunteers do not count against a committee's staff
ceiling.
Contact the Committee on Standards of Official Conduct,
Office of Advice and Education, at x57103 for guidelines
for accepting services of volunteers.
PAYROLL
General
1. Committees are responsible for adhering
to the minimum wage provisions of the Fair Labor Standards
Act. For the current applicable rate, contact the Office
of Human Resources, Payroll Department, at x5-1435.
Interns are not employees for the purpose of compliance
with minimum wage and overtime provisions of the Fair
Labor Standards Act.
2. The maximum gross annual rates of pay for employees
in a committee office are established by Order of the
Speaker. For the current applicable dual compensation
rate, contact the Office of Human Resources, Payroll
Department, at x5-1435.
3. The monthly payroll is based on a 30-day period.
Payment is made on the last business day of the month,
except for the month of December when payment is made
on the 20th day of the month, or on the preceding business
day when the 20th falls on a Saturday or Sunday (5 U.S.C.
§ 5505).
4. Each month, committees will receive a Payroll Certification
Form from Human Resources that lists the annual salary
and gross pay earned for each committee employee. The
Committee Chair must certify the information and return
the form to Human Resources no later than the 18th day
of the month. If an employee is a relative of a current
Member of Congress, the nature of the relationship must
be noted on the Payroll Certification Form.
Appointment
The appointment of committee employees requires the
signature of the Committee Chair on the Payroll Authorization
Form. Payroll Authorization Forms must be received by
Human Resources no later than the last business day
of the month in which the appointment is effective.
Contact Human Resources for Payroll Authorization Forms
at x52450.
Dual Compensation
The aggregate gross annual salary of an employee receiving
payment from the House who is also receiving payment
from the U.S. Senate, Architect of the Capitol, or any
other department or agency of the U.S. Government, may
not exceed the gross annual rate established by 5 U.S.C.§5533.
For the current applicable dual compensation rate, contact
the Office of Human Resources, Payroll Department, at
x5-1435.
Federal
Civil Service Annuitant
If a committee employs a Federal civil service annuitant,
the amount of the annual annuity, when added to the
annual rate of pay at which the employee is to be paid
by the committee, may not exceed the highest rate of
basic pay as authorized by the Speaker's Pay Order.
The combined total of the Federal civil service annuity
and the amount of the salary will be charged to the
committee.
Lump Sum Payments
A Committee Chair may authorize lump sum payments to
employees of the committee (2 U.S.C. 60 o).
1. Payments must be consistent with House Rule XXIV,
clause 8 (a), which requires that employees perform
duties commensurate with the compensation received.
Employees may not be compensated from public funds to
perform non-official, personal, political or campaign
activities on behalf of the Member, the employee or
anyone else.
2. Lump sum payments may not exceed the monthly pay
of the employee receiving the lump sum payment
3. Lump sum payments may be for services performed
during more than one month.
4. Total compensation in any one month, including lump
sum payments and regular pay, may not exceed 1/12th
of the maximum rate of pay specified in the Speaker's
Pay Order.
5. Committee Chairs may provide lump sum payments for
accrued annual leave only if such leave was accrued
in accordance with written personnel policies established
prior to the accrual of such leave. 6. Lump sum payments
are considered as part of "rate of pay" under the Speaker's
Pay Order.
7. Lump sum payments are considered "supplemental wages"
for taxation.
8. Lump sum payments are not considered as part of
"basic pay" for calculating Thrift Savings Plan, life
insurance, and federal pensions.
9. Contact the Committee on Standards of Official Conduct,
Office of Advice and Education, at x57103 for information
on the treatment of lump sum payments with regard to
financial disclosure, post-employment restrictions,
and outside earned income limitations.
10. Lump Sum Payments will be disclosed separately
in the Quarterly Statement of Disbursements.
Overtime
Wage Rate Compensation
Employees who are covered by the minimum wage and overtime
provisions of the Fair Labor Standards Act of 1938 (non-exempt)
as made applicable by the Congressional Accountability
Act, must be compensated at time-and-a-half for all
hours worked in excess of 40 hours during any work week,
either in pay or time-off during the same pay period,
in accordance with consistently applied office personnel
policies.
Overtime Pay Sheet forms must be received by Human
Resources no later than the 18th day of the month following
the month in which overtime wages were earned. Contact
Human Resources at x52450 for the appropriate form.
For assistance in establishing overtime and time-off
policies, contact the Office of House Employment Counsel
at x57075.
See Employment Law (11).
Pay Adjustments
The Committee Chair may adjust, in any month, an employee's
pay to reflect exceptional, meritorious, or less than
satisfactory service. Adjustments must be received by
Human Resources by the 18th of the month in which the
adjustment is to be effective.
Retroactive pay adjustments are not authorized.
Terminations
Terminations must be made on a Payroll Authorization
Form and submitted to Human Resources as soon as the
date of termination is known. If the termination notice
is received by Human Resources after the 18th day of
the month, the payroll check for that month may have
already been processed. If an employee is overpaid,
the committee is responsible for obtaining reimbursement.
Employment Law
The Congressional Accountability Act
Pursuant to the Congressional Accountability Act of
1995, Public Law 104-1, House employing offices are
accountable under the following laws:
a. Fair Labor Standards Act of 1938
b. Title VII of the Civil Rights Act of 1964
c. The Americans with Disabilities Act of 1990
d. The Age Discrimination in Employment Act of 1967
e. The Family and Medical Leave Act of 1993
f. The Employee Polygraph Protection Act of 1988
g. Worker Adjustment and Retraining Notification Act
h. The Rehabilitation Act of 1973
i. Uniformed Services Employment and Reemployment Act
of 1994
j. Federal Service Labor-Management Relations
k. The public service and accommodations provisions
of the Americans with Disabilities Act of 1990
l. The Occupational Safety and Health Act of 1970
The Office of Compliance has published "A Guide to
the Congressional Accountability Act of 1995," which
is available from the Office of Compliance, Room LA-200,
John Adams Building, Library of Congress, Washington,
D.C. 20540-1999, phone (202) 724-9250. The Office of
Compliance also provides materials that employing offices
can use to notify employees of their rights and protections
under the Congressional Accountability Act.
A Model Employee Handbook providing sample office policies
to assist in developing an organization that complies
with applicable laws and House Rules is available on
the House Intranet Web Site: http://intranet.house.gov.
The Office of House Employment Counsel is available
to provide legal advice and guidance with respect to
employment matters generally and on establishing office
policies consistent with applicable laws. Contact Office
of House Employment Counsel at x57075.
Financial
Disclosure
Members and employees receiving basic pay at a rate
equal to or greater than 120 percent of the minimum
pay for GS-15 for at least 60 days during any calendar
year must file a Financial Disclosure Statement upon
appointment, termination, and annually on May 15th.
For the current applicable rate, contact the Committee
on Standards of Official Conduct, Office of Advice and
Education at x57103.
Ordinary and necessary expenses incurred by employees
in support of the filing of reports consistent with
the provisions of the Ethics in Government Act are reimbursable.
Contact the Committee on Standards of Official Conduct,
Office of Advice and Education, at x57103 for applicable
rules.
