Members Allowances and Services Manual

Last update: April 2, 2014 The Members’ Allowances and Services Manual is updated frequently. To ensure that you are reading the most recent version, visit www.parl.gc.ca/mas.

Members’

Allowances

and Services

Manual

http://www.parl.gc.ca/mas

March 20, 2014 Page 1 of 3

Introduction Governance and Principles

1. Introduction 2. Governing Principles 3. Governance Structure 4. House Administration

Members' Salary & Benefits 1. Introduction 2. Members’ Pay 3. Insurance Plans 4. Pension 5. Relocation 6. Employee Assistance Program

Appendix: Sessional Allowance and Additional Salaries

Budgets 1. Introduction 2. Summary of Budget Allocations 3. Member’s Office Budget 4. Restrictions 5. Delegation of Authority 6. Financial Reports and Public Disclosure 7. Accounting and Reimbursement

Appendix: Schedule of Rates Appendix: Member's Office Budget by Constituency Appendix: Financial Limits by Constituency

Travel 1. Introduction 2. Members’ Travel Services 3. Travel Points System 4. Designated Traveller and Dependant Declarations 5. Class and Means of Travel 6. Travel Status Expenses Account 7. Travel Expenses Chargeable to the Member’s Office Budget 8. Accounting and Reimbursement 9. Travel Reward Programs

Table of Contents

Members’ Allowances and Services Table of Contents


Employees 1. Introduction 2. Recruitment 3. Pay and Leave Administration 4. Benefits 5. Employee Departures

Services 1. Introduction 2. Printing 3. Mail and Messenger 4. Telecommunications 5. Training 6. Other Services

Appendix: Access to Parliamentary Dining Room

Offices 1. Introduction 2. General Principles Governing the Purchase and Management of Assets 3. Parliamentary Office 4. Constituency Office 5. Custody, Care and Control of Assets

Appendix: Limits on the Purchase of Assets

Contracts 1. Introduction 2. Setting Up a Contract 3. Requirements, Restrictions and Limitations 4. Status of Contractors 5. Invoicing and Payment Procedures

House Officers & Recognized Parties 1. Introduction 2. Salary and Benefits 3. House Officers 4. National Caucus Resources 5. Speaker and Other Presiding Officers 6. Employees

Resignation or Death of a Member 1. Introduction 2. Resignation of a Member 3. Death of a Member

Dissolution of Parliament 1. Introduction 2. Election Expenses 3. Salary and Benefits 4. Budgets 5. Travel 6. Services and Offices 7. Employees

Members’ Allowances and Services Table of Contents


Elections 1. Introduction 2. Newly Elected Members 3. Re-elected Members 4. Members Not Re-elected 5. Members Not Seeking Re-election 6. House Officers and Recognized Parties

Appendix: Budget Formula following a General Election for House Officers and National Caucuses

Glossary

November 13, 2013 1

The Members’ Allowances and Services Manual is a comprehensive guide to the Board of Internal Economy’s current policies related to budgets, allowances and entitlements for Members, House Officers and Research Offices. This manual outlines the provisions that apply to Members who resign or die while in office, or who are not re-elected, and describes the effects of the dissolution of Parliament on services, allowances and entitlements. The Members’ Allowances and Services Manual is available on IntraParl and on the Parliament of Canada Web site.

The Members By-law, established by the Board of Internal Economy under the authority of the Parliament of Canada Act, is the foundation of the Members’ Allowances and Services Manual and should be read in conjunction with this manual. This By-law regulates how financial resources and administrative services provided by the House are to be used. In the event of any inconsistencies, the Members By-law takes precedence over this manual.

Introduction

June 26, 2013

Governance and

Principles

Table of Contents 1. Introduction ................................................................................................................. 1

2. Governing Principles ................................................................................................... 2

2.1 Parliamentary functions ................................................................................. 2

2.2 Principles ....................................................................................................... 3

3. Governance Structure ................................................................................................. 4

4. House Administration .................................................................................................. 5

June 26, 2013 1

Governance and

Principles

1. Introduction This chapter describes some of the governing principles as detailed in the Board of Internal Economy’s Members By-law, which regulates the allocation of funds, goods, services and premises to Members as well as the use of those resources. This chapter also provides an overview of the governance and administration of the House of Commons. Throughout this chapter, reference to Members should also be read to include House Officers and the National Caucus Research Offices, unless otherwise indicated, and any expenses will be charged to their respective budgets.

This chapter describes:

Governing Principles

Governance Structure

House Administration

For more information on the Members By-Law, contact the Office of the Law Clerk.

Members’ Allowances and Services Governance and Principles

June 26, 2013 2

2. Governing Principles This section defines:

Parliamentary functions

Principles

2.1 Parliamentary functions

Pursuant to s. 52 of the Parliament of Canada Act, the Board can make by-laws that govern the use of funds, goods, services and premises by Members for carrying out their parliamentary functions.

Section 1 of the Members By-Law defines “parliamentary functions” as follows:

Duties and activities that relate to the position of Member, wherever performed and whether or not performed in a partisan manner, namely, participation in activities relating to the proceedings and work of the House of Commons and activities undertaken in representing his or her constituency or constituents.

For the purpose of clarity, subsection 4(3) of the Members By-law defines specific activities that are not part of parliamentary functions.

For greater certainty, the following activities, when performed by a Member, are not parliamentary functions:

(a) activities related to the private interests of a Member or a Member’s immediate family;

(b) activities related to the administration, organization and internal communications of a political party, including participation in a party leadership campaign or convention, solicitations of contributions and solicitations of membership to a political party;

(c) activities related to a Member’s re-election;

(d) activities designed, in the context of a federal, provincial, or municipal election, or any other local election, to support or oppose a political party or an individual candidate; and

(e) activities that are related to a meeting of an electoral district association, as defined in the Canada Elections Act, and that are carried out for nomination, electoral or sponsorship purposes or that relate to soliciting contributions or membership.


June 26, 2013 3

2.2 Principles

The following principles govern the use of funds, goods, services and premises by Members or on their behalf, as well as the responsibility of Members.

Responsibilities and accountability: Members are responsible for knowing,

understanding and following the Board’s policies as outlined in the Members By-law and

in this manual.

Managing within the budgetary limits: Members must operate within the limits of their allocated budget to carry out their parliamentary functions and are personally responsible for paying expenditures that are not allowed or that exceed the budget, amounts, allowances, rates and limits. Except as directed by the Board, Members may not personally fund, in whole or in part, the purchase of House assets. (Members By-law, Part 1)

Responsibilities as an employer: Members are the employers of their employees and have full discretion in the direction and control of the work performed on the Member’s behalf by employees and contractors. Members are always responsible for actions undertaken on their behalf. Even where there has been a delegation of authority, the Member remains responsible for the actions and decisions of their employees. (Members By-law, Part 1, Part 3 and Part 4)

Custodian of goods and premises: Members are the custodians of goods and premises provided by the House of Commons or purchased with funds provided by the House of Commons. Assets must only be used in the discharge of parliamentary functions. As the custodians, Members will be held to account for managing and safekeeping these assets, whether purchased or provided by the House of Commons. (Members By-law, Part 1)

Use of House Resources

In the discharge of Parliamentary functions only: Members may use funds, goods, services and premises provided by the House of Commons in the discharge of their Parliamentary functions only. (Members By-law, Part 1 and Part 5)

Use by Members and their employees only: Only Members and their employees may use the resources provided by the House of Commons. Family members may not use, directly or indirectly, the resources provided to Members by the House of Commons, nor may Senators, the Senate and the Government of Canada or any of their employees. (Members By-law, Part 1 and Part 3)

No donations or contributions: Members may not donate, directly or indirectly, to any person, cause or organization, funds, goods or services provided by the House of Commons, nor may they use these House resources for the purpose of soliciting contributions. (Members By-law, Part 1)


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3. Governance Structure The governance structure of the House of Commons is as follows:

Board of Internal Economy: Responsible for all financial and administrative matters with respect to Members, the House of Commons itself, its premises, services and staff. The Board is comprised of Members representing all recognized political parties.

The Board is established pursuant to the Parliament of Canada Act, which sets out its powers and exclusive authority to govern the allocation and use of funds, goods, services and premises that Members and House Officers need to carry out their parliamentary functions. The decisions and opinions of the Board are reflected in the policies contained in this manual. Based on these policies, Members manage their offices and employees, provide services to their constituents, and perform their parliamentary functions.

The Board of Internal Economy approves House Administration budgets and is the employer of House Administration employees.

Speaker: At the beginning of each Parliament, Members elect the Speaker of the House by secret ballot. The Speaker chairs the Board of Internal Economy.

Standing Committee on Procedure and House Affairs: The Committee’s mandate includes, among other functions, reviewing and reporting to the House of Commons and the Board of Internal Economy on the following:

issues concerning the administration of the House and the provision of services and facilities to Members; and

the effectiveness and management of operations under the joint control of the House of Commons and the Senate, except the Library of Parliament.

Clerk: As the senior permanent officer of the House of Commons and Secretary to the Board of Internal Economy, the Clerk is responsible for the management of the House Administration in accordance with the policy decisions and directions of the Board. The Clerk advises and supports the Speaker, the House and its committees in all procedural and administrative matters. The Clerk, acting under the authority of the Board, carries out the functions of the Board as employer and is responsible for financial matters, including the establishment of a system of internal financial controls for the House.

Clerk’s Management Group: Chaired by the Clerk and comprised of the heads of each service areas, this management committee assists the Clerk by recommending policies and making submissions to the Board of Internal Economy, setting direction and priorities for the House Administration, defining expected results, managing risks, and monitoring work in progress. The Clerk’s Management Group also ensures compliance with the By-laws, harmonizes and coordinates the policies and procedures within the House Administration, in accordance with decisions of the Board of Internal Economy. The Clerk’s Management Group is accountable to the Clerk.


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4. House Administration The House Administration is the non-partisan institutional infrastructure that provides continuity from one Parliament to the next, ensuring a stable infrastructure for Members, preserving the parliamentary traditions and environment that supports Members in their parliamentary functions.

The House Administration is structured to serve the needs of Members individually and collectively in their roles as legislators and representatives of their constituents in the Chamber, in committees and in caucus. It also supports the Board of Internal Economy through the following service areas:

Office of the Clerk: Under the leadership of the Clerk, this office supports the Board of Internal Economy and the Speaker. Other responsibilities include Internal Audit and support for the Clerk’s Management Group.

Finance Services: Under the leadership of the Chief Financial Officer, this Service Area is responsible for corporate financial planning, financial management, asset management, contracting and purchasing of goods and services. The Chief Financial Officer also provides policy and strategic financial advice and services to the Clerk, Members, the Board of Internal Economy and the House Administration.

Human Resources Services: Under the leadership of the Chief Human Resources Officer, this Service Area is responsible for human resources services, pay and benefits, learning and organizational development, occupational health, safety and environment, and corporate planning and communications across the House.

Information Services: Under the leadership of the Chief Information Officer, this Service Area is responsible for maintaining the parliamentary network and for providing information technology advice and security, as well as services related to information management, purchasing, technical support, systems development, multimedia (including broadcasts of House debates and proceedings), telecommunications, parliamentary publications, printing and mailing (including householders and ten-percenters).

Office of the Law Clerk and Parliamentary Counsel: Under the leadership of the Law Clerk and Parliamentary Counsel, this Service Area provides legal and legislative services to the Speaker, the Board of Internal Economy, Members, the Clerk and the House Administration. Legal services provided include advice and representation on constitutional and parliamentary law, legal rights and immunities of Members, legal powers of the House and its committees, labour and employment law, conflict of interest, contractual obligations and the application of federal laws to the business of the House. Legislative services provided include assisting Members in the preparation of private Members bills and amendments to Government bills. Other responsibilities include the printing and reprinting of Government bills and private Members bills.


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Parliamentary Precinct Services: Under the leadership of the Sergeant-at-Arms, this Service Area protects the parliamentary precinct, maintains peace and order, and provides functional accommodation and related services to all Members, House Administration and visitors to the parliamentary precinct. Other responsibilities include long-term architectural planning, food services, parking administration, postal services and providing the technical and administrative infrastructures for the Parliamentary Press Gallery.

Procedural Services: Under the leadership of the Deputy Clerk, this Service Area provides a full range of procedural and legislative services to the Speaker, Members and House Officers. This includes preparing the official agenda and record of proceedings of the House (i.e., the Order Paper and Journals, respectively) and maintaining House papers and records. It also provides a secretariat function to committees and organizes, on behalf of both the Senate and the House of Commons and their Speakers, the participation of the Parliament of Canada in international and inter-parliamentary activities in Canada and abroad. Other responsibilities include safeguarding the heritage and traditions of Parliament.


Members’ Salary &

Benefits


2. Members’ Pay ............................................................................................................. 3

3. Insurance Plans .......................................................................................................... 4

3.1 Public Service Management Insurance Plan .................................................. 4

3.2 Public Service Health Care Plan .................................................................... 5

3.3 Dental Care Plans .......................................................................................... 5

3.4 Other Insurance Options ................................................................................ 5

4. Pension ....................................................................................................................... 6

5. Relocation ................................................................................................................... 7

6. Employee Assistance Program.................................................................................. 10

Appendix:

Sessional Allowance and Additional Salaries


Members’ Salary &

Benefits

1. Introduction Members are entitled to a sessional allowance, retirement benefits and a number of other benefits. This chapter should be read in conjunction with section 2. Governing Principles in the Governance and Principles chapter.

This chapter describes the following:

Members’ Pay

Insurance Plans

Pension

Relocation

Employee Assistance Program

For the impact of a dissolution of Parliament or an election on Members’ salaries and benefits, see the Dissolution of Parliament and Elections chapters respectively.

For information related to additional salaries and benefits of House Officers, see section 2. Salary and Benefits in the House Officers and Recognized Parties chapter.

Members’ Allowances and Services Manual Members' Salary & Benefits


2. Members’ Pay Members’ Pay: An annual sessional allowance is payable to Members in accordance with the Parliament of Canada Act. Eligibility for payment starts on the date of a Member’s election as certified in the appropriate writ issued by the Chief Electoral Officer. The sessional allowance is payable in equal instalments on the last day of each month until the Member ceases to be a Member (resigns, dies, does not seek re-election or is not re-elected). For more information, see the Elections chapter and the Resignation or Death of a Member chapter.

Additional Salaries: Members who occupy certain offices and positions are entitled to additional remuneration in accordance with the Parliament of Canada Act. These additional salaries are paid as of the date of the Member’s appointment or election, depending on the requirements of their respective position. For more information concerning House Officers, the Speaker and other Presiding Officers, see the House Officers and Recognized Parties chapter.

Annual Adjustment: The sessional allowance and additional salaries are adjusted each year on April 1 based on the index of the average percentage increase in base-rate wages for a calendar year in Canada resulting from major settlements negotiated in the private sector. This index is published by Employment and Social Development Canada within three months following the end of each calendar year. The salaries are rounded down to the nearest hundred dollars.

For the current sessional allowance and additional salaries, see the Sessional Allowance and Additional Salaries appendix in this chapter.

Members’ Attendance Reporting: A deduction of $120 is made from the sessional allowance for each day beyond 21 days in a session in which a Member does not attend a sitting of the House for reasons other than illness or official business. For every month that the House is sitting, the Member must provide Pay and Benefits with a statement indicating the number of days attended during the month, including the days they did not attend for the following reasons because these absences count as a day of attendance: illness, participation in other public or official business, service in the Canadian Armed Forces, or the House had adjourned. No deductions are made from House Officers’ additional salaries.



