Committees' Congressional Handbook

Pursuant to House Rules, 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 CHA and introduce a primary expense resolution providing funds for the Committee’s activitiesfor each session of that Congress.

The CHA 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 a budget request with supporting documentation to the CHA for consideration.

The Chair and Ranking Minority Member of each Committee will be invited to testify before the CHA on behalf of the Committee’s budget request.

House Rule X, clause 7, provides for interim funding of Committeesfor the period beginning on January 3 and ending at midnight on March 31 or the adoption of a Committee funding resolution, 6 whichever is earlier, 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 CHA) of the total annualized amount made available under expense resolution for such Committees in the preceding session. These amounts, however, may vary if the House acts differently

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 CHA and the Code of Official Conduct (House Rule XXIII).

Each Committee may adopt a more restrictive incidental use policy

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 CHA.”

Contact the CHA for information on requesting an allocation from the reserve fund.

The Speaker sets an employee ceiling for each Committee which may not be exceeded unless specifically authorized by the Speaker.

Interns paid from Committee funds at or below the maximum rate of pay do not count against the committee’s employee ceiling. Interns paid from Committee funds are eligible for transit benefits on a reimbursable basis and are eligible for the following benefits:

1. Federal Employees’ Retirement System
2. Federal life insurance
3. Federal health insurance
4. Thrift Savings Plan

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

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

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

Any shared employee employed by three or more House employing authorities is required to:

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

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

3. Pursuant to 5 U.S.C § 13101 et seq., each House employee who is simultaneously employed by three or more House employing authorities for more than 60 days during a calendar year must file a Financial Disclosure Statement by May 15 of each year. If an employee does not trigger the reporting requirements of the Ethics in Government Act by their salary amount, the employee need not file periodic transaction reports.

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

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

Pursuant to 2 U.S.C. § 4301, each Committee is authorized, with the prior approval of CHA, to obtain temporary or intermittentservices 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 CHA will not approve a contract if the services to be provided by the consultant are the regular and normal duties of a Committee employee.

3. Individual contract agreements may not exceed the per diem equivalent of the maximum rate of compensation that pay set by the Speaker’s Pay Order.

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 Speaker’s Pay Order.

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 House Rule XXIII, clause 18(b), 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 Ethics at x57103.

7. Committee Chair must submit a letter requesting approval of the CHA 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 requesting Committee and that no services pursuant to the proposed contract will commence prior to approval of the contract by the CHA.

The CHA will make available for public inspection a copy of the qualifications of each consultant.

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

Committees may accept the services of fellows in accordance with all applicable federal law. Fellows do not count against a Committee’s employee ceiling.

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

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

“Volunteers” perform services in a House office without compensation from any source.

The voluntary service should be of significant educational benefit to the participant and such voluntary assistance should not supplant the normal and regular duties of paid employees.

Volunteers should be required to agree, in advance and in writing, to serve without compensation. (31 USC § 1342 & Comp. Gen. Op. B69907)

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

For the current applicable rate of basic pay, the amount of the limit and application of the House Rule, contact the Committee on Ethics, Office of Advice & Education, at x57103.

To appoint an employee a Payroll Authorization Form (PAF) signed by the Committee Chair, along with the completed onboarding packet, must be submitted to the Office of Payroll and Benefits no fewer than two business days prior to the effective date of hire.

All subsequent payroll transactions including salary adjustments, title changes, furlough or Leave Without Pay status, must be made on a PAF, signed by the Committee Chair, or submitted through the eForms application. PAFs submitted to the Office of Payroll and Benefits by the 15th day of the month in which the adjustment is effective, will be included in the monthly regular payroll cycle, which is paid on the last business day of the month. PAFs submitted after the 15th of the month will be processed in the off-cycle payroll. All PAFs must be submitted no later than the last business day of the month in which the payroll transaction is effective.

Committee Chairs may adjust, in any month, an employee’s pay to reflect exceptional, meritorious or less than satisfactory service.

Retroactive pay adjustments are prohibited. Only corrections due to administrative errors are allowed within two months after the end of the month that the error occurred.

Terminations must be made on a PAF and submitted to the Office of Payroll and Benefits as soon as the date of termination is known. If the termination PAF is received after the 15th of the month during which the termination becomes effective, the payroll for that month may have already been processed.