Nepotism
1. Under the federal statute prohibiting nepotism (5
U.S.C. § 3110) the term public official includes: a
Member, an employee and any other individual, in whom
is vested the authority by law, rule, or regulation,
or to whom the authority has been delegated, to appoint,
employ, promote, or advance individuals, or to recommend
individuals for appointment, employment, promotion,
or advancement.
2. Such a public official may not appoint, employ,
promote, advance or advocate for appointment, employment,
promotion, or advancement in or to a position in the
office in which that public official is serving or over
which that public official exercises jurisdiction or
control over any individual who is a relative of that
public official.
3. Every employee must certify his or her relationship
to any Member of Congress on a certificate of relationship
form, available from Human Resources at x52450. If,
at any time, the relationship of an employee to any
current Member of Congress changes, the employee must
file an amended certificate of relationship form. Completed
certificates must be submitted to Human Resources, Chief
Administrative Office (CAO) for retention in the employee's
personnel files.
4. Individuals with the following relationship to the
Chair or Ranking Minority Member of a committee or any
of its subcommittees may not be employed by the committee:
· Aunt
· Half-sister
· Son-in-law
· Brother
· Husband
· Stepbrother
· Brother-in-law
· Mother
· Stepdaughter
· Daughter
· Mother-in-law
· Stepfather
· Daughter-in-law
· Nephew
· Stepmother
· Father
· Niece
· Stepsister
· Father-in-law
· Sister
· Stepson
· First cousin
· Sister-in-law
· Uncle
· Half-brother
· Son
· Wife
5. If a House employee becomes related to the Chair
or Ranking Minority Member of the committee or any of
its subcommittee (by marriage), the employee may remain
on the personal or committee payroll. Similarly, if
a Chair or Ranking Minority Member becomes the employing
authority of a relative who was hired by someone else
(e.g., the Member ascends to the Chairmanship of a committee
or subcommittee for which the relative is already working)
the relative may remain on the payroll. However, the
Chair or Ranking Minority Member of the committee or
any of its subcommittee may not then give that individual
further promotions or raises, other than cost-of-living
or other across-the-board adjustments.
6. The statute does not prohibit a Chair or Ranking
Minority Member of the committee or any of its subcommittees
from employing two individuals who are related to each
other, but not to the Chair or Ranking Minority Member.
(See, House Ethics Manual, pp. 187 and 188).
7. If an employee is related to a current Member of
Congress, the nature of the relationship must be stated
on the monthly Payroll Certification Form.
Contact the Committee on Standards of Official Conduct,
Office of Advice and Education, at x57103 for additional
information.
Non-Disclosure
Oath
House Rule XXIV, clause 13, requires a Member, Delegate,
Resident Commisioner, officer or employee of the House
to execute an oath of non-disclosure before having access
to classified information.
Post-Employment
Restriction
Members and employees paid at a rate equal to or greater
than 75% of the basic rate of pay of a Member for at
least 60 days in the one-year period preceding termination
are subject to post-employment restrictions. For the
current applicable rate and information regarding the
applicable restrictions, contact the Committee on Standards
of Official Conduct, Office of Advice and Education,
at x57103.
Working from
Home due to a Disability
In accordance with the American with Disabilities Act,
a Committee Chair may reasonably accommodate a qualified
employee with a disability by allowing the employee
to work at home. As a condition of such a request, the
Committee Chair may require certification from a physician
of the need for such accommodation.
See Congressional Accountability Act (11) and Telecommuting
(35).
LEAVE
The Committee Chair determines the terms and conditions
of employment, including provisions for leave (e.g.
Annual, Administrative, and Sick) consistent with applicable
Federal laws and House Rules. Contact the Office of
House Employment Counsel at x57075 for information about
model leave policies.
Family and
Medical Leave (FMLA)
A person employed by the House for at least one year
and for a total of at least 1,250 hours during the previous
12-month period is entitled to up to a total of 12 weeks
of unpaid leave during any 12-month period for the following
family and medical reasons:
1. For the birth of a child and to care for a newborn
child.
2. To adopt a child or to receive a child in foster
care.
3. To care for a spouse, son, daughter, or parent who
has a serious health condition.
4. For the employee's own serious health condition
which makes the employee unable to perform the functions
of his or her job (29 U.S.C. § 2601 et seq.).
Employees on Family and Medical Leave remain eligible
for all benefits.
Furlough
Furlough is an absence without pay initiated by the
Committee Chair. Placement in a Furlough status is at
the discretion of the Committee Chair, unless statute
otherwise requires placement in such status.
1. To be eligible an employee must have been employed
by the committee for the entire month prior to the effective
date of Furlough status.
2. An employee placed in a Furlough status continues
to fill a committee position. The name of such committee
employee will be listed on the monthly Payroll Certification
Form.
3. Continuation of employee benefits while on furlough
status:
a. Health benefits enrollment and coverage may be continued
for up to 12 months. However, to maintain enrollment
and coverage, an employee placed in a furlough status
is responsible for the payment of the employee's portion
of the insurance premium for the period of the furlough
status, either by direct payment or by incurring a debt
to the House.
b. Life insurance continues for up to 12 months without
employee contribution.
c. Retirement coverage continues without employee contribution.
Up to 6 months in a calendar year is credited for service
in the annuity computation.
4. The placement of an employee in a Furlough status
must be made on the form provided by Human Resources
and received no later than the 18th day of the month
in which the placement is to be effective.
Contact Human Resources at x52450 for such forms and
additional information on employee benefits while on
Furlough status.
Jury and Witness
Duty
Under 2 U.S.C. § 130b, the pay of an employee may not
be reduced during a period of absence with respect to
which the employee is summoned as a juror; or as a witness
on behalf of any party in connection with any judicial
proceeding to which the United States or a State or
Local government is a party.
An employee may not receive fees for service as juror
in a court of the United States or the District of Columbia;
or as a witness on behalf of the United States or the
District of Columbia. If an employee receives an amount
(other than travel expenses) for service as a juror
or witness in such a court, the employee must remit
such amount to the Finance Office for deposit in the
general fund of the Treasury.
Leave Without
Pay (LWOP)
LWOP is an absence without pay initiated by the employee
subject to the approval of the Committee Chair, unless
statute otherwise requires placement in such leave status.
1. To be eligible an employee must have been employed
by the committee for the entire month prior to the effective
date of the LWOP status.
2. As a basic condition for approval of LWOP status,
there should be a reasonable assurance that the employee
will return to duty at the end of the LWOP period. Committee
Chairs are encouraged to contact the Committee on Standards
of Official Conduct, Office of Advice and Education,
at x57103 prior to approving a LWOP status request to
confirm that no conflict of interest issues exist.
3. LWOP status should be requested in advance of the
period of absence.
4. LWOP status may not exceed 12 months in a 24-month
period.
5. When an employee has been appointed to LWOP status,
he or she continues to fill a payroll position. The
name of such employees will be listed on the monthly
Payroll Certification Form.
6. Continuation of Employee Benefits while on LWOP
status:
a. Health benefits enrollment and coverage may be continued
for up to 12 months. However, to maintain such enrollment
and coverage, an employee placed in LWOP status is responsible
for the payment of the employee's portion of the insurance
premium for the period of the LWOP status, either by
direct payment or by incurring a debt to the House.
b. Life insurance coverage continues for up to 12 months
without employee contribution.
c. Retirement coverage continues without contribution.