3. Insurance Plans Members are provided with a range of protection in the event of illness, disability or death. Coverage includes life insurance, health and dental care. The following insurance plans are available to Members:

Public Service Management Insurance Plan

Public Service Health Care Plan

Dental Care Plans

Other Insurance Options

3.1 Public Service Management Insurance Plan

Premiums for Public Service Management Insurance Plan coverage, with the exception of supplementary life insurance, are paid by the House Administration and are a taxable benefit. This insurance plan is optional and includes:

Basic life insurance: A lump sum basic life insurance benefit is provided to the named beneficiary in the event of the Member’s death from any cause while insured.

Supplementary life insurance: Members may, at their own expense, add supplementary life insurance coverage to the equivalent of their annual salary.

Accidental death and dismemberment benefit: A lump sum accidental death and dismemberment benefit is provided to a Member if mutilated in an accident or to a Member’s dependants or estate if the Member is killed in an accident.

Insurance for spouse and dependants: Life insurance, as well as accidental death and dismemberment coverage, is provided for the Member’s spouse ($5,000) and for each dependent child ($2,500).

Long-term disability: Continuing income may be provided to Members who are unable to work as a result of a disability.

Post-retirement life insurance: This optional life insurance is available to former Members who receive a monthly retirement allowance under the Members of Parliament Retiring Allowances Act immediately upon ceasing to be a Member and to former Members who meet the eligibility criteria under section 71.2 of the Parliament of Canada Act.

For more information about insurance benefits for Members, see the Public Service Management Insurance Plan or contact Pay and Benefits.



3.2 Public Service Health Care Plan

This health care plan provides Members, their spouses and dependants with coverage for costs they have incurred for eligible services and products, including drugs, vision care, hearing aids, hospital benefits and nursing services excluded from the Member’s provincial or territorial plan. Some restrictions apply. The House Administration pays the premiums for this plan but it is a co-insurance plan and there are annual deductibles. For more information about insurance benefits for Members, see the Public Service Health Care Plan Directive or contact Pay and Benefits.

Former Members can maintain Public Service Health Care Plan coverage if they receive a monthly retirement allowance under the Members of Parliament Retiring Allowances Act immediately upon ceasing to be Members or meet the eligibility criteria under section 71.2 of the Parliament of Canada Act.

3.3 Dental Care Plans

Public Service Dental Care Plan: This mandatory dental care plan provides insurance for dental services and supplies not covered under provincial or territorial health care or other dental plan for Members, their spouses and dependants. The House Administration pays the premiums for this plan. Some limits apply. For more information about the Dental Care Plan – Public Service of Canada or about insurance benefits for Members, see IntraParl or contact Pay and Benefits.

Pensioners’ Dental Services Plan: This plan is similar to the Public Service Dental Care Plan with respect to coverage except that it is voluntary and at the former Member’s expense. It is available to former Members who are entitled to receive a monthly retirement allowance immediately upon ceasing to be a Member and to former Members who meet the eligibility criteria under section 71.2 of the Parliament of Canada Act. Former Members’ survivors may also use this plan. For more information about the Pensioners’ Dental Services Plan or about insurance benefits for Members, see IntraParl or contact Pay and Benefits.

3.4 Other Insurance Options

There are several other insurance options provided or available to Members. For more information about these plans, contact Members’ Travel Services.

Group Special Risk Insurance: Members, as well as their designated traveller and dependants who are travelling with or on behalf of the Member, are provided with additional accident coverage paid by the House Administration.

Flight and Rail Insurance: $500,000 of insurance per person is provided to Members and their authorized travellers at no charge when the airline or rail ticket is booked and paid through Members’ Travel Services. It covers accidental loss of life, sight or limbs. Travellers who pay for these airline and rail tickets by other means will not benefit from this insurance. Members may purchase optional flight or rail insurance at their own expense.



Other Travel Insurance: Additional insurance coverage is provided at no charge and includes lost and stolen baggage, baggage delay and trip delay when the airline or rail ticket is booked and paid through Members’ Travel Services. Travellers who pay for these airline or rail tickets by other means will not benefit from this insurance. For more information about this coverage, contact Financial Management Operations. Members may purchase optional travel insurance at their own expense for tickets purchased through Members’ Travel Services or another travel agency.

Medical Insurance: Additional medical insurance is provided to Members for business travel outside Canada under the Travel Points System or with committees, parliamentary associations and parliamentary delegations. This insurance provides additional coverage once all other provincial and group medical plans have been exhausted.

Provincial and Territorial Medicare: All provinces and territories provide Members with basic health insurance. Most Members pay no premiums for this insurance; however, Members residing in Alberta and British Columbia share the premiums with the House Administration.

4. Pension The Members of Parliament Retiring Allowances Act regulates pension coverage for Members of the House of Commons. Under the Act, Members must contribute a percentage of their sessional allowance toward their retirement benefits. For more information about retirement benefits for Members, see IntraParl or contact Pay and Benefits. Members can also obtain details pertaining to their personal retirement benefits from their Pay and Benefits Advisor.

Severance Allowance: Under the Parliament of Canada Act, Members who are ineligible for an immediate pension under the Members of Parliament Retiring Allowances Act are entitled to a severance allowance upon ceasing to be a Member. The severance allowance is a lump sum payment equal to 50% of the total sessional allowance plus any additional salary as of the day prior to ceasing to be a Member. Some restrictions apply.

Disability Allowance: Members who are 65 years of age or older and who resign by reason of disability may elect to receive a disability allowance.



5. Relocation Members may relocate their primary residence or establish a secondary residence in the National Capital Region, once, at any time following their election to the House of Commons. Members may relocate back from the National Capital Region to a residence in Canada outside the National Capital Region within one year of ceasing to be a Member. These benefits are subject to provisions outlined below.

Allowable Relocation Expenses: The following actual relocation expenses may be reimbursed at the time of the relocation to and from the National Capital Region:

packing, unpacking and moving of furniture, household equipment and personal effects of the Member, their spouse and dependants residing with the Member;

shipping of up to two family vehicles owned by the Member, their spouse or dependants residing with the Member. Campers, snowmobiles, racing cars, and any other vehicle or boat of three-quarter ton rating or more are not allowed;

transportation of household pets;

in-transit storage of household goods and effects when necessary, up to three months;

up to $1,500 of insurance premiums for household effects; and

any incidental expenses related to installation or removal of appliances, utilities, telecommunication, securities systems, etc.

Restrictions and Limitations: The following restrictions and limitations apply:

All relocation expenses, including monthly storage charges if required, must be claimed within one year of ceasing to be a Member.

Relocation must include the National Capital Region as the first destination or last departure point. (Relocations within the National Capital Region are not allowed.)

Financial Management Operations must approve in advance, in writing, any in-transit storage of household effects from a Member’s residence in the National Capital Region.

Moves must be direct, from one address to another. Only expenses incurred for loading, unloading, cartage, or freight charges of household effects the Member’s primary or secondary residence or authorized storage location will be reimbursed.



The House of Commons will not be liable for:

any fees, liabilities or costs related to the leasing, renting, buying, or selling of a Member’s primary or secondary residence by a Member, former Member or their estate; and

any economic losses or out-of-pocket expenses incurred due to a recession, depressed housing market conditions, health-related issues, floods, fire, etc.

Members must settle any disputes resulting from the move (e.g., damages to goods in transit) directly with the mover or the insurance company prior to signing or submitting the invoices for payment or reimbursement within one year of ceasing to be a Member.

Planning the Move: To obtain accurate information and advice, Members should contact Financial Management Operations before proceeding with any relocation-related activities.

Members may take advantage of the House Administration standing offer with commercial movers. Alternatively, Members may also use another moving company provided they obtain estimates from at least two commercial companies and forward these estimates to Financial Management Operations for written confirmation of the selected mover.

To ensure that the interests of Members and the House Administration are protected, the moving estimate must be in the name of the Member. The estimate must be signed by the Member, an officer of the business performing the work and their respective witnesses. The House Administration is unable to give verbal or written guarantees to movers in advance of a move that the full estimated relocation expenses as determined by the mover will be paid by the House Administration.

The relocation estimate must describe:

the moving company’s business number, goods and services tax/harmonized sales tax registration number or social insurance number;

the nature of the services to be provided, including the weight of the goods as well as the departure and destination addresses;

the insurance coverage;

total fees; and

the timelines and deliverables.

Once signed, the moving estimate is considered a binding contract and may not be amended or replaced by a new agreement that charges a greater amount for the same arrangements.

Invoicing: All invoices for moving expenses must be sent to the Member or former Member, who is responsible for verifying the charges and confirming that they are satisfied with the work performed. Original receipts for all relocation expense claims are required.



Invoices must indicate:

the completed work, described in detail with dates; and

the dollar amount of the invoice.

Members may pay relocation expenses directly to the moving company and then claim reimbursement from Financial Management Operations. Alternatively, the moving company’s invoice, with the written approval of the Member or former Member, may be forwarded to Financial Management Operations for direct payment to the moving company; only allowable expenses approved in writing by the Member will be paid. Any unpaid portion of a move resulting from a dispute is the Member’s personal responsibility.

Travel: Travel expenses of the Member, dependants and spouse residing with the Member will be reimbursed as follows:

Relocating to the National Capital Region: Air or surface transportation expenses of the Member, the spouse and dependants from the Member’s primary residence to a residence in the National Capital Region may be claimed under the Members’ Travel Points System.

Accommodation, meal and incidental expenses are not reimbursed. However, when travelling under the Travel Points System, Members may claim their personal accommodation, meal and incidental expenses as a charge to their Travel Status Expenses Account. For more information, contact Members’ Travel Services.

Relocating back to a residence elsewhere in Canada, outside the National Capital Region: The House Administration will pay the cost of air or surface transportation in relocating the former Member, dependants and the spouse residing with the Member, from the National Capital Region to the new or former place of residence in Canada in accordance with the Members’ travel regulations in effect at that time. Additional costs resulting from stopovers en route for personal reasons will be at the traveller’s expense.

Accommodation, meal and incidental expenses are not reimbursed. However, if relocating while in office, the personal accommodation, meal and incidental expenses of the Member may be charged to the Travel Status Expenses Account.

Death of a Member while in office: The House Administration will pay the transportation and relocation costs of the former Member’s spouse and dependants from the National Capital Region to their residence in Canada, outside the National Capital Region. The House Administration will provide one economy class return trip to a maximum of two travellers (executor, family member or other) to arrange for the move of the former Member’s household and personal effects, subject to the conditions outlined in this policy. Air or surface transportation costs, with receipts, will be reimbursed, but accommodation, meal and incidental expenses will not. For more information, contact Members’ Travel Services.


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6. Employee Assistance Program This program is a confidential service that provides counselling on personal, social, financial, legal and other health matters to Members and their immediate families. This program is paid by the House Administration. For more information, contact Occupational Health, Safety and Environment.


Members’ Salary &

Benefits

Appendix Sessional Allowance and Additional Salaries

As of April 1, 2014

Member’s Sessional Allowance $163,700

Prime Minister* 163,700

Speaker** 78,300

Leader — Official Opposition** 78,300

Cabinet Ministers* 78,300

Ministers of State* 58,700

Secretaries of State* 58,700

Leader — Other Opposition Party** 55,600

Deputy Speaker** 40,600

House Leader — Official Opposition** 40,600

Chief Whips — Government and Official Opposition** 29,400

Parliamentary Secretaries 16,300

Deputy Chair — Committees of the Whole ** 16,300

Assistant Deputy Chair — Committees of the Whole** 16,300

House Leader — Other Opposition Party** 16,300

Deputy House Leaders*** — Government and Official Opposition 16,300

Chief Whip — Other Opposition Party** 11,500

Deputy Whips — Government and Official Opposition 11,500

Caucus Chairs — Government and Official Opposition** 11,500

Chairs*** of standing, special, standing joint and special joint committees**** 11,500

Caucus Chair — Other Opposition Party** 5,800

Deputy House Leader — Other Opposition Party 5,800

Deputy Whip — Other Opposition Party 5,800

Vice-Chairs*** of standing, special, standing joint and special joint committees**** 5,800

* Pursuant to the Salaries Act.

** House Officer positions.

*** Other than Members receiving a salary under the Salaries Act.

**** Excluding the Liaison Committee and the Standing Joint Committee on the Library of Parliament.


Budgets


2. Summary of Budget Allocations ................................................................................... 3

3. Member’s Office Budget .............................................................................................. 4

3.1 Basic Budget and Supplements ..................................................................... 4

3.2 Use of the Member’s Office Budget ............................................................... 6

3.3 Miscellaneous Expenditures Account ............................................................. 9

3.4 Advertising ................................................................................................... 10

3.5 Web Sites and Domain Names .................................................................... 12

4. Restrictions ............................................................................................................... 14

5. Delegation of Authority .............................................................................................. 15

6. Financial Reports and Public Disclosure ................................................................... 16

7. Accounting and Reimbursement ................................................................................ 17

Appendices:

Financial Limits by Constituency

Member's Office Budget by Constituency

Schedule of Rates


Budgets

1. Introduction Members are provided with funds, premises, goods and services to be used to carry out their parliamentary functions. Members must operate within their allocated budget and use the resources as prescribed by the Board of Internal Economy. This chapter should be read in conjunction with section 2. Governing Principles in the Governance and Principles chapter.

This chapter includes:

Summary of Budget Allocations

Member’s Office Budget

Restrictions

Delegation of Authority

Financial Reports and Public Disclosure

Accounting and Reimbursement

For more information about the office budgets of House Officers and Research Offices, see the House Officers and Recognized Parties chapter.

For more information about the impact of the dissolution of Parliament or a general election on Members’ budgets, see the Dissolution of Parliament chapter and Elections chapter.

Members’ Allowances and Services Manual Budgets


2. Summary of Budget Allocations

Allocation Fiscal year 2014-2015 Description

Member’s Office Budget (MOB)

This annual budget provides Members with funds to pay employee salaries, service contracts, some operating and travel costs, and other expenses. See the Member’s Office Budget by Constituency appendix.

Basic Budget Add: (if applicable) + Elector Supplement + Geographic Supplement + Schedule 3 Supplement

$284,700

Miscellaneous Expenditures Account

3% of the MOB

This account allows Members to charge certain hospitality expenses related to Members’ parliamentary, non-partisan functions. See the Financial Limits by Constituency appendix.

Advertising Expenses Account

10% of the MOB

This account allows Members to inform their constituents about matters related to their parliamentary functions. For more information, see the Advertising section in this chapter. See also the Financial Limits by Constituency appendix.

Other Allocations:

Travel Status Expenses Account

$28,000 This account allows Members to charge some travel-related expenses they personally incur while in travel status. For more information, see section 6. Travel Status Expenses Account in the Travel chapter.

Travel Points System 64 travel points

This system ensures that Members have the same transportation resources regardless of where their constituency is located. Members are allocated 64 travel points each fiscal year for regular trips, of which 25 points may be used for special trips. For more information, see section 3. Travel Points System in the Travel chapter.



3. Member’s Office Budget The Board of Internal Economy provides Members with an annual Member’s Office Budget to pay employee salaries, service contracts, some operating and travel costs, and other expenses as determined by the Board. Members are responsible for the management of these resources and must operate within their allocated budget, as they are personally responsible for paying expenditures exceeding their budget. For a complete list of basic budgets and supplements by constituency, see the Member’s Office Budget by Constituency appendix in this chapter.

This section describes the following:

Basic Budget and Supplements

Use of the Member’s Office Budget

Miscellaneous Expenditures Account

Advertising

Web Sites and Domain Names

3.1 Basic Budget and Supplements

The Member’s Office Budget consists of a basic budget and in some cases an Elector Supplement and/or a Geographic Supplement for Members who represent densely populated or geographically large constituencies. Members whose constituencies are listed in Schedule 3 of the Canada Elections Act also receive a Schedule 3 Supplement. The Member’s Office Budget is allocated each fiscal year on April 1.