Pursuant to the Congressional Accountability Act of 1995 (“CAA”), the following civil rights, labor, and workplace safety laws are applicable to House employing offices:

1. The Fair Labor Standards Act of 1938;
2. Title VII of the Civil Rights Act of 1964;
3. The Americans with Disabilities Act of 1990;
4. The Age Discrimination in Employment Act of 1967;
5. The Family and Medical Leave Act of 1993;
6. The Employee Polygraph Protection Act of 1988;
7. The Worker Adjustment and Retraining Notification Act;
8. The Rehabilitation Act of 1973;
9. The Uniformed Services Employment and Reemployment Rights Act of 1994;
10.Certain provisions of the Federal Service Labor-Management Relations Statute;
11.The public service and accommodations provisions of the Americans with Disabilities Act;
12.The Occupational Safety and Health Act of 1970; and
13.The Genetic Information Nondiscrimination Act of 2008.
14.The Federal Employee Paid Leave Act of 2019;
15.The Fair Chance to Compete for Jobs Act of 2019; and
16.The Pregnant Workers Fairness Act of 2022.

The Office of Congressional Workplace Right (OCWR) publishes the poster highlighting employee rights, responsibilities, and procedures under the CAA. The CAA requires that the poster be displayed in all Member offices (both DC and district offices). The poster is available on the OCWR website, at Room LA-200, John Adams Building, Library of Congress (202-724-9250) or Longworth Mailroom in B-240 (202-226-3764).

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 HouseNet.

The Office of House Employment Counsel is available to provide advice and guidance to House management staff on employment matters generally, and on establishing office policies consistent with these laws. The Office of the House Employment Counsel can be reached at x57075 and EmploymentCounsel@mail.house.gov.

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 any individual who is a relative of that public official. Pursuant to 5 U.S.C. § 3110, the term “public official” includes a Member, an employee, and any other individual who has authority, 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 in connection with employment in an office.

Every employee must certify a relationship to any Member of Congress on a certificate of relationship form available from the Office of Payroll and Benefits. If, at any time, the relationship of an employee to any current Member of Congress changesthe employee must file an amended certificate of relationship form with the employing office. Contact the Office of Payroll and Benefits at x51435 for such forms.

Individuals with the following relationship to the Member may not be employed by the Chair or Ranking Minority Member of a Committee:
• Aunt;
• Brother;
• Brother-in-law;
• Daughter;
• Daughter-in-law;
• Father;
• Father-in-law;
• First cousin;
• Granddaughter;
• Grandson;
• Half-brother;
• Half-sister;
• Husband;
• Mother;
• Mother-in-law;
• Nephew;
• Niece;
• Sister;
• Sister-in-law;
• Son;
• Son-in-law;
• Stepbrother;
• Stepdaughter;
• Stepfather;
• Stepmother;
• Stepsister;
• Stepson;
• Uncle; and
• Wife.

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

The statute does not prohibit a Chair or Ranking minority Member of a 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. Contact the Committee on Ethics at x57103 for further information.

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

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

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

An individual employed by a Congressional office for at least twelve months (aggregate) and for a total of at least 1,250 hours during the previous 12-month period is entitled to up to a total of 12 weeks of unpaid leave during any 12-month period for the following family and medical reasons:

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

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

E. Because of a qualifying exigency arising out of the fact that the employee’s spouse, son, daughter, or parent is on covered duty (or has been notified of an impending call or order to active duty) in the Armed Forces; or 18

F. To take care of an injured covered service member for up to 26 weeks during a single 12- month period.

Offices may choose to pay some or all of FMLA leave for types C-E and Injured Servicemember Caregiver leave.

Employees on Family and Medical Leave remain eligible for all benefits. Please contact OHEC at x57075 with questions concerning FMLA leave.

Under 2 U.S.C. § 4503, the pay of an employee shall not be reduced during a period of absence with respect to which the employee is summoned as a juror; or as a witness on behalf of any party in connection with any judicial proceeding to which the United States or a state or local government is a party.

An employee may not receive fees for service as juror in a court of the United States or the District of Columbia; or as a witness on behalf of the United States or the District of Columbia. If an employee receives an amount (other than travel expenses) forservice as a juror or witness in such a court, the employee must remit such amount to the Office of Finance for deposit in the general fund of the Treasury.