Up to 6 months in a calendar year is credited for service
in the annuity computation.
7. The placement of an employee on LWOP status must
be made on the Payroll Authorization Form and received
no later than the 18th day of the month in which the
placement is to be effective.
Contact Human Resources at x52450 for such forms and
additional information on employee benefits while on
LWOP status.
Military Leave
Employees who are members of a National Guard or Armed
Forces Reserves unit are entitled to leave without loss
in pay, time, performance or efficiency rating for active
duty or engaging in field or coast defense training
as a Reserve of the Armed Forces or member of the National
Guard. Leave accrues for an employee at the rate of
15 days per fiscal year and, to the extent that it is
not used in a fiscal year, accumulates for use in the
succeeding fiscal year until it totals 15 days at the
beginning of a fiscal year (5 USC § 6323).
Contact the Office of House Employment Counsel at x57075
for additional information on the rights, benefits,
and obligations of individuals absent from employment
for service in an uniformed service (38 U.S.C. § 4317
- 4319). See Replacement Employees (7).
Consultants
Pursuant to 2 U.S.C. § 72a(i) each committee is authorized,
with the prior approval of the Committee on House Administration,
to obtain temporary or intermittent services of individual
consultants or organizations, to advise the committee
with respect to matters within its jurisdiction.
1. The term of the contract agreement may not exceed
12 months or the end of a Congress, whichever occurs
first.
2. The consultant is to act as an independent contractor
and is not an employee of the committee. The Committee
on House Administration will not approve a contract
if the services to be provided by the consultant are
the regular and normal duties of committee staff.
3. Individual contract agreements may not exceed the
per diem equivalent of the highest gross rate of compensation
that may be paid to a regular employee of the committee.
4. If the consultant receives federal retirement benefits
during the term of the contract, the sum of all money
paid to that consultant plus the federal retirement
benefits for the calendar year may not exceed the maximum
gross rate of annual compensation allowed for an employee
of the committee.
5. A consultant may be reimbursed for the cost of transportation
and travel-related expenses in accordance with the rates
and regulations established for Members and employees
of the committee. Consultants may travel at the government
rate when traveling on official committee business.
6. Pursuant to clause 14(b) of House Rule XXIV, consultants
are subject to certain provisions of the House Code
of Official Conduct, including the gift rule, the prohibition
against use of one's official position for private gain,
and the requirement to conduct oneself at all times
in a manner that reflects creditably on the House. For
information relative to the House Rules, contact the
Committee on Standards of Official Conduct, Office of
Advice and Education at x57103 for further information.
7. Committee Chair must submit a letter requesting
approval of the Committee on House Administration along
with a signed contract agreement and resume of the proposed
consultant, including, but not limited to, details of
Federal Service either as an employee or pursuant to
contract agreement with any committee of the Congress.
8. The letter must specify that the proposed contract
has been approved by a majority of the Members of the
committee and that no services pursuant to the proposed
contract will commence prior to approval of the contract
by the Committee on House Administration.
The Committee on House Administration will make available
for public inspection a copy of the qualifications of
each consultant.
Detailees
Pursuant to 2 U.S.C. § 72a(f), a committee may acquire
on loan, with the prior written authorization of the
Committee on House Administration, experts or other
personnel from a Government department or agency.
1. Committee Chair must submit a letter to the Committee
on House Administration requesting approval of the detailing
agreement. The request must include the following:
a. Letter from the Committee Chair to the head of the
particular Government department or agency explaining
the need for the detail, the estimated period of the
assignment, and the terms of reimbursement, if any,
of the detail.
b. Written response from the Government department
or agency agreeing to the detail request.
2. Detailing agreements may not exceed a 12-month period
or the end of a Congress, whichever occurs first.
3. Committees are not required to reimburse for detailees,
except for detailees from the Government Printing Office
(GPO). Detailees assigned from GPO require full reimbursement
from committee funds. The total number of non-reimbursable
detailees, at one time, must remain at or below 10%
of the committee's staff ceiling.
4. Detailees remain employees of the detailing department
or agency, and are not employees of the House. Therefore,
any travel by detailees will be undertaken pursuant
to the authority of the detailing department or agency.
Reimbursement of travel to the department or agency
will be from committee funds and subject to the detailing
agreement.
5. Personnel from the Congressional Research Service
(CRS) may only be detailed to accompany an official
committee delegation in the conduct of official committee
business. CRS staff may only serve in a technical, nonpartisan
capacity, and all travel costs are the responsibility
of the committee.
6. Pursuant to 31 U.S.C. § 734 the Comptroller General
may assign or detail an officer or employee of the General
Accounting Office to full-time continuous duty with
a committee of Congress for not more than one year.
COMMUNICATIONS
Advertisements
General
Ordinary and necessary expenses related only to the
following types of advertisements are reimbursable:
a. notice of committee employee and internship openings
b. notice of official committee events (i.e., forums,
field hearings)
Advertisements may not include the name, picture or
likeness of any Member of the committee.
Advertisements must receive an Advisory Opinion from
the Commission on Congressional Mailing Standards (Franking
Commission). Contact the Franking Commission at x59337.
Disclosure
Committees must disclose, within the text of a television,
radio and internet advertisement, the source of payment
for the official advertisements. Committees may use
any of the following:
a. "Paid for with official funds from the Committee
on [committee name]."
b. "Paid for by funds authorized by the House of Representatives
for the Committee on [committee name]."
c. "Paid for by official funds authorized by the House
of Representatives."
Internet
Committees are authorized to purchase banner advertisement
on Web pages. The banner advertisement may contain only
text. The banner may link to a secondary page that contains
only text relating to a category of authorized advertisement,
and the secondary page may contain a link to the committee's
home page.
Radio
Ordinary and necessary expenses for a radio advertisement
only announcing an official committee event (e.g., field
hearing, forum) are reimbursable.
Television
Ordinary and necessary expenses of a television advertisement
only announcing an official committee event (e.g., field
hearing, forum) are reimbursable. Television advertisements
may only contain text and voiceover.
Booths
Ordinary and necessary expenses associated with renting
or outfitting a booth to provide public information
directly related to official committee business are
reimbursable.
Electronic
Communications
Ordinary and necessary expenses related to the distribution
of electronic communications (e.g., the Internet, fax
machines, etc.) are reimbursable.
Franked Mail
Use of the Frank
1. Pursuant to 39 U.S.C. § 3210, committees are entitled
to the privilege of sending mail as Franked mail in
order to assist and expedite the conduct of official
committee business. The content of committee mail must
relate to the normal business of the committee. For
information regarding the use of the Frank, refer to
the Regulations on the Use of the Congressional Frank.
2. At the request of the Committee Chair, a separate
mail accounting system can be provided to the minority
of the committee.
3. Any mass mailing mailed by the committee that relates
to normal and regular business of the committee may
be mailed without regard to election year mass mailing
cut off provisions.
4. Mail to be delivered outside the United States,
its territories and possessions (other than mail matter
bearing an APO or FPO address for delivery through the
United States military mail system) is not eligible
for distribution under the Frank and may be sent with
stamps. In applicable circumstances, the committee may
also use the following:
a. For official mail to U.S. Embassies and missions
abroad, the Department of State provides diplomatic
pouch service. For information regarding this service,
contact House Postal Operations at x53856.
b. Committee hearings, reports and prints which are
not available for purchase from the Government Printing
Office, and which are to be sent to foreign countries,
may be sent to the Library of Congress for forwarding
through the Exchange and Gifts Division. For further
information regarding this program, contact the Library
of Congress, Exchange and Gifts Division at x75243.