Basic Budget: The Board of Internal Economy sets the basic budget and may adjust it from time to time. For the following three fiscal years, the basic budget has been frozen at the fiscal year 2011-2012 level as follows:

Members’ Basic Budget

2012-2013 $284,700

2013-2014 $284,700

2014-2015 $284,700



Elector Supplement: Members who represent densely populated constituencies receive an Elector Supplement. This graduated supplement is added to the Basic Budget when there are 70,000 or more electors on the Final Lists of Electors for the Member’s constituency, as published by the Chief Electoral Officer after a general election. The Elector Supplement remains in effect for the duration of a Parliament.

2014-2015 Annual Elector Supplement

Number of Electors Supplement

150,001 or more $52,140

130,001 – 150,000 43,440

110,001 – 130,000 34,770

90,001 – 110,000 26,090

80,001 – 90,000 17,400

70,000 – 80,000 8,700

Geographic Supplement: Members who represent constituencies with an area of 500 square kilometres or more receive a graduated Geographic Supplement.

2014-2015 Annual Geographic Supplement Area (Sq. km) Supplement

500,001 and more $52,900

200,001 – 500,000 37,270

75,001 – 200,000 30,060

20,001 – 75,000 21,640

15,001 – 20,000 19,230

8,001 – 15,000 16,830

3,001 – 8,000 8,410

500 – 3,000 4,810

Schedule 3 Supplement: Members who represent constituencies listed in Schedule 3 of the Canada Elections Act receive a Schedule 3 Supplement of $16,830, except for Members representing Western Arctic and Nunavut who receive $20,200.

The Chief Electoral Officer confirms the electoral boundaries of each constituency, which are reviewed every 10 years. After this review and the following general election, there may be changes to the supplements due to demographic or electoral boundary changes.

For a complete list of basic budgets and supplements by constituency, see the Member’s Office Budget by Constituency appendix in this chapter.



Carry-Forward: Members may carry forward into the next fiscal year the unspent portion of the previous fiscal year’s Member’s Office Budget, excluding any carry-forward from a prior year, to a maximum of 5% of the approved budget. The carry-forward is calculated each year in June by the House Administration and is automatically added to the Member’s Office Budget for the new fiscal year. However, the carry-forward policy does not apply to expenditure limits established within a budget such as the Miscellaneous Expenditures Account and advertising expenses.

In the year of an anticipated election: Between April 1st of the year of an anticipated general election and election day, Members’ expenditures may not exceed 10 percent of their Member’s Office Budget on a month-by-month cumulative basis. This limit also applies to the Miscellaneous Expenditures Account. The 10% limit does not apply to the previous year’s carry-forward.

3.2 Use of the Member’s Office Budget

The Member’s Office Budget may only be used in the discharge of Members’ parliamentary functions. Except as otherwise expressly indicated, services and goods provided centrally by the House Administration may not be purchased by Members and charged as an expense against any budget.

This section includes:

Employee Salaries

Contracts

Travel

Office Operations

For other uses of the Member’s Office Budget, see sections 3.3 Miscellaneous Expenditures Account, 3.4 Advertising and 3.5 Web Sites and Domain Names in this chapter.

Employee Salaries: Employee salaries are charged to the Member’s Office Budget. The Board of Internal Economy sets a maximum annual salary and the terms and conditions of employment. For further information about employee hiring, conditions of employment, resignation and dismissal, see the Employees chapter.

Contracts: The goods and services acquired through contracts are charged to the Member’s Office Budget and are subject to a maximum contract limit as set by the Board of Internal Economy. For further information, see the Contracts chapter.

Travel: Members may charge some of their travel expenses and those of their authorized travellers to their Member’s Office Budget. For further details, see the Travel chapter. These expenses include:

travel within the province or territory in which a Member’s constituency is located;

a Member’s road transportation outside the province or territory in which the Member’s constituency is located;



a Member’s travel within the National Capital Region, such as parking, taxi and public transit expenses, when supported by receipts;

travel for a Member whose constituency is located in the National Capital Region;

employee travel to attend training; and

employee accommodations, meals and incidental expenses when travelling in the discharge of a Member’s parliamentary functions.

Office Operations: Members have a parliamentary office in Ottawa and usually one or more offices in their constituency.

Ottawa: Members are provided with a furnished office within the parliamentary precinct that includes standard computers and office equipment. The House Administration provides services to Members, including mail, messenger, printing and telecommunications. These services are generally charged against the House Administration’s budgets and are subject to certain conditions. Members may purchase additional equipment and supplies for their parliamentary office subject to certain restrictions. These items are charged to the Member’s Office Budget. For more details, see the Offices chapter.

Constituency: Most operating expenses, such as leases, equipment and maintenance, are charged to the Member’s Office Budget.

For further details on the purchase and management of assets, see the Offices chapter, including the Limits on the Purchase of Assets appendix.

Members may also charge the following expenses to their Member’s Office Budget:

Tablet Devices: Members may charge the cost of one Apple iPad or one BlackBerry PlayBook, subject to established minimum requirements, and associated accessories (extended warranty, case, charger and micro-SIM card) to their Member’s Office Budget. The maximum purchase price of the tablet (including all associated accessories and taxes) cannot exceed $1,500. Members must purchase a flex data plan for iPads when available and an extended warranty for 24 months for the iPad and PlayBook. Expenses associated with the tablet’s monthly data plan and roaming charges are charged to the Member’s Office Budget. The purchase and maintenance of applications and digital content for the device, with the exception of newspaper and periodical subscriptions and e-books, may not be charged to the Member’s Office Budget or any other budget.

Members may only charge the purchase of a new device to their Member’s Office Budget 24 months after the purchase of the previous device. The Constituency Asset Report will be updated accordingly and the older device must be returned promptly to Materiel and Contract Management. The tablet device must also be returned to Materiel and Contract Management when the Member ceases to be a Member. However, the Member will retain complete ownership of all applications and digital content. Members will assume full responsibility for the security of the information and documents saved on the tablet. House Administration support will be limited to synchronization with its IT messaging services. All maintenance issues will be the sole responsibility of the Member. Members should only use



the Wi-Fi capability of the device when travelling abroad and limit the use of their devices to parliamentary functions.

For more information on the purchase, care, management, disposal or loss of these assets, see the Offices chapter.

Reference Material: Members may charge the following reference material to

their Member’s Office Budget:

o dictionaries, directories or other reference material;

o books (traditional and electronic), not to exceed three copies of any title;

o newspaper and periodical subscriptions (electronic subscriptions may be on a weekly, monthly or quarterly basis only); and

o fees for Access to Information requests personally submitted by the Member.

Sundries: Members may charge the following to their Member’s Office Budget:

o plants and floral arrangements;

o flags;

o Remembrance Day wreaths and seasonal decorations; and

o items for office-related hospitality, such as coffee makers, cups, spoons and drinking glasses.

Language Interpretation Services: Members may charge the cost of language interpretation services to their Member’s Office Budget when these services are required in the discharge of Members’ parliamentary functions in Canada, Washington D.C. or New York City. Original receipts must be presented for reimbursement. No travel costs may be reimbursed for the interpreter.

Sign Language Interpretation: Members may charge the cost of sign language interpretation to their Member’s Office Budget when they are required to meet with hearing-impaired constituents. Alternatively, Members may also seek prior approval from their Chief Whip to charge the cost of sign language interpretation to their party’s Caucus Translation Service Budget. In either case, original receipts must be presented for reimbursement.

Room Rental for Public Meetings: Members may charge the cost of room rentals for public meetings to their Member’s Office Budget. It is highly recommended that Members acquire public liability insurance for these meeting facilities, which they may charge to their Member’s Office Budget. They may also charge related costs such as sound systems and security to their Member’s Office Budget.



3.3 Miscellaneous Expenditures Account

A portion of the Member’s Office Budget may be used as a Miscellaneous Expenditures Account. Currently, this portion is set at up to 3% of the Member’s Office Budget. The Miscellaneous Expenditures Account limit cannot be increased by a carry-forward. For more information, see the Financial Limits by Constituency appendix in this chapter.

The following hospitality expenses related to the Member’s parliamentary functions, but excluding partisan activities, may be charged to this account:

meals for the Member and guests when accompanied by one or more guests;

tickets for meals with service groups, at community events or other meetings of a non-partisan nature;

food and any beverages served at meetings and non-partisan events;

small token items, such as buttons, pins, ribbons and certificate holders (except for promotional items with the Member’s contact information, which would be charged as an advertising expense). See section 3.4 Advertising in this chapter for more details;

purchase of a gift not exceeding $150 (before taxes) given as a matter of protocol in the discharge of the Member’s parliamentary functions, excluding partisan activities. These gifts may be given to recognize the value and importance of a person, event or organization in the Member’s constituency that has contributed positively to the community. These may include:

o charitable and non-profit community organizations;

o athletic, educational or cultural community events; and

o individuals from the community who have achieved distinction, or whose significant contribution to the community warrants public recognition;

purchase of flowers not exceeding $150 (before taxes) for funerals of a Member’s constituent;

purchase of a gift not exceeding $150 (before taxes) given as a matter of protocol to a civic leader or visiting dignitary.

To receive reimbursement against the Miscellaneous Expenditures Account, original receipts must be provided and the Member must personally sign the invoice. For reimbursement of gifts purchased under this policy, Members must submit an office expense claim via the Financial Portal and provide the original receipts. This responsibility cannot be delegated. For more information on reimbursement, see section 7. Accounting and Reimbursement in this chapter.


March 20, 2014 Page 10 of 18

3.4 Advertising

Members may use up to 10% of their Member’s Office Budget for advertising expenses. For a list of Member’s Office Budget financial limits related to advertising, see the Financial Limits by Constituency appendix in this chapter.

Purpose: The purpose of advertisements is to allow Members to communicate with their constituents. Advertisements must support at least one of the following purposes:

communicate their office location and contact information;

communicate assistance and services they provide to all constituents;

communicate meeting announcements related to the discharge of the Member’s constituency functions;

issue congratulatory messages or greetings to constituents; and

support their parliamentary functions, including the issuance of partisan opinions

or advocacy statements.

Content: Print advertisements must contain the Member’s name and provide a means to contact the Member, such as a telephone or fax number or a street or Web site address. Advertisements may also include the following:

Member’s picture;

location of constituency and parliamentary offices;

office hours;

meeting announcements;

description of services provided to constituents;

congratulatory messages or greetings to constituents;

details of the Member’s participation in an event or activity;

party logo; and/or

partisan opinions or advocacy statements.

Format: Members may choose the advertising format of their choice, including:

newspapers, billboards, event programs or booklets, newsletters, flyers, television, radio, or other commercial media commonly available to their constituents, including the Internet;

promotional items of minimal value, for example, bookmarks, calendars and refrigerator magnets.


March 20, 2014 Page 11 of 18

Members may share an advertisement with another federal Member or provincial or municipal elected official from the same community or region. Each Member of the House of Commons must submit their own invoice as per the procedures outlined below.

Restrictions: Advertising cannot be used to directly or indirectly:

sponsor or support community groups and charities unless:

o one or more of the criteria outlined under the “Purpose” above are met;

o the advertisement is for the purpose of communicating the Member’s participation in an event or activity;

o it is directed at people residing within the Member’s constituency; and

o it is supported by an advertising format with the required content.

make a donation or contribution of a political nature;

solicit contributions to or membership in any political party, funds for community groups or charities, or donations or contributions for any other person or cause;

provide financial assistance to groups or causes or their Internet sites (golf tournaments, concerts, festivals, charitable activities, sport teams, etc.);

communicate campaign or riding association information; or

support or oppose the election of any candidate or party at any level of government.

Invoicing: Requests for reimbursement or payment of advertising expenses must include the following three elements:

an invoice printed on the official letterhead of the business or organization that provided the advertisement and invoice number where applicable;

a copy of the advertisement in the published format, tear sheet, script for radio or television ads, or in the case of a Web advertisement, the Internet link and a hard copy of a Web ad; and

the authorization and signature of the Member.

Advertising is impacted by dissolution. For more information, see the Dissolution of Parliament chapter.


March 20, 2014 Page 12 of 18

3.5 Web Sites and Domain Names

Members may charge expenses to the Member’s Office Budget for:

Web Sites

Domain Names

Web Sites: In order to charge certain expenses to their Member’s Office Budget, Members must designate one Web site with a domain name that is in compliance with the domain name policy. Once designated, only that Web site may be used in advertisements, ten percenters and householders, or on letterhead and personalized stationery.

Members are personally responsible for the content of their Web sites. They must ensure that the content is at all times in compliance with the by-laws and the restrictions outlined below, as well as any applicable legislation (e.g. Canada Elections Act and Copyright Act).

To designate a Web site, Members must submit the Designation of a Member’s Web Site form. This designation will remain in effect for at least 12 months or for the duration of the Parliament, whichever is less.

Allowable expenses that can be charged to the Member’s Office Budget are as follows:

Web consulting services, Web design, graphic design and maintenance;

Web site hosting fees; and

copyright fees for Web site content, if required.

Content: Designated Web sites may include party logos, partisan opinions and advocacy statements. Links to other Web sites are allowed as long as these links and their graphics, when viewed from the Member’s designated Web site, do not contravene the restrictions outlined below. For example, an allowable link would be “ABC Party Web site.” However, links such as “Contribute to the ABC Party,” “Join the ABC Party,” “Member’s Name – Campaign 2015” or “Donate to Local Food Bank” would not be allowed.

Restrictions: Members’ designated Web sites cannot directly or indirectly:

include solicitations for contributions to or membership in any political party;

include solicitations of funds for community groups or charities;

include solicitations of donations or contributions;

include campaign or riding association information; or

support or oppose the election of any candidate or party at any level of government.


March 20, 2014 Page 13 of 18

Only Members’ Web sites that comply with the above conditions and the domain name policy, whether they are paid through the Member’s Office Budget or not, may be:

linked from the Parliament of Canada Web site (www.parl.gc.ca); or

used in advertisements, promotional items, ten percenters and householders, or on letterhead and personalized stationery.

Invoicing: Requests for reimbursement or payment must include the following three elements:

the original invoice (including the invoice number, where applicable) printed on the official letterhead of the business or organization that provided the service;

the domain name or designated Web site address for which services were rendered; and

the authorization and signature of the Member or delegated employee.

Domain Names: Members may charge domain name registration fees to their Member’s Office Budget under the following conditions:

The domain name is neutral and does not include words such as vote, donate, support, elect, contribute, or any other words of the same nature;

The domain name refers exclusively to the Member and does not refer to another individual or group; however, references to the Member’s political party or constituency are allowed.

When seeking reimbursement, Members must clearly indicate the domain name on the invoices.

It is the Member’s responsibility to ensure the protection of any domain names. Although Members may purchase multiple domain names, only one can be designated for use under the Web site policy. As a result, all domain names purchased should direct users to the designated Web site.


March 20, 2014 Page 14 of 18

4. Restrictions Members, House Officers and Research Offices may not use any budget for the following:

personal expenditures such as personal meals and traffic violation fines;

hospitality expenses for partisan events;

membership and tournament fees;

purchase of a gift exceeding $150;

purchase of gifts for staff or for current or former Members, or gifts given under personal or partisan circumstances;

purchase of a gift for the purpose of fundraising for a third party;

purchase of a gift certificate;

donations or contributions of any kind, direct or indirect, including any fundraising meals or events;

sponsorship of events, groups or causes;

purchase or rental of formal wear;

external printing services to print, produce or distribute printed materials other than season’s greetings cards in volumes exceeding 4,500 copies;

rental or purchase of furniture for the parliamentary office except where authorized by the Board of Internal Economy;

purchase or long-term lease of motor vehicles, including acquisition costs and financing charges for a mobile office;

party conventions, including party leadership conventions or events of a similar nature;

electoral district association meetings; and

legal fees, except those related to the preparation of constituency office leases.

Prior to committing funds or making a purchase, Members may seek additional clarification with regard to these restrictions by contacting Financial Management Operations.