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

Employees are also entitled to 22 days of paid leave per calendar year, offset by the employee’s military salary, for performing military services as defined in that statute. In addition, under 5 U.S.C. §5538, an employee called to active duty in the uniformed services in support of a contingency operation, as defined under 10 U.S.C. §101(a)(13)(B), is entitled to up to five years of paid leave offset by the employee’s military salary.

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

Ordinary and necessary expenses related to official communicationsthat comply with the Communications Standards Manual are reimbursable.

The Chairperson or other Member of the Committee may not distribute a mass mailing or send an electronic communication to 500 or more recipientsinto any congressional district fewer than 60 days before an election where the Member representing that district is subject to the pre-election prohibition on mass mailings pursuant to 39 U.S.C. § 3210(a)(6)(A), except that this restriction does not apply to:
a. Direct responsesto inquiries or requests from the persons to whom the matter is mailed.
b. Communicationsto colleaguesin Congress or to government officials (whether Federal, state, or local).
c. Newsreleasesto the communications media.

Ordinary and necessary expensesrelated to electronic communications are reimbursable. All official electronic communication content, which is sent out as an unsolicited mass communication, must comply with the Communications Standards Manual.

All official electronic communications must comply with House information technology and security policies as approved by CHA.

All official electronic communications sent to an email list of 100 or more individuals must include a usable opt-out in the body of the email that enables an individual to opt-out from the Member’s email list. Opt-out requests must be honored. These mailings must comply with House IT Policy 007.0 – Bulk Email List Management as approved by the Committee.

1. Pursuant to 39 U.S.C. § 3210, committees are entitled to the privilege ofsending 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 Commission Manual.

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

3. 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 x63764.
b. Committee hearings, reports, and prints which are not available for purchase from the Government Publishing 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.

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

Ordinary and necessary expenses for business cards for Committee Members and Committee employees are reimbursable. Business cards must contain the name of the employing authority and accurately describe the position to which the employee has been appointed.

Committee funds may not be used to purchase business cards for individuals who are not employed by the House.

Ordinary and necessary expenses for Members or employees of the Committee to attend information programs and take professional training related to official Committee business are reimbursable.

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

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

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

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

Ordinary and necessary expenses related to filling employment vacancies are reimbursable.

The following expenses are not reimbursable:
1. Transportation to and from employment interviews.
2. Relocation expenses upon acceptance or termination of employment

Members and employees may be reimbursed for food and beverage expenses incidental to inperson attendance at an official proceeding of the Committee (e.g. hearing, markup, etc.) provided the expenses are ordinary and necessary and otherwise comport with existing House rules and regulations, including those in the Handbook.

Members and employees of a Committee may be reimbursed for food and beverage expenses incidental to an official meeting that includes person(s) who are not Members or employees of the House.

Members and employees may not be reimbursed for food and beverage expenses related to social activities or social events (e.g. receptions, entertainment, holiday or personal celebrations, and swearing-in or inauguration day celebrations, etc.).

The cost of alcoholic beverages is not reimbursable under any circumstances.

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

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

Committee funds cannot be used to purchase furniture or other items that are readily supplied to offices by the CAO and AOC. Carpet and draperies are provided by the CAO at no cost to offices every seven years. If an office wants to replace the carpet and draperies earlier, then Committee funds will be charged.

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

Ordinary and necessary expenses related to the purchase of items of nominal value for official presentation, by a Member or employee of the Committee at the direction of the Chairman, when on official travel for the House outside the United States, its territories and possessions; or 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.

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

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

All invoices for these subscriptions received by the Office of Finance through the close of business January 2 will be debited from the current MRA year. Subscriptions beginning on January 1 or 2 may be debited from either allowance year, as directed by the Member.

Ordinary and necessary expenses for office supplies in support of the conduct of official Committee business are reimbursable.

Committee funds may be used to procure or reimburse the cost of certain personal protective equipmentsuch asfacemasks, face shields, protective gloves, protective eyewear, and certain personal use thermometers as authorized by the Committee upon the recommendation of the Office of the Attending Physician.

Ordinary and necessary expenses including but not limited to the following, are reimbursable:
a. Audio and video 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, the House Recording Studio, an in-House source for audio and video services, is available. Contact the House Recording Studio at x53941 for information on services, charges and availability.