Contact the Franking Commission at x59337 for additional
information.
Franked
Mail Monthly Statement
Each month the United States Postal Service (USPS) will
prepare an USPS Franked Mail Monthly Statement listing
the postage expenses of all Franked mail incurred in
that month. The USPS will forward this statement directly
to Postal Operations for payment from the committee's
franked mail allocation and will provide an informational
copy to committees.
Inside Mail
1. Inside mail is a delivery service for the transmittal
of inter-office communications provided to congressional
offices by House Postal Operations, pursuant to regulations
established by the Committee on House Administration.
Inside mail service is available among offices in the
Capitol, the House and Senate Office Buildings, the
Library of Congress, the White House, the State Department,
and the Social Security Administration.
2. Inside mail service is provided to support the conduct
of official business of Members, committees, Officers
of the House, and Congressional Staff Organizations.
3. Inside mail service may not be used to circulate
letters that are personal or campaign related, or which
constitute commercial advertising except when postage
is paid for with personal expenses.
4. All mail to be delivered via inside mail should
be clearly marked "Inside Mail" and deposited in an
inside mailbox.
5. Authorized items for circulation of Inside Mail
include:
a. A Dear Colleague or similar correspondence relating
to the official business of the committee. This correspondence
must be on official letterhead and signed by the Committee
Chair, Ranking Minority Member, or Member(s) of the
committee.
b. A position paper, report, legislative analysis,
or any material published or produced by another individual
or organization a committee wishes to circulate. This
correspondence must be accompanied by a signed cover
letter, on official letterhead, endorsing the material.
A copy of the cover letter must be attached to each
item to be distributed.
c. Franked Mail.
d. Stamped Mail.
e. Mail for which a delivery fee has been paid.
f. Mail in reusable blue U.S. House of Representatives
inside mail envelope.
g. Mail produced by Congressional Staff Organizations
registered with the Committee on House Administration.
Dear Colleague letters and similar correspondence are
transmitted to House Postal Operations, in the appropriate
quantity, with a cover letter signed by the Committee
Chair, Ranking Minority Member, or committee Member,
indicating to whom the mailing should be distributed.
For information regarding the distribution figures and
procedures, contact House Postal Operations at x53856.
Non-Franked Mail
Ordinary and necessary expenses incurred only when the
Frank is insufficient, such as certified, registered,
insured, express, foreign mail, and stamped, self-addressed
envelopes related to the recovery of official items,
are reimbursable. Postage may not be used in lieu of
the frank. Such mailings must be in compliance with
the Franking Regulations.
See Regulations on the Use of the Congressional Frank
(available from the Franking Commission at x59337).
Printing
and Production of Committee Publications
Services required in support of the printing and production
of committee hearings and prints are provided to each
committee by the Government Printing Office (GPO). The
following services are authorized pursuant to Title
44 of the U.S. Code:
a. The printing of up to 150 copies of committee hearings
or prints on matters germane to the committee's jurisdiction.
Additional copies, the total cost of which does not
exceed $700, may be printed when authorized and approved
by the Joint Committee on Printing. Any additional copies
may be subject to the adoption of a House resolution
authorizing such printing.
b. The binding of a maximum of four sets (two sets
each for the Majority and the Minority) of each committee
publication for retention and permanent use by the committee.
c. A committee may hire an individual or acquire a
detailee on loan from GPO to provide assistance in support
of the printing requirements of the committee. To request
the detailing of a GPO employee, the Committee Chair
should submit a request in writing to the Public Printer,
c/o Congressional Printing and Management Division,
GPO, Room C730, Washington, DC 20401.
See Detailees (18).
Stationery
1. Official stationery (official committee letterhead,
envelopes, roll call forms, etc.) is procured from the
GPO (44 U.S.C. § 734). Contact the Congressional Printing
and Management Division of GPO at (202) 512-0224 and
the Office of Printing Services (OPS) at x51908 for
stationery requests.
Official stationery may not contain the following information:
a. Seals other than the Great Seal, Congressional Seal,
or State Seal
b. Any Slogan
c. Private entity information or endorsement
d. Campaign contact information (e.g. address, phone
number, e-mail address)
e. Greetings
2. Ordinary and necessary expenses related to the purchase
of stationery (writing paper, press or news release
letterhead, etc.) are reimbursable. Committees may purchase
the stationery from OPS or an outside vendor.
3. Official stationery may be used only for a letter
or other document the content of which complies with
the Franking Regulations.
4. Ordinary and necessary expenses for business cards
for committee employees are reimbursable. Cards must
contain the name of the committee and accurately describe
the position to which the employee has been appointed.
Contact the Committee on Standards of Official Conduct,
Office of Advice and Education, at x57103 for guidelines
on the use and appearance of official stationery. Contact
the Franking Commission at x59337 for information on
content of official correspondence.
Web Site Regulations
General
Web sites are a series of centrally maintained Web pages,
accessible to the public via the Internet and stored
on a specific host paid for with official funds. The
home page is the first accessible page for that site.
1. Ordinary and necessary expenses associated with
the creation and continued operation of Web sites in
support of official committee business are reimbursable.
2. The minority and subcommittees shall be entitled
to a separate page that is linked to and accessible
only from the committee's Web page. For any Web pages
created under this policy, the Chair (committee or subcommittee)
or Ranking Minority Member (committee or subcommittee)
responsible for its content must be identified on the
introductory page.
3. Web sites must be located in the HOUSE.GOV host-domain
and may be maintained either by House Information Resources
(HIR), the committee office, or a private vendor.
4. Committee Web sites may link to Member Web sites,
but Member Web sites may not be located on Web sites
paid for by committee funds.
5. HIR will display an exit notice stating that users
are leaving the House of Representatives, prior to linking
to a non-House of Representatives Web site. The exit
notice will include a disclaimer that neither the committee
nor the House is responsible for the content of linked
sites. Committees maintaining their sites on the Public
web server are required to incorporate the exit notice
into their external links.
Content
The content of a committee Web site may not:
a. Include personal, political, or campaign information.
b. Be directly linked or refer to Web sites created
or operated by campaign or any campaign related entity,
including political parties and campaign committees.
c. Include grassroots lobbying or solicit support for
a Member's position.
d. Generate, circulate, solicit or encourage signing
petitions.
e. Include any advertisement for any private individual,
firm, or corporation, or imply in any manner that the
Government endorses or favors any specific commercial
product, commodity, or service.
Name (URL)
1. The URL name for an official Web site located in
the HOUSE.GOV domain must be recognizably derivative
or representative of the name of the committee.
2. The URL name may not be a slogan or imply in any
manner that the House endorses or favors any specific
commercial product, commodity, or service.
Security
1. All House systems and devices with connections to
the Internet must comply with network and security guidelines
of the Committee on House Administration. These guidelines
include the following:
a. Offices must send a written request for access to
Internet services to HIR. Technical requirements will
be provided to each office by HIR.
b. All users authorized access to the Internet must
have unique identifiers and password security.
c. Users must immediately report any unauthorized access
or unusual system activities to HIR Security Office
(x66448). HIR will investigate any breaches of the Internet
security system.
d. Internet access will be installed only after determination
by HIR that anti-virus software has been installed on
the committee's computer system.