March 20, 2014 Page 15 of 18

5. Delegation of Authority The Board of Internal Economy permits Members to delegate certain responsibilities to their employees. However, Members are ultimately accountable for the actions taken on their behalf. Under no circumstances can the responsibilities be delegated to contractors.

Members may delegate the following responsibilities in writing to a regular employee:

initiate expenditures against the Member’s Office Budget;

approve invoice payments, including those related to lease agreements, equipment maintenance contracts, goods and services contracts, etc., but excluding contracts for professional services;

approve petty cash claims for office expenses;

request budget information, including salary costs;

approve monthly employee attendance forms, except the designated employee’s own report;

approve requisitions for office supplies, stationery, printing services and householder printing;

request locksmith services; and

approve requisitions for identification / access cards.

Members may not delegate the following responsibilities:

appoint or terminate employees;

set or amend pay rates and working hours for employees;

enter into, amend or terminate all contracts;

approve payments related to contracts for professional services;

enter into, amend or terminate lease agreements;

approve requests for airline or train tickets;

approve travel expense claims;

make commitments for matters for which the Member has a personal liability;

establish a petty cash fund for office expenses;

approve charges against the Miscellaneous Expenditures Account; and

approve charges for advertising expenses.


March 20, 2014 Page 16 of 18

Financial Management Operations must be notified in writing of the delegation, its extent and duration, any subsequent amendments and its termination. Members must complete and return the Delegation of Authority - Members form. For further information or a copy of the form, contact Financial Management Operations.

6. Financial Reports and Public Disclosure Financial Reports: Members may access different financial reports related to their budgetary allocations and various expenditures, including salary, travel, operating and advertising expenses via the Financial Portal. For further information, contact Financial Management Operations.

Other than the Member or the Board of Internal Economy, no one else may release information about a Member’s expenditures without the permission of the Member or the Board.

Public Disclosure: The Speaker of the House of Commons will publish the Members’ Expenditures Report on the Parliament of Canada Web site on a quarterly basis. The report summarizes expenditures incurred by Members as well as those related to resources provided by the House Administration in support of Members’ parliamentary functions. The categories of expenditure are: employees’ salaries; service contracts; travel; hospitality; advertising; printing; and offices. Members must routinely review their financial reports and identify errors to ensure the accuracy and validity of the data reported in the Financial Portal. The schedule for cumulative quarterly reporting will be as follows:

Year-to-date Reports Publishing Deadline

Q1 (April – June) September 30

Q2 (April – September) December 31

Q3 (April – December) March 31

Q4 (April – March) June 30


March 20, 2014 Page 17 of 18

7. Accounting and Reimbursement Members are responsible for managing their budgets. This includes paying suppliers, except for recurring charges such as office rent, which are managed by Financial Management Operations. The following describes payment methods, including establishing a petty cash for office expenses, administration of sales taxes and recovery of payments.

Paying Suppliers: Members are responsible for directly paying suppliers for all allowable expenses under $100. For allowable expenditures exceeding $100, Members may either:

submit an office expense claim via the Financial Portal and provide the approved invoices to Financial Management Operations for payment directly to the supplier; or

pay these expenses and submit an office expense claim via the Financial Portal and provide the original receipts to Financial Management Operations.

If Members pay suppliers by cheque, the associated bank charges may be charged to the Member’s Office Budget.

During the fiscal year, reimbursement requests should be submitted to Financial Management Operations as soon as possible. At the end of the fiscal year (March 31), all accounts relating to that fiscal year must be received by the date specified by Financial Management Operations in its year-end procedures. Subject to certain conditions, invoices received after the specified date will be charged to the new fiscal year.

Direct Deposit for Reimbursement: Members may request that reimbursement for travel and office expense claims be deposited directly to their bank account. For further information, contact Financial Management Operations.

Petty Cash: In order to pay suppliers directly, Members may establish a petty cash of up to $2,000. This advance does not represent an increase to the Member’s Office Budget.

The petty cash is established by completing the Petty Cash Request - Members form that is available from Financial Management Operations. By signing this form, Members accept all terms and conditions associated with creating a petty cash. Non-allowable expenses, including those exceeding the applicable budget limit, will not be reimbursed.

Members must ensure adequate measures are taken to safeguard their petty cash fund. Members are personally responsible for any loss of funds resulting from negligence or misuse. The petty cash must be returned to the House Administration when the Member ceases to be a Member.


March 20, 2014 Page 18 of 18

Taxes: Members pay the Goods and Services Tax (GST), the Harmonized Sales Tax (HST) and the Quebec Sales Tax (QST), as applicable, on purchase of goods and services. However, these taxes are automatically charged to a central account and are not charged to the Member’s Office Budget.

The provincial sales tax (PST) applies in the provinces of British Columbia, Saskatchewan and Manitoba and is charged to the Member’s Office Budget. However, Members may claim a PST exemption for goods and services acquired in the discharge of their parliamentary functions under the following circumstances:

Since House standing offers already contain a PST exemption provision, all purchases by Members or on their behalf using a House standing offer are PST exempt—no action is required by the Member.

The mandatory contract for professional services template contains a PST exemption provision. If the Member enters into another type of contract with a supplier, such as an equipment lease agreement, the Member may claim a PST exemption if such a provision is added to the contract. The supplier may request a copy of the PST exemption certificate.

Some provinces charge PST on office leases. If this is the case, Members must include a PST exemption provision in the lease agreement. The landlord may request a copy of the PST exemption certificate.

Regulatory charges (e.g. environmental fees) are typically paid and charged to the applicable budget.

For a copy of the Provincial Sales Tax exemption certificate or for further information on the application of the GST, HST, QST, PST and regulatory charges, contact Financial Management Operations.

Recovery of Funds: In accordance with the Parliament of Canada Act, the Board of Internal Economy has the power to act on all matters of financial and administrative policy affecting the House of Commons.

After 90 days or more, the House Administration may recover what is owed from the amounts due to Members, excluding their allowances, salaries and pensions. This does not preclude the Board of Internal Economy from exercising any other civil remedies it deems appropriate.

Former Members must repay any amounts they owe to the House of Commons.

April 1, 2014 Page 1 of 1

Budgets

Appendix Schedule of Rates

Item

Rate

Effective date

Annual Maximum Salary $82,000 per employee April 1, 2014

Annual Maximum Contract Limit $82,000 per contractor April 1, 2014

Maximum Contractor Per Diem $600 per day March 7, 1990

Travel Status Expenses Account $28,000 per fiscal year April 1, 2013

Per Diem Rates

Provinces* $

Yukon $

N.W.T. $

Nunavut $

April 1, 2014

Breakfast 15.95 15.85 22.20 21.50

Lunch 15.25 19.20 23.75 31.65

Dinner 42.45 50.85 54.10 70.55

Incidentals 17.30 17.30 17.30 17.30

Total 90.95 103.20 117.35 141.00

* Including the United States, in US funds .

Private Accommodation Rate $50 per night October 20, 2003

Secondary Residence Rate $29.66 per day April 1, 2014

Kilometre Rate 51.9 cents per kilometre April 1, 2014

Taxi and Bus Reimbursement Receipts required for amounts over $25

Preferred Bulk Postal Rate 82 cents per kilogram for items mailed from House of Commons Postal Stations only