There are certain election-related restrictions on mass communications. Audio and video content must relate to official and representational duties to the district and must comply with the Communications Standards Manual ifsent out as an unsolicited mass communication.

The Office of Congressional Publishing Services, Government Publishing Office (GPO), offers Committees a wide array of support for preparation of their official publications and other documents for GPO printing. Among the types ofsupport available, a Chair may formally request the Public Printer to detail a GPO professional to the Committee on a short or long-term basis.

Committee staff with questions or needing assistance with preparation should contact Congressional Publishing Services at 202-512-0224.

By direction of the Joint Committee on Printing, House Committees may generally receive up to 100 copies of hearings and 100 copies of Committee prints, with up to foursets bound copiesfor official use (including archival purposes).

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.

Ordinary and necessary expenses associated with official travel, including transportation, lodging, meals(excluding alcohol), and incidentals (e.g., parking, ticket change fees, etc.) are reimbursable.

The Committee Chair must approve all official travel and may establish internal Committee procedures for authorization of travel.

The primary duty station for Committee staff is Washington, D.C.

Please see the Telework Policy for additional information regarding alternate work sites.

Official travel may not exceed 60 consecutive days.

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

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

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

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

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

Committee funds cannot be used for travel outside of the continental United States, its territories, or possessions.

The authority to incur expenses for foreign travel is contained in House Rule X, clause 8, 22 U.S.C. § 1754, and in other provisions of law and is coordinated through the State Department Travel Office. For further information contact the Office of Interparliamentary Affairs at x61766.

See the Foreign Travel section of the User’s Guide for important information on who can authorize foreign travel and reporting requirements for individuals and committee chairs.

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

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

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

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

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

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

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

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

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

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

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

Use of corporate aircraft by Members and employees of the committee in support of the conduct of official Committee business may occur ONLY IF the corporation is reimbursed for the fair market value of the flight.

To determine the fair market value of such a flight, apply the following:

a. When the travel is via a previously or regularly scheduled flight by the corporation reimbursement is based on the cost of a commercial first-class flight to the nearest location served by a commercial passenger airline. If only 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 via corporate aircraft, offices should contact the Committee on Ethics, at x57103 for guidance.

A Member or employee of the committee who uses his or her privately owned or privately leased vehicle while on official committee business may be reimbursed on a rate per mile basis, set by CHA annually, and not for fuel purchased or any other expense.

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

If a Committee Member or employee is unexpectedly required, beyond their control, to travel for official business (e.g., previously unscheduled House vote or committee meeting or hearing, natural disaster, or civil disorder, etc.), then travel from and back to the personal destination is considered official travel and is eligible for the government rate.

Travel to and from campaign or other political activity is not reimbursable.

There are instancesin which advance payments may be paid from Committee funds. All advance payments must meet the following criteria:

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

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

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

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

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

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

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

2. Educational expenses.

3. Telecommunication devices and services.

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

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

6. Correspondence Record Management systems.

7. Water / coffee services.

Between Sessions and Congresses (but may not exceed beyond the next Congress):
Subscriptions for print and electronic publications (including clipping and media monitoring services of such publications).

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

Members and employees are reminded that the Government Travel Card is for official travel purposes only and may be used by the cardholder only. Use of this card for any personal or nonofficial purchases is prohibited. The cardholder may use the card to purchase travel-related services (e.g., airline tickets, hotel expenses, etc.) for other authorized travelers.

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

At times, offices are unable to procure necessary items they intend to purchase prior to the end of the legislative year due to circumstances beyond their control. Requests to obligate prior year funds after January 2 of the succeeding year to purchase equipment and software will be considered when a Committee Chair provides documentation demonstrating a bona fide intent to obligate.

To obligate funds, Committee Chairs must submit a “Letter of Intent” signed by the Chair to CAOLetterofIntent@mail.house.gov by 5:00PM EST on January 2 (or the Friday before when January 2 falls on a weekend) including the following information:
• Description of the item(s) to be purchased, including quantity, make, model, cost per item, name of vendor, and vendor’s contact information, if that information is available (Offices may not block off a general amount).
• Circumstances preventing the completion of the purchase prior to the close of the legislative year.

The total amount of the items listed on the letter of intent may not exceed 10% of the committee’s current year authorization or the amount remaining for that session, whichever is less.

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