2. Users with current anti-virus software provided
by the House installed on in-office computers may download
software, patches, and fixes. Users are responsible
for complying with legal or contractual requirements
from the owners of the software at least every six months.
Disbursements
Advance Payments
There are instances in which advance payments may be
required and may be paid. Only the following advance
payments are reimbursable, unless otherwise specifically
authorized:
a. Facility rentals
b. Public information booth rental
c. Educational expenses
d. Newspaper and periodical subscriptions
e. Original Equipment Manufacturers' Warranties
f. Telecommunication devices
Reimbursement
and Direct Payment
Disbursements from funds available to committees are
paid either on a reimbursement or direct payment basis
and require the Committee Chair's signature, certifying
that the expense was incurred in support of official
committee business, and supporting documentation (i.e.,
receipt, invoice, etc.).
Seeking
Reimbursement: Vouchers
Requests for reimbursement or payment from committee
funds must be submitted on a completed voucher to the
Finance Office.
Each voucher must include the following information:
1. Committee Chair's original signature.
2. Date(s) of service provided or date of purchase.
3. Payee (the party to whom the payment or reimbursement
is being made) may be one of the following:
a. Committee Chair
b. Members and employees of the committee
c. Witnesses
d. Consultants
e. Government detailing agency
f. Designated vendor
For payment to individuals, the payee's tax identification
number or Social Security number must be included on
the voucher.
4. Description of the expenses incurred.
5. Supporting documentation (original invoices, original
receipts, etc.).
6. Amount due.
Committees should provide the Finance Office with original
receipts. If original receipts are unavailable, the
Committee Chair may submit the voucher with the available
documentation (e.g., copy of receipt or original credit
card statement) with signed certification stating "I
certify that this is a true copy. This is my only submission
for payment."
In instances where original receipts are not provided
(bus fares, pay phone calls, etc.) and for taxi fares
under $10.00, the information on the front of the voucher
will be recognized as sufficient.
General Expenses
Appliances
Ordinary and necessary expenses for small appliances
(microwaves, coffee makers, etc.) for use in the committee
offices are reimbursable.
Any equipment that exceeds $500 in value must be added
to the committee's inventory.Contact Office Systems
Management at x53994 to add such items to the inventory.
Clipping Services
Ordinary and necessary expenses related to clipping
services (newspapers, periodicals, magazines, etc.)
are reimbursable.
Decorating
Expenses
Decorations of nominal value (such as frames, bookends,
flags, seals, etc.) for committee offices are reimbursable.
Contact the Committee on House Administration for a
list of Government agencies that provide wall decorations
free of charge.
Drug Testing
Ordinary and necessary expenses related to drug testing,
in accordance with the committee's written drug testing
program, are reimbursable.
Offices should consult with the Office of House Employment
Counsel at x57075 when establishing drug-testing policies.
Dues
Dues, membership fees, assessments, and annual fees
are not reimbursable (5 USC § 5946).
Educational
Expenses
Ordinary and necessary expenses for Members or employees
of the committee to attend conferences, seminars, briefings,
and informational programs related to official committee
business are reimbursable.
1. Reimbursement may not be made for expenses to attend
educational programs in order to obtain a primary, secondary,
graduate, post-graduate, or professional degree.
2. Expenses associated with acquiring or maintaining
professional certification or licensing are not reimbursable.
See Advance Payments (27) and Contractors (6).
Employment-Related
Expenses
Ordinary and necessary expenses related to filling employment
vacancies are reimbursable. Transportation to and from
employment interviews and relocation expenses upon acceptance
or termination of employment are not reimbursable.
Equipment
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 (requests for equipment,
computer services, etc.) should be directed to the appropriate
administrative offices under the Chief Administrative
Officer (CAO). For further information relating to any
of the CAO's services, please refer to the CAO's Web
site on the Intranet (http://onlinecao.house.gov)
or call First Call/One Call at x58000.
Food and
Beverage Expenses
Members and employees of a committee may be reimbursed
for food and beverage expenses incidental to an official
meeting that includes persons who are not Members or
employees of the House.
Members and employees of a committee may not be reimbursed
for food and beverage expenses related to social activities
or social events (e.g. receptions, entertainment, holiday
or personal celebrations, etc.).
The cost of alcoholic beverages is not reimbursable
under any circumstances.
See Representational Funds (34).
Framing
Framing services for items to be displayed in the committee
offices are reimbursable. When committees use the in-House
framing service provided by the Furniture Resource Center
at x62421, charges will be automatically debited from
committee funds.
Furnishings
Furniture, carpet, drapes, etc. for committee offices
are supplied and maintained by the CAO through the Furniture
Resource Center, without charge to the committee.
Incidental Use
Incidental personal use of equipment and supplies owned
or leased by, or the cost of which is reimbursed by,
the House of Representatives is permitted only when
such use is negligible in nature, frequency, time consumed,
and expense.
For example, limited use of government resources to
access the Internet, to send or receive personal e-mail,
or to make personal phone calls is permissible, so long
as the use meets the above criteria, and otherwise conforms
with the Regulations of the Committee on House Administration
and the Code of Official Conduct (House Rule XXIV).
A Member office may adopt a more restrictive incidental
use policy.
Interpreting
and Translating Services
See Interpreting and Translating Services (37).
Late Fees
Ordinary and necessary fees related to late payments
incurred beyond the control of a Member or employee
of the committee are reimbursable.
Mass Transit
Benefit
Members and staff in Washington, DC are eligible for
a mass transit benefit. For information regarding this
benefit, please contact CAO First Call at x58000.
Messenger Services
Ordinary and necessary expenses for messenger services
related to official committee business are reimbursable.
Parking
1. A committee is provided parking permits for up to
80% of the committee staff level. Of the permits provided,
60% are indoor garage spaces and 40% are for outdoor
lot spaces.
a. Garage parking spaces may be reserved. If space
is reserved, the permit holder incurs additional taxable
income as a working condition fringe benefit. Under
the tax code and IRS regulations, Members and employees
have imputed taxable income to the extent that the fair
market value of Government-provided parking exceeds
$175.00/month (the value of the parking space is subject
to future adjustments).
b. When a garage space is reserved, the Director of
Garages and Parking Security will notify Human Resources.
c. Contact Human Resources at x52450 to make appropriate
tax withholdings.
2. At the beginning of each Congress, the Director
of Garages and Parking Security will send parking permit
application forms to each committee. The Committee Chair
should designate on the forms to who garage or outside
parking space permits are to be issued, and with regard
to garage space, whether the space is to be assigned
on a reserved or unreserved basis. The application forms
must include the individual's name, House of Representatives
ID number (where applicable), the model, year and color
of the individual's automobile, and the automobile license
number and state.
3. All offices must retrieve parking permits from departing
employees. Additionally, offices must notify House Garages
and Parking Security of any transfers or changes in
permit assignments. Notifications should be in writing
on official letterhead and include Committee Chair's
signature.
4. The House of Representatives will not be liable
for any damage caused to or theft of any motor vehicle
or contents thereof while parked on a House parking
lot when that lot is not attended.