January 1, 1996


Budgets

Appendix Member’s Office Budget by Constituency

2014-2015

Constituency Basic Budget

Geographic Supplement

Elector Supplement

Schedule 3 Supplement Total

$ $ $ $ $

Abbotsford 284,700 17,400 302,100

Abitibi—Baie-James—Nunavik—Eeyou

284,700 52,900 16,830 354,430

Abitibi—Témiscamingue 284,700 21,640 17,400 16,830 340,570

Acadie—Bathurst 284,700 8,410 293,110

Ahuntsic 284,700 8,700 293,400

Ajax—Pickering 284,700 26,090 310,790

Alfred-Pellan 284,700 17,400 302,100

Algoma—Manitoulin—Kapuskasing

284,700 30,060 16,830 331,590

Ancaster—Dundas—Flamborough—Westdale

284,700 4,810 17,400 306,910

Argenteuil—Papineau—Mirabel 284,700 8,410 26,090 319,200

Avalon 284,700 16,830 16,830 318,360

Barrie 284,700 26,090 310,790

Bas-Richelieu—Nicolet—Bécancour

284,700 4,810 8,700 298,210

Battlefords—Lloydminster 284,700 21,640 16,830 323,170

Beaches—East York 284,700 8,700 293,400

Beauce 284,700 8,410 17,400 310,510

Beauharnois—Salaberry 284,700 4,810 17,400 306,910

Beauport—Limoilou 284,700 17,400 302,100





Elector Supplement


$ $ $ $ $

Beauséjour 284,700 8,410 293,110

Berthier—Maskinongé 284,700 8,410 26,090 319,200

Blackstrap 284,700 16,830 301,530

Bonavista—Gander— Grand Falls—Windsor

284,700 21,640 16,830 323,170

Bourassa 284,700 8,700 293,400

Bramalea—Gore—Malton 284,700 26,090 310,790

Brampton—Springdale 284,700 17,400 302,100

Brampton West 284,700 34,770 319,470

Brandon—Souris 284,700 19,230 303,930

Brant 284,700 4,810 26,090 315,600

British Columbia Southern Interior

284,700 21,640 8,700 315,040

Brome—Missisquoi 284,700 8,410 17,400 310,510

Brossard—La Prairie 284,700 26,090 310,790

Bruce—Grey—Owen Sound 284,700 8,410 8,700 301,810

Burlington 284,700 26,090 310,790

Burnaby—Douglas 284,700 17,400 302,100

Burnaby—New Westminster 284,700 17,400 302,100

Calgary Centre 284,700 17,400 302,100

Calgary Centre-North 284,700 17,400 302,100

Calgary East 284,700 8,700 293,400

Calgary Northeast 284,700 17,400 302,100

Calgary—Nose Hill 284,700 26,090 310,790

Calgary Southeast 284,700 26,090 310,790

Calgary Southwest 284,700 26,090 310,790

Calgary West 284,700 26,090 310,790

Cambridge 284,700 26,090 310,790

Cape Breton—Canso 284,700 16,830 301,530





Elector Supplement


$ $ $ $ $

Cardigan 284,700 4,810 289,510

Cariboo—Prince George 284,700 30,060 8,700 16,830 340,290

Carleton—Mississippi Mills 284,700 4,810 26,090 315,600

Central Nova 284,700 16,830 301,530

Chambly—Borduas 284,700 26,090 310,790

Charlesbourg—Haute-Saint-Charles

284,700 17,400 302,100

Charleswood—St. James—Assiniboia

284,700 284,700

Charlottetown 284,700 284,700

Châteauguay—Saint-Constant 284,700 17,400 302,100

Chatham—Kent—Essex 284,700 4,810 8,700 298,210

Chicoutimi—Le Fjord 284,700 21,640 8,700 315,040

Chilliwack—Fraser Canyon 284,700 21,640 17,400 16,830 340,570

Churchill 284,700 37,270 16,830 338,800

Compton—Stanstead 284,700 8,410 17,400 310,510

Crowfoot 284,700 21,640 17,400 323,740

Cumberland—Colchester— Musquodoboit Valley

284,700 16,830 301,530

Cypress Hills—Grasslands 284,700 21,640 306,340

Dartmouth—Cole Harbour 284,700 8,700 293,400

Dauphin—Swan River— Marquette

284,700 21,640 16,830 323,170

Davenport 284,700 284,700

Delta—Richmond East 284,700 17,400 302,100

Desnethé—Missinippi— Churchill River

284,700 37,270 16,830 338,800

Don Valley East 284,700 284,700

Don Valley West 284,700 17,400 302,100

Drummond 284,700 4,810 8,700 298,210

Dufferin—Caledon 284,700 4,810 17,400 306,910

Durham 284,700 4,810 26,090 315,600





Elector Supplement


$ $ $ $ $

Edmonton Centre 284,700 17,400 302,100

Edmonton East 284,700 26,090 310,790

Edmonton—Leduc 284,700 26,090 310,790

Edmonton—Mill Woods— Beaumont

284,700 17,400 302,100

Edmonton—Sherwood Park 284,700 26,090 310,790

Edmonton—Spruce Grove 284,700 4,810 26,090 315,600

Edmonton—St. Albert 284,700 26,090 310,790

Edmonton—Strathcona 284,700 8,700 293,400

Eglinton—Lawrence 284,700 8,700 293,400

Egmont 284,700 4,810 289,510

Elgin—Middlesex—London 284,700 4,810 17,400 306,910

Elmwood—Transcona 284,700 284,700

Esquimalt—Juan de Fuca 284,700 4,810 26,090 315,600

Essex 284,700 4,810 26,090 315,600

Etobicoke Centre 284,700 17,400 302,100

Etobicoke—Lakeshore 284,700 17,400 302,100

Etobicoke North 284,700 284,700

Fleetwood—Port Kells 284,700 26,090 310,790

Fort McMurray—Athabasca 284,700 30,060 8,700 16,830 340,290

Fredericton 284,700 8,410 293,110

Fundy Royal 284,700 8,410 293,110

Gaspésie—Îles-de-la-Madeleine

284,700 19,230 303,930

Gatineau 284,700 17,400 302,100

Glengarry—Prescott—Russell 284,700 8,410 17,400 310,510

Guelph 284,700 26,090 310,790

Haldimand—Norfolk 284,700 8,410 17,400 310,510

Haliburton—Kawartha Lakes—Brock

284,700 16,830 26,090 327,620





Elector Supplement


$ $ $ $ $

Halifax 284,700 8,700 293,400

Halifax West 284,700 4,810 8,700 298,210

Halton 284,700 4,810 43,440 332,950

Hamilton Centre 284,700 8,700 293,400

Hamilton East—Stoney Creek 284,700 17,400 302,100

Hamilton Mountain 284,700 17,400 302,100

Haute-Gaspésie—La Mitis— Matane—Matapédia

284,700 19,230 303,930

Hochelaga 284,700 17,400 302,100

Honoré-Mercier 284,700 17,400 302,100

Hull—Aylmer 284,700 26,090 310,790

Humber—St. Barbe— Baie Verte

284,700 21,640 16,830 323,170

Huron—Bruce 284,700 8,410 8,700 301,810

Jeanne-Le Ber 284,700 17,400 302,100

Joliette 284,700 16,830 26,090 327,620

Jonquière—Alma 284,700 4,810 17,400 306,910

Kamloops—Thompson—Cariboo

284,700 21,640 26,090 16,830 349,260

Kelowna—Lake Country 284,700 4,810 26,090 315,600

Kenora 284,700 37,270 16,830 338,800

Kildonan—St. Paul 284,700 284,700

Kings—Hants 284,700 8,410 293,110

Kingston and the Islands 284,700 4,810 26,090 315,600

Kitchener Centre 284,700 17,400 302,100

Kitchener Conestoga 284,700 4,810 17,400 306,910

Kitchener—Waterloo 284,700 26,090 310,790

Kootenay—Columbia 284,700 21,640 306,340

La Pointe-de-l’Île 284,700 17,400 302,100

Labrador 284,700 37,270 16,830 338,800





Elector Supplement


$ $ $ $ $

Lac-Saint-Louis 284,700 17,400 302,100

Lambton—Kent—Middlesex 284,700 8,410 8,700 301,810

Lanark—Frontenac— Lennox and Addington

284,700 16,830 26,090 327,620

Langley 284,700 26,090 310,790

LaSalle—Émard 284,700 8,700 293,400

Laurentides—Labelle 284,700 19,230 26,090 330,020

Laurier—Sainte-Marie 284,700 8,700 293,400

Laval 284,700 17,400 302,100

Laval—Les Îles 284,700 26,090 310,790

Leeds—Grenville 284,700 8,410 8,700 301,810

Lethbridge 284,700 16,830 26,090 16,830 344,450

Lévis—Bellechasse 284,700 8,410 26,090 319,200

London—Fanshawe 284,700 8,700 293,400

London North Centre 284,700 17,400 302,100

London West 284,700 26,090 310,790

Longueuil—Pierre-Boucher 284,700 8,700 293,400

Lotbinière— Chutes-de-la-Chaudière

284,700 4,810 17,400 306,910

Louis-Hébert 284,700 17,400 302,100

Louis-Saint-Laurent 284,700 17,400 302,100

Macleod 284,700 21,640 17,400 323,740

Madawaska—Restigouche 284,700 16,830 301,530

Malpeque 284,700 4,810 289,510

Manicouagan 284,700 37,270 16,830 338,800

Marc-Aurèle-Fortin 284,700 17,400 302,100

Markham—Unionville 284,700 26,090 310,790

Medicine Hat 284,700 21,640 17,400 323,740

Mégantic—L’Érable 284,700 8,410 8,700 301,810





Elector Supplement


$ $ $ $ $

Miramichi 284,700 16,830 301,530

Mississauga—Brampton South 284,700 26,090 310,790

Mississauga East— Cooksville

284,700 17,400 302,100

Mississauga—Erindale 284,700 26,090 310,790

Mississauga South 284,700 8,700 293,400

Mississauga—Streetsville 284,700 17,400 302,100

Moncton—Riverview—Dieppe 284,700 8,700 293,400

Montcalm 284,700 4,810 26,090 315,600

Montmagny—L’Islet— Kamouraska—Rivière-du-Loup

284,700 8,410 8,700 301,810

Montmorency—Charlevoix— Haute-Côte-Nord

284,700 21,640 8,700 315,040

Mount Royal 284,700 284,700

Nanaimo—Alberni 284,700 16,830 26,090 327,620

Nanaimo—Cowichan 284,700 8,410 26,090 319,200

Nepean—Carleton 284,700 4,810 34,770 324,280

New Brunswick Southwest 284,700 16,830 301,530

New Westminster—Coquitlam 284,700 17,400 302,100

Newmarket—Aurora 284,700 26,090 310,790

Newton—North Delta 284,700 8,700 293,400

Niagara Falls 284,700 4,810 26,090 315,600

Niagara West—Glanbrook 284,700 4,810 17,400 306,910

Nickel Belt 284,700 21,640 8,700 16,830 331,870

Nipissing—Timiskaming 284,700 19,230 8,700 312,630

North Vancouver 284,700 17,400 302,100

Northumberland—Quinte West 284,700 4,810 26,090 315,600

Notre-Dame-de-Grâce—Lachine

284,700 8,700 293,400

Nunavut 284,700 52,900 20,200 357,800

Oak Ridges—Markham 284,700 4,810 52,140 341,650





Elector Supplement


$ $ $ $ $

Oakville 284,700 17,400 302,100

Okanagan—Coquihalla 284,700 16,830 17,400 318,930

Okanagan—Shuswap 284,700 16,830 26,090 327,620

Oshawa 284,700 17,400 302,100

Ottawa Centre 284,700 26,090 310,790

Ottawa—Orléans 284,700 17,400 302,100

Ottawa South 284,700 17,400 302,100

Ottawa—Vanier 284,700 8,700 293,400

Ottawa West—Nepean 284,700 17,400 302,100

Outremont 284,700 284,700

Oxford 284,700 4,810 8,700 298,210

Palliser 284,700 8,410 293,110

Papineau 284,700 8,700 293,400

Parkdale—High Park 284,700 8,700 293,400

Parry Sound—Muskoka 284,700 16,830 8,700 310,230

Peace River 284,700 30,060 26,090 16,830 357,680

Perth—Wellington 284,700 8,410 8,700 301,810

Peterborough 284,700 4,810 26,090 315,600

Pickering—Scarborough East 284,700 8,700 293,400

Pierrefonds—Dollard 284,700 17,400 302,100

Pitt Meadows—Maple Ridge—Mission

284,700 4,810 17,400 306,910

Pontiac 284,700 21,640 17,400 323,740

Port Moody—Westwood— Port Coquitlam

284,700 4,810 17,400 306,910

Portage—Lisgar 284,700 16,830 301,530

Portneuf—Jacques-Cartier 284,700 8,410 17,400 310,510

Prince Albert 284,700 16,830 16,830 318,360

Prince Edward—Hastings 284,700 8,410 17,400 310,510





Elector Supplement


$ $ $ $ $

Prince George—Peace River 284,700 37,270 8,700 16,830 347,500

Provencher 284,700 21,640 306,340

Québec 284,700 17,400 302,100

Random—Burin—St. George’s 284,700 21,640 16,830 323,170

Red Deer 284,700 8,410 26,090 319,200

Regina—Lumsden—Lake Centre

284,700 16,830 301,530

Regina—Qu’Appelle 284,700 16,830 301,530

Renfrew—Nipissing—Pembroke

284,700 16,830 8,700 310,230

Repentigny 284,700 26,090 310,790

Richmond 284,700 17,400 302,100

Richmond Hill 284,700 26,090 310,790

Richmond—Arthabaska 284,700 8,410 17,400 310,510

Rimouski-Neigette— Témiscouata—Les Basques

284,700 16,830 301,530

Rivière-des-Mille-Îles 284,700 8,700 293,400

Rivière-du-Nord 284,700 26,090 310,790

Roberval—Lac-Saint-Jean 284,700 21,640 306,340

Rosemont—La Petite-Patrie 284,700 17,400 302,100

Saanich—Gulf Islands 284,700 4,810 26,090 315,600

Sackville—Eastern Shore 284,700 4,810 8,700 298,210

Saint Boniface 284,700 284,700

Saint John 284,700 284,700

Saint-Bruno—Saint-Hubert 284,700 17,400 302,100

Saint-Hyacinthe—Bagot 284,700 4,810 8,700 298,210

Saint-Jean 284,700 4,810 17,400 306,910

Saint-Lambert 284,700 8,700 293,400

Saint-Laurent—Cartierville 284,700 8,700 293,400

Saint-Léonard—Saint-Michel 284,700 8,700 293,400


March 20, 2014 Page 10 of 12



Elector Supplement


$ $ $ $ $

Saint-Maurice—Champlain 284,700 21,640 17,400 323,740

Sarnia—Lambton 284,700 4,810 8,700 298,210

Saskatoon—Humboldt 284,700 16,830 16,830 318,360

Saskatoon—Rosetown—Biggar 284,700 16,830 301,530

Saskatoon—Wanuskewin 284,700 16,830 16,830 318,360

Sault Ste. Marie 284,700 8,410 293,110

Scarborough—Agincourt 284,700 8,700 293,400

Scarborough Centre 284,700 8,700 293,400

Scarborough—Guildwood 284,700 284,700

Scarborough—Rouge River 284,700 17,400 302,100

Scarborough Southwest 284,700 284,700

Selkirk—Interlake 284,700 21,640 306,340

Shefford 284,700 4,810 17,400 306,910

Sherbrooke 284,700 17,400 302,100

Simcoe North 284,700 4,810 26,090 315,600

Simcoe—Grey 284,700 4,810 26,090 315,600

Skeena—Bulkley Valley 284,700 37,270 16,830 338,800

Souris—Moose Mountain 284,700 21,640 306,340

South Shore—St. Margaret’s 284,700 16,830 301,530

South Surrey—White Rock—Cloverdale

284,700 26,090 310,790

St. Catharines 284,700 17,400 302,100

St. John’s East 284,700 8,700 293,400

St. John’s South—Mount Pearl 284,700 284,700

St. Paul’s 284,700 17,400 302,100

Stormont—Dundas— South Glengarry

284,700 4,810 8,700 298,210

Sudbury 284,700 4,810 8,700 298,210

Surrey North 284,700 8,700 293,400


March 20, 2014 Page 11 of 12



Elector Supplement


$ $ $ $ $

Sydney—Victoria 284,700 8,410 293,110

Terrebonne—Blainville 284,700 17,400 302,100

Thornhill 284,700 26,090 310,790

Thunder Bay—Rainy River 284,700 21,640 16,830 323,170

Thunder Bay—Superior North 284,700 30,060 16,830 331,590

Timmins—James Bay 284,700 37,270 16,830 338,800

Tobique—Mactaquac 284,700 19,230 303,930

Toronto Centre 284,700 17,400 302,100

Toronto—Danforth 284,700 8,700 293,400

Trinity—Spadina 284,700 26,090 310,790

Trois-Rivières 284,700 8,700 293,400

Vancouver Centre 284,700 26,090 310,790

Vancouver East 284,700 17,400 302,100

Vancouver Island North 284,700 21,640 26,090 16,830 349,260

Vancouver Kingsway 284,700 17,400 302,100

Vancouver Quadra 284,700 17,400 302,100

Vancouver South 284,700 17,400 302,100

Vaudreuil-Soulanges 284,700 4,810 26,090 315,600

Vaughan 284,700 34,770 319,470

Vegreville—Wainwright 284,700 21,640 17,400 323,740

Verchères—Les Patriotes 284,700 4,810 17,400 306,910

Victoria 284,700 17,400 302,100

Wascana 284,700 8,410 293,110

Welland 284,700 4,810 17,400 306,910

Wellington—Halton Hills 284,700 4,810 17,400 306,910

West Nova 284,700 16,830 301,530

West Vancouver—Sunshine Coast—Sea to Sky Country

284,700 16,830 26,090 16,830 344,450


March 20, 2014 Page 12 of 12



Elector Supplement


$ $ $ $ $

Western Arctic 284,700 52,900 20,200 357,800

Westlock-St. Paul 284,700 21,640 8,700 16,830 331,870

Westmount—Ville-Marie 284,700 8,700 293,400

Wetaskiwin 284,700 19,230 17,400 16,830 338,160

Whitby—Oshawa 284,700 26,090 310,790

Wild Rose 284,700 21,640 26,090 16,830 349,260

Willowdale 284,700 26,090 310,790

Windsor West 284,700 17,400 302,100

Windsor—Tecumseh 284,700 17,400 302,100

Winnipeg Centre 284,700 284,700

Winnipeg North 284,700 284,700

Winnipeg South 284,700 284,700

Winnipeg South Centre 284,700 284,700

Yellowhead 284,700 30,060 8,700 16,830 340,290

York Centre 284,700 8,700 293,400

York South—Weston 284,700 284,700

York West 284,700 284,700

York—Simcoe 284,700 4,810 26,090 315,600

Yorkton—Melville 284,700 21,640 16,830 323,170

Yukon 284,700 37,270 16,830 338,800


Budgets

Appendix Financial Limits by Constituency

2014-2015

Constituency Total

Member’s Office

Budget

Maximum chargeable to Miscellaneous Expenditures

Account (3%)

Maximum chargeable to Advertising

(10%)

$ $ $

Abbotsford 302,100 9,063 30,210

Abitibi—Baie-James—Nunavik Eeyou

354,430 10,633 35,443

Abitibi—Témiscamingue 340,570 10,217 34,057

Acadie—Bathurst 293,110 8,793 29,311

Ahuntsic 293,400 8,802 29,340

Ajax—Pickering 310,790 9,324 31,079

Alfred-Pellan 302,100 9,063 30,210

Algoma—Manitoulin—Kapuskasing

331,590 9,948 33,159

Ancaster—Dundas—Flamborough—Westdale

306,910 9,207 30,691

Argenteuil—Papineau—Mirabel 319,200 9,576 31,920

Avalon 318,360 9,551 31,836

Barrie 310,790 9,324 31,079

Bas-Richelieu—Nicolet—Bécancour

298,210 8,946 29,821

Battlefords—Lloydminster 323,170 9,695 32,317

Beaches—East York 293,400 8,802 29,340

Beauce 310,510 9,315 31,051



Constituency Total

Member’s Office

Budget


Account (3%)


(10%)

$ $ $

Beauharnois—Salaberry 306,910 9,207 30,691

Beauport—Limoilou 302,100 9,063 30,210

Beauséjour 293,110 8,793 29,311

Berthier—Maskinongé 319,200 9,576 31,920

Blackstrap 301,530 9,046 30,153

Bonavista—Gander—Grand Falls—Windsor

323,170 9,695 32,317

Bourassa 293,400 8,802 29,340

Bramalea—Gore—Malton 310,790 9,324 31,079

Brampton—Springdale 302,100 9,063 30,210

Brampton West 319,470 9,584 31,947

Brandon—Souris 303,930 9,118 30,393

Brant 315,600 9,468 31,560

British Columbia Southern Interior

315,040 9,451 31,504

Brome—Missisquoi 310,510 9,315 31,051

Brossard—La Prairie 310,790 9,324 31,079

Bruce—Grey—Owen Sound 301,810 9,054 30,181

Burlington 310,790 9,324 31,079

Burnaby—Douglas 302,100 9,063 30,210

Burnaby—New Westminster 302,100 9,063 30,210

Calgary Centre 302,100 9,063 30,210

Calgary Centre-North 302,100 9,063 30,210

Calgary East 293,400 8,802 29,340

Calgary Northeast 302,100 9,063 30,210

Calgary—Nose Hill 310,790 9,324 31,079

Calgary Southeast 310,790 9,324 31,079

Calgary Southwest 310,790 9,324 31,079



Constituency Total

Member’s Office

Budget


Account (3%)


(10%)

$ $ $

Calgary West 310,790 9,324 31,079

Cambridge 310,790 9,324 31,079

Cape Breton—Canso 301,530 9,046 30,153

Cardigan 289,510 8,685 28,951

Cariboo—Prince George 340,290 10,209 34,029

Carleton—Mississippi Mills 315,600 9,468 31,560

Central Nova 301,530 9,046 30,153

Chambly—Borduas 310,790 9,324 31,079

Charlesbourg—Haute-Saint-Charles

302,100 9,063 30,210

Charleswood—St. James Assiniboia

284,700 8,541 28,470

Charlottetown 284,700 8,541 28,470

Châteauguay—Saint-Constant 302,100 9,063 30,210

Chatham—Kent—Essex 298,210 8,946 29,821

Chicoutimi—Le Fjord 315,040 9,451 31,504

Chilliwack—Fraser Canyon 340,570 10,217 34,057

Churchill 338,800 10,164 33,880

Compton—Stanstead 310,510 9,315 31,051

Crowfoot 323,740 9,712 32,374

Cumberland—Colchester—Musquodoboit Valley

301,530 9,046 30,153

Cypress Hills—Grasslands 306,340 9,190 30,634

Dartmouth—Cole Harbour 293,400 8,802 29,340

Dauphin—Swan River—Marquette

323,170 9,695 32,317

Davenport 284,700 8,541 28,470

Delta—Richmond East 302,100 9,063 30,210

Desnethé—Missinippi—Churchill River

338,800 10,164 33,880



Constituency Total

Member’s Office

Budget


Account (3%)


(10%)

$ $ $

Don Valley East 284,700 8,541 28,470

Don Valley West 302,100 9,063 30,210

Drummond 298,210 8,946 29,821

Dufferin—Caledon 306,910 9,207 30,691

Durham 315,600 9,468 31,560

Edmonton Centre 302,100 9,063 30,210

Edmonton East 310,790 9,324 31,079

Edmonton—Leduc 310,790 9,324 31,079

Edmonton—Mill Woods— Beaumont

302,100 9,063 30,210

Edmonton—Sherwood Park 310,790 9,324 31,079

Edmonton—Spruce Grove 315,600 9,468 31,560

Edmonton—St. Albert 310,790 9,324 31,079

Edmonton—Strathcona 293,400 8,802 29,340

Eglinton—Lawrence 293,400 8,802 29,340

Egmont 289,510 8,685 28,951

Elgin—Middlesex—London 306,910 9,207 30,691

Elmwood—Transcona 284,700 8,541 28,470

Esquimalt—Juan De Fuca 315,600 9,468 31,560

Essex 315,600 9,468 31,560

Etobicoke Centre 302,100 9,063 30,210

Etobicoke—Lakeshore 302,100 9,063 30,210

Etobicoke North 284,700 8,541 28,470

Fleetwood—Port Kells 310,790 9,324 31,079

Fort McMurray—Athabasca 340,290 10,209 34,029

Fredericton 293,110 8,793 29,311

Fundy Royal 293,110 8,793 29,311



Constituency Total

Member’s Office

Budget


Account (3%)