Contact the Committee on House Administration at x58281
for more details regarding the parking policy.
Photography
Expenses
Ordinary and necessary expenses for photographic services
related to official committee business are reimbursable.
An in-House source is the Office of Photography at x52840.
Publications
Ordinary and necessary expenses related to purchasing
or subscribing to publications, including but not limited
to research materials, reference books, informational
brochures or periodicals, for official committee business
use are reimbursable.
All invoices for subscriptions received by the Finance
Office through January 2 will be processed using funds
from that session, including subscriptions for service
dates in the following session. Beginning on January
3, all subscriptions must be processed with the funds
available on the beginning date of the subscription.
Records
Maintenance and Archiving
1. House Rule XI, clause 2(e) requires that each committee
keep a complete record of all committee actions, including,
but not limited to, the following:
· roll call votes
· committee publications (e.g., committee hearings,
committee prints, legislative calendars)
· transcripts of unprinted hearings
2. For detailed information regarding archiving, contact
the Legislative Resource Center at x65200 for a copy
of Archiving Committee Records for Committees of the
U.S. House of Representatives: A Handbook of Archival
Practices and Procedures.
3. House Rule VII requires that at the close of each
Congress, the Clerk shall obtain all non-current records
of each committee and transfer them to the National
Archives for preservation subject to the order of the
House. The Clerk will provide, at the close of each
Congress, each committee with the necessary instructions
and forms to be used in retiring the committee's records
to the Office of Records and Registration for transfer
to the National Archives.
4. Archived records may be retrieved, when necessary,
upon request submitted by authorized committee staff
to the Office of Records and Registration. The Committee
Chair must provide to the Clerk a list of staff authorized
to request the retrieval of archived records.
Representational
Funds
Ordinary and necessary expenses related to the purchase
of items for official presentation when on official
travel for the House outside the United States, its
territories and possessions is reimbursable. Food and
beverage expenses and the purchase of items for official
presentation in connection with visits to the United
States by 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 sales clerk that it is for
official committee business. Receipts for such items
should be vouchered and must be supported by a listing
of the name, title or position, and country represented
of all individuals attending the event and/or to whom
an official presentation is made.
Specialized
Training
Each committee is authorized, with the approval of the
Committee on House Administration, to provide assistance
to employees of the committee in obtaining specialized
training, whenever that committee determines that such
training will aid the committee in the discharge of
its responsibilities.
1. Such assistance may be in the form of continuance
of pay during the periods of training, or grants of
funds to pay tuition or other expenses of training,
or both.
2. Committees must obtain reasonable assurance from
the employee of his or her intent to return to work
so that the employee may convey the benefits of such
training upon the committee.
The Committee Chair must submit a letter to the Committee
on House Administration, prior to any expenses being
incurred, explaining the need for the specialized training,
the cost, the duration, and any other pertinent information.
Supplies
Ordinary and necessary expenses for office supplies
in support of the conduct of official committee business
are reimbursable. Supplies may be procured through Office
Supply Store (OSS) located in B-217 Longworth or through
an outside vendor.
OSS issues each committee an Account Card. The cost
of all items purchased with the Account Card is charged
directly to committee funds. Committee Chairs may request
additional account cards for use by subcommittees and
the minority.
Each month, OSS will provide each committee with a
statement of all transactions charged to the committee's
account card(s). Committees should reconcile their records
with this statement to ensure accuracy. Discrepancies
should be resolved immediately with OSS.
OSS also operates a gift shop in B-217A Longworth which
sells souvenirs and mementos to Members, employees and
the public. Committee Account Card(s) may not be used
to purchase items at the Gift Shop.
For information regarding special orders, deliveries
and monthly statements, contact OSS at x53321.
See Representational Funds (34).
Telecommunications
Ordinary and necessary expenses related to the official
use, including periodic or flat service fees, of telecommunications
lines (voice and data) in the residence of Members and
employees of the committee are reimbursable. The cost
of installation of such lines is not reimbursable.
TELECOMMUTING
Ordinary and necessary expenses incurred in compliance
with the Committee on House Administration telecommuting
policy are reimbursable. Offices may obtain a copy of
the Telecommuting policy and agreement from the Committee's
website at (http://www.house.gov/cha/publications/publications.html).
Hearings and
Meetings
Committees must adhere to House Rules with respect to
preparing for and holding hearings, mark-ups and meetings.
Notices of committee hearings and meetings should include
a contact person to arrange for accommodations for persons
with disabilities. For suggested language and assistance
in meeting accommodations, contact the Office of ADA
Services at x53005.
Audio and
Video Expenses
Ordinary and necessary expenses including but not limited
to the following, are reimbursable:
a. Audio and video taping of meetings and hearings.
b. Audio and video dissemination of committee meetings
and hearings.
c. Video teleconferencing for official committee business.
Except for notices of official committee events, the
costs related to purchasing television broadcast time
are not reimbursable.
Note: In Washington, Communications Media, an in-House
source for audio and video services, is available. Contact
Communications Media at x53941 for information on services,
charges and availability.
Charts
/ Presentation Materials
Ordinary and necessary expenses for the production of
charts or other materials for official committee business
are reimbursable. Committees may use the in-House service,
House Information Resources (HIR), or an outside vendor
for the production of charts. Contact HIR at x63799
for services and charges.
Field Hearings
Procurement of Rental Space
Committees are authorized to procure commercial space
when federal, state, municipal or other public space
is not available or not suitable.
Insurance
for Rental Space
Committees may be asked to provide a certificate of
insurance for the purpose of entering into a lease for
securing space for a field hearing or other official
events. The House does not carry a private insurance
policy and generally does not permit the use of committee
funds 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 its liability for the negligent
and wrongful acts or omissions of its employees acting
within the scope of their official 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, it provides
legal recourse for damage or injury sustained. Thus,
to the extent negligent acts of congressional employees,
while conducting official duties, result in either property
damage or bodily injury, such damage or injury should
be compensable under the Act in a manner which 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 committee
funds.
Expenses for the purchase of fire and theft insurance
are not reimbursable.
For advice and guidance regarding the Federal Tort
Claims Act, contact the Office of the General Counsel
at x59700.
Interpreting
and Translating Services
Ordinary and necessary expenses related to procuring
interpreting and translating services needed in conducting
official committee business are reimbursable.
The Office of ADA Services (x53005) can assist committees
in locating sign language interpreters for the public
attending committee meetings and hearings.
The Congressional Special Services Office (x44048)
will provide free interpreting services for hearing-impaired
witnesses testifying before a committee in Washington,
DC.
Stenographic
Reporters
All transcription services covering a hearing, mark-up
or other bipartisan meeting of Members of the committee
called by the Chair of a committee or subcommittee,
must be arranged through the Office of Official Reporters
to Committees. Such transcription services are provided
at no cost to committees.
1. For field hearings, the Official Reporters will
either send an official reporter or arrange for a stenographic
reporter from a commercial firm at the location of the
field hearing. If an official reporter is assigned to
cover a field hearing, travel expenses of the official
reporter will be paid for by the Office of the Clerk.
2. When in-house stenographic reporters are not available,
the Office of Official Reporters to Committees will
arrange for an outside vendor. The vendor will submit
to the committee a completed voucher along with a copy
of the hearing transcript. The Committee Chair must
sign the voucher and forward to the Office of Official
Reporters to Committees for processing. There is no
cost to committees.