(10%)

$ $ $

Gaspésie—Îles-de-la-Madeleine 303,930 9,118 30,393

Gatineau 302,100 9,063 30,210

Glengarry—Prescott—Russell 310,510 9,315 31,051

Guelph 310,790 9,324 31,079

Haldimand—Norfolk 310,510 9,315 31,051

Haliburton—Kawartha Lakes Brock

327,620 9,829 32,762

Halifax 293,400 8,802 29,340

Halifax West 298,210 8,946 29,821

Halton 332,950 9,989 33,295

Hamilton Centre 293,400 8,802 29,340

Hamilton East—Stoney Creek 302,100 9,063 30,210

Hamilton Mountain 302,100 9,063 30,210

Haute-Gaspésie—La Mitis Matane—Matapédia

303,930 9,118 30,393

Hochelaga 302,100 9,063 30,210

Honoré-Mercier 302,100 9,063 30,210

Hull—Aylmer 310,790 9,324 31,079

Humber—St. Barbe—Baie Verte 323,170 9,695 32,317

Huron—Bruce 301,810 9,054 30,181

Jeanne-Le Ber 302,100 9,063 30,210

Joliette 327,620 9,829 32,762

Jonquière—Alma 306,910 9,207 30,691

Kamloops—Thompson—Cariboo 349,260 10,478 34,926

Kelowna—Lake Country 315,600 9,468 31,560

Kenora 338,800 10,164 33,880

Kildonan—St. Paul 284,700 8,541 28,470



Constituency Total

Member’s Office

Budget


Account (3%)


(10%)

$ $ $

Kings—Hants 293,110 8,793 29,311

Kingston and the Islands 315,600 9,468 31,560

Kitchener Centre 302,100 9,063 30,210

Kitchener Conestoga 306,910 9,207 30,691

Kitchener—Waterloo 310,790 9,324 31,079

Kootenay—Columbia 306,340 9,190 30,634

La Pointe-de-l’Île 302,100 9,063 30,210

Labrador 338,800 10,164 33,880

Lac-Saint-Louis 302,100 9,063 30,210

Lambton—Kent—Middlesex 301,810 9,054 30,181

Lanark—Frontenac—Lennox and Addington

327,620 9,829 32,762

Langley 310,790 9,324 31,079

LaSalle—Émard 293,400 8,802 29,340

Laurentides—Labelle 330,020 9,901 33,002

Laurier—Sainte-Marie 293,400 8,802 29,340

Laval 302,100 9,063 30,210

Laval—Les Îles 310,790 9,324 31,079

Leeds—Grenville 301,810 9,054 30,181

Lethbridge 344,450 10,334 34,445

Lévis—Bellechasse 319,200 9,576 31,920

London—Fanshawe 293,400 8,802 29,340

London North Centre 302,100 9,063 30,210

London West 310,790 9,324 31,079

Longueuil—Pierre-Boucher 293,400 8,802 29,340

Lotbinière—Chutes-de-la-Chaudière

306,910 9,207 30,691

Louis-Hébert 302,100 9,063 30,210



Constituency Total

Member’s Office

Budget


Account (3%)


(10%)

$ $ $

Louis-Saint-Laurent 302,100 9,063 30,210

Macleod 323,740 9,712 32,374

Madawaska—Restigouche 301,530 9,046 30,153

Malpeque 289,510 8,685 28,951

Manicouagan 338,800 10,164 33,880

Marc-Aurèle-Fortin 302,100 9,063 30,210

Markham—Unionville 310,790 9,324 31,079

Medicine Hat 323,740 9,712 32,374

Mégantic—L’Érable 301,810 9,054 30,181

Miramichi 301,530 9,046 30,153

Mississauga—Brampton South 310,790 9,324 31,079

Mississauga East—Cooksville 302,100 9,063 30,210

Mississauga—Erindale 310,790 9,324 31,079

Mississauga South 293,400 8,802 29,340

Mississauga—Streetsville 302,100 9,063 30,210

Moncton—Riverview—Dieppe 293,400 8,802 29,340

Montcalm 315,600 9,468 31,560

Montmagny—L’Islet—Kamouraska—Rivière-du-Loup

301,810 9,054 30,181

Montmorency—Charlevoix—Haute-Côte-Nord

315,040 9,451 31,504

Mount Royal 284,700 8,541 28,470

Nanaimo—Alberni 327,620 9,829 32,762

Nanaimo—Cowichan 319,200 9,576 31,920

Nepean—Carleton 324,280 9,728 32,428

New Brunswick Southwest 301,530 9,046 30,153

New Westminster—Coquitlam 302,100 9,063 30,210

Newmarket—Aurora 310,790 9,324 31,079



Constituency Total

Member’s Office

Budget


Account (3%)


(10%)

$ $ $

Newton—North Delta 293,400 8,802 29,340

Niagara Falls 315,600 9,468 31,560

Niagara West—Glanbrook 306,910 9,207 30,691

Nickel Belt 331,870 9,956 33,187

Nipissing—Timiskaming 312,630 9,379 31,263

North Vancouver 302,100 9,063 30,210

Northumberland—Quinte West 315,600 9,468 31,560

Notre-Dame-de-Grâce—Lachine 293,400 8,802 29,340

Nunavut 357,800 10,734 35,780

Oak Ridges—Markham 341,650 10,250 34,165

Oakville 302,100 9,063 30,210

Okanagan—Coquihalla 318,930 9,568 31,893

Okanagan—Shuswap 327,620 9,829 32,762

Oshawa 302,100 9,063 30,210

Ottawa Centre 310,790 9,324 31,079

Ottawa—Orléans 302,100 9,063 30,210

Ottawa South 302,100 9,063 30,210

Ottawa—Vanier 293,400 8,802 29,340

Ottawa West—Nepean 302,100 9,063 30,210

Outremont 284,700 8,541 28,470

Oxford 298,210 8,946 29,821

Palliser 293,110 8,793 29,311

Papineau 293,400 8,802 29,340

Parkdale—High Park 293,400 8,802 29,340

Parry Sound—Muskoka 310,230 9,307 31,023

Peace River 357,680 10,730 35,768



Constituency Total

Member’s Office

Budget


Account (3%)


(10%)

$ $ $

Perth—Wellington 301,810 9,054 30,181

Peterborough 315,600 9,468 31,560

Pickering—Scarborough East 293,400 8,802 29,340

Pierrefonds—Dollard 302,100 9,063 30,210

Pitt Meadows—Maple Ridge Mission

306,910 9,207 30,691

Pontiac 323,740 9,712 32,374

Port Moody—Westwood—Port Coquitlam

306,910 9,207 30,691

Portage—Lisgar 301,530 9,046 30,153

Portneuf—Jacques-Cartier 310,510 9,315 31,051

Prince Albert 318,360 9,551 31,836

Prince Edward—Hastings 310,510 9,315 31,051

Prince George—Peace River 347,500 10,425 34,750

Provencher 306,340 9,190 30,634

Québec 302,100 9,063 30,210

Random—Burin—St. George’s 323,170 9,695 32,317

Red Deer 319,200 9,576 31,920

Regina—Lumsden— Lake Centre

301,530 9,046 30,153

Regina—Qu’Appelle 301,530 9,046 30,153

Renfrew—Nipissing—Pembroke 310,230 9,307 31,023

Repentigny 310,790 9,324 31,079

Richmond 302,100 9,063 30,210

Richmond Hill 310,790 9,324 31,079

Richmond—Arthabaska 310,510 9,315 31,051

Rimouski-Neigette—Témiscouata—Les Basques

301,530 9,046 30,153

Rivière-des-Mille-Îles 293,400 8,802 29,340


March 20, 2014 Page 10 of 13

Constituency Total

Member’s Office

Budget


Account (3%)


(10%)

$ $ $

Rivière-du-Nord 310,790 9,324 31,079

Roberval—Lac-Saint-Jean 306,340 9,190 30,634

Rosemont—La Petite-Patrie 302,100 9,063 30,210

Saanich—Gulf Islands 315,600 9,468 31,560

Sackville—Eastern Shore 298,210 8,946 29,821

Saint Boniface 284,700 8,541 28,470

Saint John 284,700 8,541 28,470

Saint-Bruno—Saint-Hubert 302,100 9,063 30,210

Saint-Hyacinthe—Bagot 298,210 8,946 29,821

Saint-Jean 306,910 9,207 30,691

Saint-Lambert 293,400 8,802 29,340

Saint-Laurent—Cartierville 293,400 8,802 29,340

Saint-Léonard—Saint-Michel 293,400 8,802 29,340

Saint-Maurice—Champlain 323,740 9,712 32,374

Sarnia—Lambton 298,210 8,946 29,821

Saskatoon—Humboldt 318,360 9,551 31,836

Saskatoon—Rosetown—Biggar 301,530 9,046 30,153

Saskatoon—Wanuskewin 318,360 9,551 31,836

Sault Ste. Marie 293,110 8,793 29,311

Scarborough—Agincourt 293,400 8,802 29,340

Scarborough Centre 293,400 8,802 29,340

Scarborough—Guildwood 284,700 8,541 28,470

Scarborough—Rouge River 302,100 9,063 30,210

Scarborough Southwest 284,700 8,541 28,470

Selkirk—Interlake 306,340 9,190 30,634

Shefford 306,910 9,207 30,691


March 20, 2014 Page 11 of 13

Constituency Total

Member’s Office

Budget


Account (3%)


(10%)

$ $ $

Sherbrooke 302,100 9,063 30,210

Simcoe North 315,600 9,468 31,560

Simcoe—Grey 315,600 9,468 31,560

Skeena—Bulkley Valley 338,800 10,164 33,880

Souris—Moose Mountain 306,340 9,190 30,634

South Shore—St. Margaret’s 301,530 9,046 30,153

South Surrey—White Rock—Cloverdale

310,790 9,324 31,079

St. Catharines 302,100 9,063 30,210

St. John’s East 293,400 8,802 29,340

St. John’s South—Mount Pearl 284,700 8,541 28,470

St. Paul’s 302,100 9,063 30,210

Stormont—Dundas—South Glengarry

298,210 8,946 29,821

Sudbury 298,210 8,946 29,821

Surrey North 293,400 8,802 29,340

Sydney—Victoria 293,110 8,793 29,311

Terrebonne—Blainville 302,100 9,063 30,210

Thornhill 310,790 9,324 31,079

Thunder Bay—Rainy River 323,170 9,695 32,317

Thunder Bay—Superior North 331,590 9,948 33,159

Timmins—James Bay 338,800 10,164 33,880

Tobique—Mactaquac 303,930 9,118 30,393

Toronto Centre 302,100 9,063 30,210

Toronto—Danforth 293,400 8,802 29,340

Trinity—Spadina 310,790 9,324 31,079

Trois-Rivières 293,400 8,802 29,340

Vancouver Centre 310,790 9,324 31,079


March 20, 2014 Page 12 of 13

Constituency Total

Member’s Office

Budget


Account (3%)


(10%)

$ $ $

Vancouver East 302,100 9,063 30,210

Vancouver Island North 349,260 10,478 34,926

Vancouver Kingsway 302,100 9,063 30,210

Vancouver Quadra 302,100 9,063 30,210

Vancouver South 302,100 9,063 30,210

Vaudreuil-Soulanges 315,600 9,468 31,560

Vaughan 319,470 9,584 31,947

Vegreville—Wainwright 323,740 9,712 32,374

Verchères—Les Patriotes 306,910 9,207 30,691

Victoria 302,100 9,063 30,210

Wascana 293,110 8,793 29,311

Welland 306,910 9,207 30,691

Wellington—Halton Hills 306,910 9,207 30,691

West Nova 301,530 9,046 30,153

West Vancouver—Sunshine Coast—Sea to Sky Country

344,450 10,334 34,445

Western Arctic 357,800 10,734 35,780

Westlock-St. Paul 331,870 9,956 33,187

Westmount—Ville-Marie 293,400 8,802 29,340

Wetaskiwin 338,160 10,145 33,816

Whitby—Oshawa 310,790 9,324 31,079

Wild Rose 349,260 10,478 34,926

Willowdale 310,790 9,324 31,079

Windsor West 302,100 9,063 30,210

Windsor—Tecumseh 302,100 9,063 30,210

Winnipeg Centre 284,700 8,541 28,470

Winnipeg North 284,700 8,541 28,470


March 20, 2014 Page 13 of 13

Constituency Total

Member’s Office

Budget


Account (3%)


(10%)

$ $ $

Winnipeg South 284,700 8,541 28,470

Winnipeg South Centre 284,700 8,541 28,470

Yellowhead 340,290 10,209 34,029

York Centre 293,400 8,802 29,340

York South—Weston 284,700 8,541 28,470

York West 284,700 8,541 28,470

York—Simcoe 315,600 9,468 31,560

Yorkton—Melville 323,170 9,695 32,317

Yukon 338,800 10,164 33,880


Travel


2. Members’ Travel Services ........................................................................................... 3

3. Travel Points System .................................................................................................. 3

3.1 Travel Points Allocation ................................................................................. 4

3.2 Calculation of Travel Points ........................................................................... 5

3.3 Conditions and Restrictions ........................................................................... 5

4. Designated Traveller and Dependant Declarations ...................................................... 6

5. Class and Means of Travel .......................................................................................... 6

6. Travel Status Expenses Account ............................................................................... 10

6.1 Allowable Travel Expenses .......................................................................... 11

6.2 Secondary Residence Expenses ................................................................. 12

6.3 National Capital Region Members ................................................................ 13

7. Travel Expenses Chargeable to the Member’s Office Budget .................................... 14

7.1 Members’ Travel .......................................................................................... 14

7.2 Employees and Other Travellers .................................................................. 15

8. Accounting and Reimbursement ................................................................................ 17

9. Travel Reward Programs ........................................................................................... 19


Travel

1. Introduction Members are provided with resources to facilitate their travel within their constituencies, to and from Ottawa, and elsewhere, as approved by the Board of Internal Economy. Members may only use these resources in the discharge of their parliamentary functions. For more information on allowable use of travel resources to attend paid speaking engagements, see the Speaker’s communiqué on Guidelines for Paid Speaking Engagements.

Members must select the most economical yet practical means of transportation to reach their destinations and use the most direct route available for all their travel. Purpose of travel must be provided on all travel claims. This chapter should be read in conjunction with section 2. Governing Principles in the Governance and Principles chapter.


Members’ Travel Services

Travel Points System

Designated Traveller and Dependant Declarations

Class and Means of Travel

Travel Status Expenses Account

Travel Expenses Chargeable to the Member’s Office Budget

Accounting and Reimbursement

Travel Reward Programs

For information on travel by employees of House Officers and Research Offices, see section 3.3 Travel in the House Officers and Recognized Parties chapter.

For special travel rules that apply during the dissolution period and during election, see section 5. Travel in the Dissolution of Parliament chapter and the Elections chapter.