3. The Committee Chair may authorize the use of an
outside stenographic reporter, at direct cost to the
committee, for meetings other than those that the Office
of Official Reporters to Committees is required to cover.
All expenses related to these services will be paid
from committee funds. The invoice from the vendor should
be vouchered directly to the Finance Office for payment.
Contact the Office of Official Reporters to Committees
at x52627 for information on how to request a stenographic
reporter.
Witnesses
The reimbursement of travel expenses incurred by a witness
is an extraordinary measure.
Reimbursement will be made only when authorized by
the Committee Chair. Reimbursement will be made only
to an individual called to appear as a witness before
a duly constituted meeting or hearing under House Rules
or a duly constituted staff deposition.
Witnesses may travel at the government rate when the
committee is reimbursing for travel expenses.
If a witness is a minor or requires medical assistance,
reimbursement may be made to the parent or guardian
of the minor or nurse or aide accompanying the witness.
If a witness resides outside the United States, its
territories and possessions, reimbursement may be made
to the witness for transportation expenses to and from
the United States.
Travel
Travel in support of official committee business, is
official travel. Official travel includes local travel
and being away from home overnight when returning to
the primary duty station is unduly burdensome or impractical.
The Committee Chair must approve all official travel.
The Committee Chair may establish internal committee
procedures for authorization of travel.
Domestic Travel
General
1. Ordinary and necessary expenses associated with official
travel, including transportation, lodging, meals (excluding
alcohol), and incidentals (parking, ticket change fees,
etc.) are reimbursable.
2. Only Members and employees of the committee, consultants,
vendors and witnesses may be reimbursed from committee
funds for travel expenses (unless otherwise authorized,
in writing, by the Speaker).
3. Any travel by detailees will be undertaken pursuant
to the authority of the detailing department or agency.
Reimbursement of travel to the department or agency
will be from committee funds and subject to the detailing
agreement.
4. Official travel may not be for personal, political,
campaign or Member personal office purposes.
5. Official travel cannot originate from or terminate
at a political or campaign event. Official travel may
not be combined with or related to travel or travel
related expenses paid for with campaign funds.
6. Living and commuting expenses are not reimbursable.
Living expenses are meals, housing, and other personal
expenses incurred at a committee Member or employee's
residence or primary duty station. Commuting expenses
are transportation expenses incurred by the Members
or employees between their residence and primary duty
station.
7. Official travel may not exceed 60 consecutive days.
8. Only ordinary and necessary charges associated with
failure to cancel reservations incurred beyond the control
of the Members and employees of the committee are reimbursable.
9. The cost of alcoholic beverages is not reimbursable.
10. The Committee on House Administration encourages
committees to establish a limit on reimbursement of
travel related expenses and suggests the use of the
locality based per diem rates as a guideline. The locality
based per diem rates are located on the General Services
Administration Web page at http://www.gsa.gov/search.htm.
11. No Member of the committee may be reimbursed for
transportation or travel-related expenses after the
date of the general election in which the Member has
not been elected to the succeeding Congress, or in the
case of a Member who is not a candidate in such general
election, the earlier of the date of such general election
or after the adjournment sine die of the last regular
session of the Congress (House Rule XXV, clause 10).
Combined Travel
(Personal and Official)
Combined travel is travel by a Member or employee of
the committee for the primary purpose of official committee
business that includes an intervening destination or
additional time period for personal purposes.
Combined travel requires that:
a) the primary purpose of the travel must be official
b) the personal segment of the combined travel may
not be purchased at the government rate or purchased
with a Government Travel Card.
c) the traveler seeks reimbursement for either the
government rate of the direct route and means to the
destination required for official committee business,
or the actually traveled fare, whichever is less;
d) the traveler personally pays any additional expenses
incurred as a result of the personal travel
e) the traveler attaches a brief memo to the voucher
submitted for combined travel, stating that the official
travel and personal travel was combined for personal
convenience
Unexpected Travel
Travel expenses are reimbursable in the event that unexpected
official business requires Members or employees of the
committee to travel to Washington, D.C. or location
of official committee business from a location within
the United States, its territories and possessions.
Travel to and from campaign or other political activities
is not reimbursable. Travel may be booked at the government
rate.
Committee funds may be used to return committee Members
and employees to a location for personal business after
fulfilling their official duties.
Methods of Travel
Subject to these travel regulations, all official travel
by way of common carrier, chartered, leased, or privately-owned
vehicle (airplane, automobile, etc.) is reimbursable.
Chartered Aircraft
Ordinary and necessary expenses related to chartering
an aircraft are reimbursable when passengers are restricted
to Members, their immediate family (spouse, child, parent)
and employees of the committee, the names of whom must
be stated on the voucher.
The full cost of the chartered aircraft must be paid
for by committee funds.
If an immediate family member is a passenger, the Member
must submit a check to the Finance Office payable to
the US Treasury equivalent to the cost of a comparable
commercial first class fare with an explanatory letter.
Corporate
or Private Aircraft
Members and employees of the committee who travel via
corporate, business or privately owned aircraft in support
of the conduct of official committee business 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:
a. When the travel is via a previously or regularly
scheduled flight by the corporation for its business,
or individual, the entity must be reimbursed based on
the cost of a commercial first class flight to the nearest
location served by a commercial passenger airline. If
only standard (coach) rates are available at the nearest
location, the committee must reimburse the entity for
the standard (coach) rate.
b. When the flight is scheduled specifically for committee
use, payment will be made based on the cost of an equivalent
commercial chartered flight to that location. Prior
to scheduling travel provided by any corporation, business,
or individual, the committee must verify that the person
has the authority under its FAA certification to accept
payment for travel as set forth above. Contact the Committee
on Standards of Official Conduct, Office of Advice and
Education, at x57103 for guidance.
Department
of Defense
The Department of Defense will support approved travel
of Members and employees of the Congress upon request
of the Congress, pursuant to law or where necessary
to carry out the duties and responsibilities of the
Department of Defense.
The Department of Defense Directive number 4515.12
prescribes the policy of the Department of Defense with
respect to support for travel of Members and employees
of Congress. For additional information, contact the
Congressional Liaison Office of any branch of the Armed
Services.
Officially
Leased Vehicle
Ordinary and necessary expenses related to the short-term
lease of a vehicle in support of the conduct of official
business are reimbursable.
1. Non-governmental use of a vehicle may be made only
when such use is:
a) during the course of and generally along the route
of the day's official itinerary
b) incidental to the day's official committee business
c) de minimis in nature, frequency, and time consumed
d) does not otherwise constitute a significant activity
or event
2. The Committee recommends that cars be rented at
the government rate with unlimited mileage and full
and comprehensive collision damage waiver (CDW) coverage.
Not all rental car franchises include CDW coverage with
the government rate. To ensure CDW coverage, offices
should make their rental car reservations through the
Combined Airline Ticket Office (CATO). CATO is located
at B-222 Longworth, (703) 522-2286.
3. If the government rate is unavailable or the government
rate does not include CDW coverage, the cost for CDW
coverage is reimbursable.
4. Personal accident insurance, personal effects coverage,
and equivalent insurance policies are not reimbursable.
5. Security deposits, advance payments, termination
fees, traffic violations, etc., are not reimbursable.