Members’ Allowances and Services Manual Travel


2. Members’ Travel Services Members’ Travel Services provide travel agency services to Members, including issuing electronic airline and rail tickets, making hotel and car rental reservations and assisting in route planning. Although Members may use the travel agency of their choice, Members’ Travel Services offer the following advantages:

Substantial savings to Members and the House of Commons through a bulk discount;

$500,000 in accident insurance per person at no charge when the airline or rail ticket is booked and paid through Members’ Travel Services. It covers accidental loss of life, sight or limbs. Travellers who pay for these airline and rail tickets by other means will not benefit from this insurance. To designate a beneficiary, Members and authorized travellers must complete the Beneficiary Designation Request form and send it to Financial Management Operations; and

Other travel insurance including lost or stolen baggage, baggage delay and travel delay at no charge when the airline or rail ticket is booked and paid through Members’ Travel Services. Travellers who pay for these airline and rail tickets by other means will not benefit from this insurance. For more information about this coverage, contact Financial Management Operations.

Members and their authorized travellers may purchase additional insurance coverage at their own expense for tickets purchased through Members’ Travel Services or another travel agency.

To order tickets, the Requisition for Travel Tickets form must be completed and submitted to Members’ Travel Services.

3. Travel Points System The Travel Points System ensures that all Members have access to the same travel resources regardless of where in Canada their constituency is located. Members are allocated 64 travel points at the beginning of each fiscal year on April 1. A half travel point is the equivalent of one trip. A trip means a trip, by any means, to one destination for a particular purpose and that is direct or without any interruption other than a single stop that is not longer than 12 hours and that is not a layover.

Members and their authorized travellers may use the Travel Points System to cover their transportation expenses when in travel status and only in the discharge of the Member’s parliamentary functions, subject to the conditions set by the Board of Internal Economy.

This section describes:

Travel Points Allocation

Calculation of Travel Points

Conditions and Restrictions



3.1 Travel Points Allocation

When the Travel Points System is used for travel between Ottawa and the Member’s constituency, this is referred to as a regular trip. Other travel in Canada using the Travel Points System is referred to as a special trip.

Each fiscal year, Members and House Officers may use all of their 64 travel points for regular trips or allocate some or all of the 64 travel points to their designated traveller, dependants and eligible employees in the discharge of the Member’s parliamentary functions.

Members and House Officers may use up to 25 of the 64 travel points for special trips. Members may also allocate some or all of the 25 special trips to their designated traveller, dependants and eligible employees. To use special points, employees must accompany the Member or House Officer.

The 25 travel point limit for special trips does not apply to the Speaker, Party Leaders, House Leaders and Chief Whips of recognized parties. Opposition Party Leaders are entitled to additional travel provisions. These provisions are detailed in section 3.3 Travel in the House Officers and Recognized Parties chapter.

Travel to Washington D.C. and New York City: Members may use up to 4 of their 25 points for special trips to Washington D.C. and 2 of these 4 points for special trips to New York City. The following conditions must be met:

the Member must provide a detailed description of the purpose of the trips, which must be in support of their parliamentary functions;

trips to New York City are to attend official conferences, meetings and events mentioned on the United Nations Web site, as well as meetings scheduled with United Nations officials;

the Member is the only authorized traveler;

travel to these destinations must be return trips for which a full travel point is deducted;

the most direct route of travel is used, and trips include either Ottawa or the Member’s constituency, or the Canadian or American border airport closest to the Member’s constituency, as the departure or return point;

trips do not include stopovers; and

travel points may not be used for travel related to the business of parliamentary associations or parliamentary committees.

For a diagram of the travel points allocation, see IntraParl.



3.2 Calculation of Travel Points

A half point is deducted for each trip taken by Members or their authorized travellers. However, only a quarter point is deducted for each trip taken by Members’ children under the age of six, regardless of the class or means of travel or type of trip (regular or special).

Each trip requires a specific purpose of travel. Any stop that is longer than 12 hours and that is not a layover ends the trip.

Flight pass purchase is limited to a 10-segment non-transferable package at the most economical travel class option to which the traveller is entitled. Five regular travel points will be deducted from the Member’s travel points balance at the time of purchase and then adjusted at the time of use to reflect the nature of the trip (regular or special). For more information on flight passes, see section 5. Class and Means of Travel in this chapter.

Points will not be discounted for trips costing less than the regular fare.

The date of the trip, not the date on which the ticket was issued, determines the period in which the point deduction is made.

Members must monitor their point usage and ensure they do not exceed the maximum points allocated. The Financial Portal provides Members with travel details, including the number and dates of trips taken, destinations, travellers and the number of remaining travel points by category of traveller. The House Administration is authorized to recover the cost of trips that exceed the Member’s annual allotment.

3.3 Conditions and Restrictions

Members may also use the Travel Points System when travelling with parliamentary committees or associations in Canada only. However, when Members travel in their capacity as ministers or parliamentary secretaries, they may not use the Travel Points System. The Travel Points System may never be used by employees of government departments.

When using VIA Rail Canada passes, Members will not be charged travel points when they claim local ground transportation as part of their allowable travel. For more information related to the accounting and reimbursement process, see section 8. Accounting and Reimbursement in this chapter.

Members may not use the Travel Points System or any budget for travel outside of Canada, except as otherwise indicated by the Board of Internal Economy.

Unused travel points may not be carried over into the next fiscal year.



4. Designated Traveller and Dependant Declarations Designated Traveller: A Member may designate one person, other than the

Member’s employee or another Member who is not the Member’s spouse, as their designated traveller. To do so, the Member must declare the name of their designated traveller via the Financial Portal. The declaration will remain in effect for at least 12 months or for the duration of the Parliament, whichever is less. Members may not name another designated traveller prior to the anniversary of the current designation, unless the designated traveller dies.

Since the Member’s designated traveller’s name is published in the Public Registry of Designated Travellers published on the Parliament of Canada Web site, Members are responsible for ensuring that their designated traveller is so advised and agrees to have their name disclosed.

Dependant: For children of Members to be able to use Members’ travel provisions, Members must declare their dependants via the Financial Portal, providing the name and date of birth of their dependants, their student status if between the ages of 21 and 25, and their relationship to the Member. The dependant declaration is valid for the duration of a Parliament. However, Members must notify Financial Management Operations of any changes to their dependants’ status as they occur.

5. Class and Means of Travel For all travel, Members and their authorized travellers must select the most economical yet practical means of travel, at the class of travel to which they are entitled, on any airline, and use the most direct route available to reach their destination. Members and their authorized travellers cannot travel at a class of travel to which they are not eligible, regardless of the cost, with the exception of Members, who may upgrade to business class or obtain a business class ticket using their travel reward program points or benefits.

When travelling in Canada, Members will not be reimbursed, in whole or part, for tickets that indicate destinations or departure points (including stopovers) outside of Canada.

Class of Air Travel: Members and their authorized travellers are entitled to the following classes of travel, depending on the duration of continuous travel.

Regular trips over two hours

o Members and designated travellers: Business class is allowed, but a business class flight pass is mandatory for Members’ regular trips. A flight pass may be purchased at a lower class of travel provided that its cost does not exceed that of a business class flight pass.

o Dependants: Full-fare economy class (up to the equivalent of Latitude) is mandatory using a flight pass or an individual ticket, on any airline.



o Employees: Non-refundable reduced economy class (up to the equivalent of Flex) is mandatory using an individual ticket, on any airline.

Regular trips under two hours

o Members, designated travellers and dependants: Full-fare economy class (up to the equivalent of Latitude) is mandatory using a flight pass or an individual ticket, on any airline.

o Employees: Non-refundable reduced economy class (up to the equivalent of Flex) is mandatory using an individual ticket, on any airline.

Special trips

o Members, designated travellers and dependants: Full-fare economy class (up to the equivalent of Latitude) is mandatory using a flight pass or an individual ticket, on any airline, regardless of the duration of the trip.

o Employees: Non-refundable reduced economy class (up to the equivalent of Flex) is mandatory using an individual ticket, on any airline, regardless of the duration of the trip.

For more information, contact Financial Management Operations.

Flight passes: Flight passes are pre-paid credit vouchers that can be redeemed for future flights in accordance with the terms of the purchased package. Flight passes are subject to the following conditions:

Flight pass purchase is limited to a 10-segment non-transferable package at the most economical travel class option to which the traveller is entitled.

Flight passes may only be used by Members, designated travellers and dependants.

Five regular travel points will be deducted from the Member’s travel points balance at the time of purchase, and then adjusted at the time of use to reflect the nature of the trip (regular or special). Accordingly, Members must ensure that they have five travel points available prior to the purchase of a flight pass.

Members are responsible for the monitoring and use of the entire flight pass within its validity period. Any segments not accounted for within the flight pass validity period (including segments not used by designated travellers and dependants) will be deemed a personal expense of the Member. Depending on the airline’s terms of purchase, an extension may be possible.

At the end of the fiscal year, any unused flight pass segment costs and the corresponding travel point deduction will be transferred to the new fiscal year.

When Members cease to be Members, they will be required to reimburse the House for any unused flight pass segments, including segments not used by their designated travellers and dependants.



To purchase a flight pass, Members must complete the Flight Pass Purchase Request form and send it to Members’ Travel Services. Alternatively, Members may purchase flight passes directly from the airline and seek reimbursement. For more information on flight passes and related procedures, contact Financial Management Operations or Members’ Travel Services.

Means of Transportation

Aircraft: Tickets issued to Members, their designated traveller, dependants and employees may only be used by the person for whom it was issued.

Authorized travellers may travel on any airline, at the class of travel to which they are entitled. For more details, see class of air travel mentioned above.

Layover: Means a necessary stop—until the trip can be resumed—that occurs at a place other than the trip destination, in either of the following circumstances:

o the stop is necessary because of external factors outside the control of the traveller, such as a strike or weather-related problems; or

o it is necessary in order to make a connecting flight or in order to continue the trip by another means of travel.

In the event of a layover, the House Administration will pay, on presentation of original receipts, the cost of overnight accommodation and local ground transportation.

Any stop that is longer than 12 hours and that is not a layover ends the trip. Allowable travel expenses may be claimed against the Member’s Office Budget or the Travel Status Expenses Account, as appropriate.

Train: Members, their spouses and dependants receive free train travel privileges under the VIA Rail Canada policy. No travel points are deducted when the free train privileges are used. However, when not included in the free rail privileges, Members may charge the cost of meals, accommodations and seat upgrades to the Travel Points System up to the maximum cost of allowed air transportation plus local ground transportation to and from the nearest airport. Other authorized travellers may travel by train and claim actual costs, up to the maximum airfare allowed. These costs may be charged to the Member’s Office Budget or the Travel Points System depending on the circumstances of travel.

Car: Members and their authorized travellers must use the most direct route when travelling by car. To assist travellers in planning the most direct route for their road travel, the House Administration standard is Google Maps, using major highways in Canada only. For every road travel claim, Members and their authorized travellers must provide routing information. For every major route deviation, the traveller will have to provide an explanation and additional routing information, and identify any special circumstances on the Travel Expense Claim.

When claiming road transportation expenses against the Member’s Office Budget, Members must complete the Road Travel Log and submit it with the Travel Expense Claim via the Financial Portal. For more information related to



the accounting and reimbursement process, see section 8. Accounting and Reimbursement in this chapter.

Commuting expenses for travel to and from the normal place of work are not allowed for any traveller except for Members whose constituency is located within the National Capital Region and who maintain a primary residence between 50 and 100 kilometres from the Parliamentary Precinct. For more information, see section 6.3 National Capital Region Members in this chapter.

When travelling by car, the following reimbursements will apply:

o Privately owned vehicle: Members and their authorized travellers may use their own car at the approved kilometre rate. For the current kilometre rate, see the Schedule of Rates in the Budgets chapter. When Members or authorized travellers travel together in a privately owned vehicle, only the traveller who provides the car will be reimbursed.

Insurance: Members may charge the cost of supplementary business liability insurance for one of their own vehicles to their Member’s Office Budget. Members may also allow the same expense for their regular employees when their insurance provider requires such coverage. Original proof of payment must be provided.

o Rented vehicle: Members and their authorized travellers may also use rented vehicles when the combined costs, including local ground transportation, do not exceed the cost of commercial airfare. Costs may be charged to the Travel Points System or the Member’s Office Budget, as appropriate. When travelling together by taxi or rental car, Members and authorized travellers may claim a proportionate share for reimbursement. Travel points will be deducted for every traveller claiming expenses. Authorized travellers must ensure that they have adequate liability coverage when they rent a car. The cost of purchasing additional liability coverage will be reimbursed if included in the rental agreement. Reimbursement will be made on the basis of actual and reasonable costs up to the maximum cost of the equivalent commercial airfare, or taxis where applicable. Members may not rent a vehicle in the National Capital Region.

Bus: Actual, receipted costs will be reimbursed. However, they may not exceed the cost of allowable air transportation, including local ground transportation.

Privately Operated Aircraft or Boats: The rate of reimbursement for Members operating a privately owned or leased aircraft or boat will be determined on a case-by-case basis. For more information, contact Financial Management Operations.

Chartered Aircraft or Boats: Members will be reimbursed up to the maximum cost of the equivalent commercial airfare on days when commercial flights are available. Otherwise, the Member will be reimbursed for actual costs. Allowable local ground transportation costs may be claimed in either case.

When a Member permits additional passengers to also travel on the chartered aircraft or boat, the costs will be divided equally among all passengers. The


March 20, 2014 Page 10 of 19

House Administration will pay only the Member’s and other authorized travellers’ share of the costs. Other passengers not eligible to travel at House Administration expense must pay their share of the costs directly to the carrier. A manifest from the carrier identifying all passengers aboard the aircraft or boat must accompany all claims for reimbursement or payment directly to the carrier.

Members may charge the cost of charters to their Member’s Office Budget for travel within the province or territory in which their constituency is located or use the Travel Points System for other allowable travel. When using the Travel Points System, a half point will be deducted for each Member and authorized traveller per trip.

Local Ground Transportation Expenses: When travelling under the Travel Points System, local ground transportation costs to travel to and from train and bus stations or airports are considered part of the cost of the trip. Travellers will be reimbursed as follows:

o Taxi and bus service: at cost incurred; original receipts are required for amounts over $25.

o Personal vehicle: at the approved kilometre rate. Kilometres travelled include round trip distances to and from airports, train stations or bus terminals.

o Parking: Original receipts must be provided to obtain reimbursement for parking costs related to allowable ground transportation expenses.

o Bridge, ferry, road and tunnel tolls: at costs incurred; original receipts are required.

6. Travel Status Expenses Account When Members are in travel status, they may charge their travel-related accommodation, meal and incidental expenses to the Travel Status Expenses Account subject to certain conditions as determined by the Board of Internal Economy. Only Members’ expenses may be charged to this account. The Board of Internal Economy has set a maximum limit that Members may claim against the Travel Status Expenses Account.

Any remaining amounts in the Travel Status Expenses Account may not be carried forward to the new fiscal year. For the current limit, see the Schedule of Rates in the Budgets chapter.

This section describes:

Allowable Travel Expenses

Secondary Residence Expenses

National Capital Region Members


March 20, 2014 Page 11 of 19

6.1 Allowable Travel Expenses

Meals and Incidentals: When Members are in travel status, their meals and incidental expenses are reimbursed based on the approved per diem rates and are charged to the Travel Status Expenses Account. However, when travelling within the province or territory in which their constituency is located, Members may either charge these expenses to their Member’s Office Budget or to the Travel Status Expenses Account. Members may claim a per diem on all days of travel. For more information on per diem rate reimbursement, see section 8. Accounting and Reimbursement in this chapter.

Accommodations: When in travel status, Members may charge hotel, motel or private accommodation expenses to the Travel Status Expenses Account as follows:

hotels and motels at actual costs; and

private non-commercial accommodations (other than a Member’s secondary residence within the National Capital Region) at the private accommodation rate set and adjusted in accordance with the Treasury Board rate. For the current rate, see the Schedule of Rates in the Budgets chapter.

The Prime Minister, the Speaker and the Leader of the Official Opposition may not claim accommodations while in the National Capital Region.