If an employee on official business is involved in
an accident with a rental car, notify the Office of
General Counsel at x59700.
Privately
Owned or Leased Vehicle
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:
Automobile: $.485
Motorcycle: $.305
Airplane: $1.07
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 Corporate or Private Aircraft (41).
Travel Expenses
The Committee on House Administration strongly recommends
that committees submit their vouchers for travel reimbursement
at least fifteen days before the payment due date to
assist the Finance Office in providing timely reimbursements
and prevent committee Members and employees from incurring
late fees or delinquency problems.
Government Rate
Government rates are available to Members and employees
of the committee to support the conduct of official
travel. To be eligible for government rates when scheduling
official travel, Members and employees of the committee
may present:
a. Government Travel Charge card
b. Government Travel Cardless Account
c. Government Travel Request form
d. Official Travel Authorization coupon
Contact the Finance Office at x56514 for account information
and forms.
Government Travel
Card
1. 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.
2. Each Government travel card is individually issued,
and each employee to whom the card is issued is personally
liable for making payments on the card and remaining
current on any unpaid balance.
3. 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.
4. The Government travel card is for official travel
purposes only and may be used by the cardholder only.
Use of the card for any personal or non-official purchases
is prohibited. The cardholder may use the card to purchase
travel-related services (airline tickets, hotel expenses,
etc.) for other authorized travelers, although the vendor
does not encourage this practice.
5. The Finance Office will monitor the monthly aging
report received from the vendor and alert offices of
delinquencies. The Finance Office will not intervene
with the vendor in the event of a delinquency.
Government
Travel Cardless Accounts
1. The Government travel cardless account is available
for committees to use to purchase airline tickets through
CATO.
2. The Committee Chair must appoint an employee of
the committee to act as manager of the account and specify
which employees are authorized to use the account.
3. Reimbursement for expenses incurred with the cardless
account is made directly to the credit card company.
Committees must submit the original credit card statement
and airline ticket receipt to the Finance Office along
with the voucher.
Shared Travel
Expenses
Official travel expenses may be shared by more than
one committee office or with a Member office. The division
of costs must accurately reflect the expenses incurred
by each office.
Travel
Promotional Awards
Free travel, mileage, discounts, upgrades, coupons,
etc. accrued by Members or employees as a result of
official travel awarded at the sole discretion of the
company as a promotional award, may be used at the discretion
of the Members and employees of the committee. The Committee
on House Administration encourages the official use
of these travel awards whenever practicable.
Foreign Travel
The authority to incur expenses for foreign travel is
contained in the House Rule X, clause 8, 22 U.S.C. §
1754, and in other provisions of law.
General
1. Travel is coordinated through the State Department
Travel Office. The State Department will issue a Government
Travel Request form that is processed through CATO.
Each committee should obtain a copy of the State Department's
"Guide to Official Foreign Travel" for information concerning
what paperwork is required. For other travel questions
regarding arrangements, contact the State Department
at (202) 647-1882. Information regarding per diem while
on foreign travel is located at www.state.gov/www/perdiems/index.html.
2. Members and employees should use American carriers
whenever possible, unless such service is not reasonably
available.
3. No appropriated moneys or local currencies owned
by the United States may be used to pay foreign travel
expenses of committee Members after the date of the
general election in which the Member has not been elected
to the succeeding Congress, or in the case of a Member
who is not a candidate in such general election, the
earlier of the date of such general election or the
adjournment sine die of the last regular session of
the Congress (House Rule XXV, clause 10).
Authorization
Speaker of the
House
The Speaker has the authority to designate any Member
or employee of the House to travel on business of the
House outside the United States, its territories and
possessions (22 USCS § 1754 (b)(1)(B) and House Rule
I, clause 10).
Committee Chair
Committee Chairs have the authority to designate any
Member or employee of the committee to travel on official
committee business, outside the United States, its territories
and possessions (22 U.S.C. § 1754 (b)(1)(B)).
Foreign
Travel Reports
Individuals
House Rule X, clause 8(b)(3) requires each Member and
employee who performs official foreign travel to submit,
no later than 60 days following the completion of travel,
an itemized report to the Committee Chair under whose
authority the travel was performed. The report should
contain the dates each country was visited, the amount
of per diem furnished, the cost of transportation furnished,
other funds expended for official purposes and summarize
in these categories the total foreign currencies and/or
appropriated funds expended.
Committee Chair
22 U.S.C. §1754 (b)(2) requires the Chair of each committee,
on a quarterly basis, to prepare a consolidated report
of amounts expended for foreign travel by each Member
and employee of the committee.The report should include
the amounts expended in foreign currency (in dollar
equivalent values), amounts expended in appropriated
funds, the purpose of each expenditure (including per
diem and transportation), and the total itemized expenditure
by each Member or employee of the committee.
The Clerk of the House will provide each committee
with a "Report of Expenditures for Official Foreign
Travel" form that must be completed, signed, and returned
to the Clerk of the House. The report will be published
in the Congressional Record and be open to public inspection
at the Legislative Resource Center at x65200.
Speaker Authorized
Travel
22 U.S.C. § 1754 (b)(3)(A) requires each individual
authorized by the Speaker to travel outside the United
States to file a report with the Clerk of the House
within 30 days after the completion of the travel. The
report should include the amounts expended in foreign
currency (in dollar equivalent values), amounts expended
in appropriated funds, the purpose of each expenditure
(including per diem and transportation), and the total
itemized expenditure.
For groups authorized by the Speaker, the Chairman
or if there is no designated Chairman, the ranking Member
or senior employee of the group, is required to submit
a report for all Members of the group.
The report will be published in the Congressional Record
and be open to public inspection at the Legislative
Resource Center at x65200.
Interparliamentary
Group or Delegation
22 U.S.C. § 276c-1 requires each Committee Chair or
senior Member of an interparliamentary group or delegation
traveling outside the United States to submit an itemized
report to the Chair of the Committee on International
Relations. The report must include all expenditures
made by, or on behalf of each Member or employee of
the group, and the purpose of the expenditures, including
per diem (lodging and meals), transportation and other
expenditures. The report must be completed before the
end of the session in which the travel occurred. Contact
the Committee on International Relations at x55021 for
additional information.
The Chair of the Committee on International Relations
will, within sixty days after the beginning of each
regular session of Congress, prepare a consolidated
report with respect to each group that has submitted
a report. The consolidated report will be filed with
the Committee on House Administration and shall be open
to public inspection at the Legislative Resource Center
at x65200.
Amending Travel
Reports
Miscellaneous travel expenses (i.e., receptions, ground
transportation, security) recognized subsequent to submission
of the original foreign travel report should be reported
to the Clerk of the House in the form of an amended
report.
Foreign Gifts and
Decorations Report
5 U.S.C. § 7342 requires each Member or employee who
has accepted a tangible gift or decoration of more than
minimal value ($260), or a gift of travel or expenses
of travel taking place entirely outside the United States,
its territories or possessions, tendered by a foreign
government, to file a report with the Committee on Standards
of Official Conduct within 30 days after the acceptance
of the gift, decoration or travel. The report will be
open to public inspection at the Committee on Standards
of Official Conduct.
Contact the Committee on Standards of Official Conduct,
Office of Advice and Education, at x57103 for the applicable
forms.
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