Accommodations in the National Capital Region: Members may seek reimbursement for the cost of one hotel room or other commercial accommodations when their spouse and/or dependants visit them in the National Capital Region, under the following conditions:

The Member is with their spouse and/or dependants for the duration of the stay; and

Members who own or rent a secondary residence within the National Capital Region confirm that the residence is unsuitable for use by their spouse and/or dependants.

Members whose constituency is located within the National Capital Region are not eligible for this expense.

Accommodations for travel in the Province or Territory in which the Member’s Constituency is located: Members may claim accommodation costs for up to four consecutive nights in each location. Members whose constituencies are in Ontario or Quebec may not use this provision to pay for accommodations within the National Capital Region.

Travel to Attend Funerals: Members may charge travel expenses to their Travel Status Expenses Account to attend State funerals; funerals of a sitting Member, their spouse or their dependant; funerals of a former Member; funerals of a constituent (when held in the Member’s constituency); and funerals of their own employee. Travel expenses may also be charged to the Member’s Office Budget or Travel Points System, where applicable.


March 20, 2014 Page 12 of 19

6.2 Secondary Residence Expenses

Members whose constituency is not located in the National Capital Region may choose to rent or buy a secondary residence in the National Capital Region. All Members must declare their primary and secondary residences via the Financial Portal, including Members who stay at hotels, in private accommodations or who share accommodations with another person or Member. It is the Member’s responsibility to make a new declaration whenever a change in the status or address of a declared residence occurs. The House Administration will verify the Member’s declaration information and conduct a title search, if applicable.

The Prime Minister, the Speaker and the Leader of the Official Opposition may not claim these expenses.

Members may claim the secondary residence expenses described below as a charge to the Travel Status Expenses Account. For more information, see section 8. Accounting and Reimbursement in this chapter.

Renting: Members who rent or lease a secondary residence may claim reimbursement for the following receipted expenses:

o rental of furnished or unfurnished apartments, condominiums or homes, whether leased or rented by the day, week or month, except for leasing or rental arrangements that include a purchase option;

o one basic telephone line;

o basic cablevision;

o utilities (oil, natural gas, propane, electricity, water and water tanks); and

o one parking space.

Members may not claim any rent expenses when their secondary residence is rented from a member of their immediate family or from an employee of any Member, House Officer or Research Office.

For information on automatic payments or reimbursement processes related to rented secondary residences, see section 8. Accounting and Reimbursement in this chapter.

Owning: Members who own a secondary residence may only claim an accommodation rate for each day it is available for the Member's occupancy and is not rented to any other person. Members are deemed owners of a secondary residence when they or their spouse are the sole owners or when they jointly own the residence with a spouse or with any other person.

Only one claim per dwelling per day for accommodation costs may be made for that dwelling. This rate is adjusted on April 1 of each year in accordance with the Consumer Price Index. For the current rate, see the Schedule of Rates in the Budgets chapter.


March 20, 2014 Page 13 of 19

Restrictions: Members who rent or own their secondary residence may not claim any of the following expenses:

seasonal or recreational dwellings such as cottages or ski chalets or camp site rental fees;

Internet access fees and costs to acquire and operate a fax machine that Members may charge to their Member’s Office Budget;

space used as the Member’s constituency office;

real estate fees;

legal fees;

house-finder fees;

mortgage payments (neither the principal nor interest);

lease cancellation charges;

local moving costs;

furniture, furnishings or equipment; and

mobile homes or recreational vehicles.

For more information related to the accounting and reimbursement process, see section 8. Accounting and Reimbursement in this chapter.

6.3 National Capital Region Members

Meals: Members who maintain a primary residence within 100 kilometres of the Parliamentary Precinct or whose constituency is located within the National Capital Region may claim breakfast and dinner on days when the House is sitting and the Member works a minimum of 11 hours, including transit time to and from the Member’s home. Meals will be reimbursed at the approved per diem rate and will be charged against the Travel Status Expenses Account.

Accommodations: Members who maintain a primary residence within 100 kilometres of the Parliamentary Precinct, or whose constituency is located within the National Capital Region, may claim accommodations when they are required to remain at work for House of Commons or committee business, or in exceptional or emergency situations, such as when they cannot safely return home due to bad weather. Original receipts are required to claim reimbursement. However, Members whose primary residence is located within 16 kilometres of the Parliamentary Precinct may not claim this provision.

Travel within the National Capital Region: Members whose constituency is located within the National Capital Region and who maintain a primary residence between 50 and 100 kilometres from the Parliamentary Precinct may claim transportation costs at the approved kilometre rate for the commuting distance travelled between the Member’s primary residence and the Parliamentary Precinct while on House-related business. The Speaker, Opposition Party Leaders and ministers may not claim these expenses.


March 20, 2014 Page 14 of 19

7. Travel Expenses Chargeable to the Member’s Office Budget Members and their authorized travellers may charge their travel expenses to the Member’s Office Budget, subject to conditions set by the Board of Internal Economy. All travel provisions, including those for which expenses are charged to the Member’s Office Budget, may only be used in the discharge of the Member’s parliamentary functions. The purpose of travel must be provided in support of all travel claims.


Members’ Travel

Employees and Other Travellers

7.1 Members’ Travel

Travel within the Member’s province or territory: When Members travel within the province or territory in which their constituency is located, they may charge their road transportation expenses to their Member’s Office Budget or the Travel Points System. Commuting expenses for travel to and from the normal place of work are not allowed, except under specific conditions. For more information, see section 5. Class and Means of Travel in this chapter.

When in travel status and travelling within their province or territory, Members may charge accommodations, meals and incidentals either to their Member’s Office Budget or their Travel Status Expenses Account. For the current per diem rate, see the Schedule of Rates in the Budgets chapter. Members may claim accommodation costs for up to four consecutive nights in each location when travelling within their province or territory. Members representing constituencies in Ontario or Quebec may not use this provision to pay for accommodations within the National Capital Region.

Travel outside the Member’s province or territory: When Members travel outside the province or territory in which their constituency is located, they may charge their road transportation expenses either to the Travel Points System or to their Member’s Office Budget. Commuting expenses for travel to and from the normal place of work are not allowed, except under specific conditions. For more information, see section 5. Class and Means of Travel in this chapter.

When in travel status and travelling outside their province or territory, Members may charge accommodations, meals and incidentals to their Travel Status Expenses Account only. For the current per diem rate, see the Schedule of Rates in the Budgets chapter. Members may claim accommodation costs for up to four consecutive nights in each location when travelling outside their province or territory. Members representing constituencies in Ontario or Quebec may not use this provision to pay for accommodations within the National Capital Region.


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Travel in the National Capital Region: Members may charge to their Member’s Office Budget the following expenses they personally incur while travelling in the National Capital Region in the discharge of their parliamentary functions. Original receipts required.

parking, except monthly or weekly charges;

taxis;

public transportation tickets or monthly passes used by the Member; and

road travel using a personal vehicle at the approved kilometre rate(no receipts required).

Airport Lounges: When in travel status, pay-per-use access fees for airport lounges for Members and their designated travellers, as well as for dependants and Members’ employees travelling with the Member or the designated traveller, may be charged to the Member’s Office Budget. Members may also charge to their Member’s Office Budget their pay-per-use airport lounge access fees when using a point for special trip to Washington D.C. or New York City.

Annual lounge membership fees at Canadian airports for Members and their designated travellers may also be charged to the Member’s Office Budget. This includes the special annual membership fee of $200 for Air Canada’s Maple Leaf Club. Members must complete the Air Canada Maple Leaf Club ― Application form available from Financial Management Operations.

7.2 Employees and Other Travellers

Eligible Employees: To be eligible to use the Member’s travel resources, employees must regularly work and be paid a minimum of 15 hours a week. No travel claims may be made for an employee for the period prior to employment. Members and House Officers may not authorize on-call employees, contractors, volunteers or employees of government departments and agencies to travel at House expense.

Car: Employees and other authorized travellers may claim the kilometre rate for distances traveled in the Member’s constituency using their personal vehicles. For the current rate, see the Schedule of Rates in the Budgets chapter. For more information, see section 5. Class and Means of Travel in this chapter.

Commuting expenses for travel to and from the normal place of work are not allowed for any traveller except for Members whose constituency is located within the National Capital Region. For more information, see section 6.3 National Capital Region Members in this chapter.

For safety reasons, employees and parliamentary interns should not be required to drive more than:

250 kilometres after having worked a full day;

350 kilometres after having worked a half day; and


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500 kilometres on any day when they have not worked.

Employee Travel between Ottawa and the Constituency: Accommodation, meal and incidental costs related to employee travel may be charged to the Member’s Office Budget when the Member’s employees travel between Ottawa and the constituency for work-related reasons and they are more than 100 kilometres from their normal place of work. A maximum of two weeks accommodation may be charged per trip and original receipts are required for reimbursement.

Employee Travel for Special Trips: When an eligible employee accompanies the Member or House Officer on a special trip using a point, the following travel-related expenses may be charged to the Member’s Office Budget:

accommodations (private non-commercial accommodation at the accommodation rate or commercial accommodation with original receipts); and

meals and incidentals at the per diem rate.

Party Leaders, House Leaders and Chief Whips (except the Prime Minister and the Government House Leader) may also charge the employee expenses listed below to the hospitality limit of their House Officers Office Budget:

accommodations (private non-commercial accommodation at the accommodation rate or commercial accommodation with original receipts);

meals and incidentals at the per diem rate; and

transportation costs only after the 12 points for special trips designated for use by eligible employees are fully utilized.

For more information, see section 3.3 Travel in the House Officers and Recognized Parties chapter. For a list of current per diem and accommodation rates, see the Schedule of Rates in the Budgets chapter.

Employee Travel within the Constituency: Employee meal expenses will be paid from the Member's Office Budget for each breakfast, lunch or dinner at the per diem rate while on travel authorized by the Member, if all of the following conditions are met:

the travel is for work-related reasons within the Member's constituency; and

the employee is more than 16 kilometres away from their regular workplace during normal meal hours.

Authorized Travellers Representing a Member: When an authorized traveller is required to represent the Member at an event, accommodation and per diem expenses will be reimbursed under the following conditions:

the travel relates to the Member’s parliamentary functions;

the travel is within the province or territory in which the Member’s constituency is located;


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the person representing the Member is more than 100 kilometres from their normal place of work;

claims are limited to four consecutive nights in each location; and

original receipts are provided.

Authorized travellers representing the Member may also claim transportation expenses; for more information, see section 5. Class and Means of Travel in this chapter. For more information on accounting and reimbursement processes, see section 8. Accounting and Reimbursement in this chapter.

Employee Travel for Training: At the Member’s discretion, transportation costs incurred by a Member’s employee to attend training courses may be charged to the Travel Points System or the Member’s Office Budget. However, in order to use a travel point as a special trip, the employee must accompany the Member or House Officer. Meals, accommodations and incidentals may be charged to the Member’s Office Budget at the Member’s discretion. For more information related to the accounting and reimbursement process, see section 8. Accounting and Reimbursement in this chapter.

Authorized Travellers Attending Funerals: Authorized travellers may charge travel expenses, as applicable, to the Member’s Office Budget to attend State funerals; funerals of a sitting Member, their spouse or their dependant; funerals of a former Member; funerals of a constituent (when held in the Member’s constituency) and funerals of Members’ own employees.

8. Accounting and Reimbursement Purpose of Travel: Each trip will require a specific purpose of travel, which must be in the discharge of parliamentary functions. For special trips to Washington D.C. and New York City, Members must provide a description of the purpose of the trip since this information will be used to meet public disclosure requirements.

Kilometre Rate: The kilometre rate is determined using the formula approved by the Board of Internal Economy. The formula is based on rates set by the Treasury Board. For the current kilometre rate, see the Schedule of Rates in the Budget chapter.

Per Diem Rates: The per diem rates are based on the Treasury Board rates, subject to the conditions set by the Board of Internal Economy. For the current per diem rates, see the Schedule of Rates in the Budget chapter.

Members may claim a per diem on all days of travel. Members and their employees must reduce the per diem amount claimed to reflect any meals provided or paid through another means (e.g. hospitality).

Reimbursement Processes:

Travel expenses: All travel claims must be personally signed by the Member. They should be submitted monthly through the Financial Portal (preferably one trip per claim) with the Road Travel Log for applicable road travel expenses.


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Proper supporting documentation (original receipts and invoices) is required before reimbursement can be processed. The following documents will not be accepted as proof of payment:

credit card slips;

post-dated receipts;

statements of account; and

copies of cheques.

The names of the travellers and their relationship to the Member must be provided when requesting tickets or submitting travel expense claims.

The House Administration will not pay suppliers directly, except for travel by chartered aircraft or boats or when using Members’ Travel Services.

Secondary Residence Lease Expenses: Members may either have their secondary residence lease paid by the House Administration directly to their landlords or pay the rent themselves and seek monthly reimbursement.

Automatic payments: To set up recurring automatic payments, Members must:

o Declare their primary and secondary residences in the Financial Portal;

o Submit a Secondary Residence Expenses claim and indicate the monthly rent amount to be paid to the landlord (up to the maximum monthly rent indicated in the lease); and

o Provide the original lease signed by the Member and the landlord to Financial Management Operations.

Annual Validation: Automatic payments may not be set-up for more than 12 months. To ensure continuation of automatic payments, Members must annually validate their declaration of primary and secondary residences in the Financial Portal one month prior to the end of their lease, or 12 months following the start of automatic payments or the last annual validation, whichever comes first.

New or Revised Lease: Members are responsible for administering their lease and must notify Financial Management Operations in writing 30 days in advance of any changes to their lease, such as rent amount or landlord. Members must provide an original copy of the new lease, signed by both parties. The lease must specify the monthly rent amount and included utilities. Members must also update their secondary residence information in the Financial Portal. Otherwise, they will be held personally responsible for any payment made in error to the wrong landlord.


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Reimbursement of payment: To obtain reimbursement of rent payments, Members must:

o Declare their primary and secondary residences in the Financial Portal;

o Complete a Secondary Residence Expenses claim in the Financial Portal monthly; and

o Provide the original monthly lease receipt that includes: the landlord’s name and telephone number, the landlord’s or agent’s signature, the full address of the rental unit, the amount paid as well as the rental period.

Shared Secondary Residence: Members who share a secondary residence must provide details of the cost-sharing arrangements to Financial Management Operations. Only their portion of the costs will be reimbursed or automatically paid to the landlord.

Security Deposit or Last Month’s Rent: If a landlord requires a security deposit or last month’s rent, Members must pay this expense personally. Members may seek reimbursement for this expense when they leave the secondary residence and the deposit is applied against the last month’s rent, subject to certain conditions.

9. Travel Reward Programs Members may use accumulated points or other benefits resulting from membership in travel reward programs for the following:

travel that would otherwise be paid by the House Administration, for example travel under the Travel Points System, or travel for parliamentary committees, delegations and associations;

international travel related to the Member’s parliamentary functions;

travel for standing and special committee members to attend international conferences or seminars that have been approved by the committee;

travel by employees of Members, House Officers and Research Offices who are required to accompany Members on parliamentary business trips within Canada;

travel by a designated traveller accompanying the Member who is part of a parliamentary association or exchange delegation;and

travel by a Member for personal reasons.

If permitted by the travel reward program, Members may use their points or other benefits to upgrade to business class when travelling to carry out their parliamentary functions or may donate unused points or other benefits to charitable organizations.


Employees


2. Recruitment ................................................................................................................. 2

3. Pay and Leave Administration ..................................................................................... 5

3.1 Pay Administration ......................................................................................... 5

3.2 Leave Administration ..................................................................................... 8

4. Benefits ..................................................................................................................... 11

5. Employee Departures ................................................................................................ 13

5.1 Separation Entitlement ................................................................................. 13

5.2 Termination Entitlement ............................................................................... 15

5.3 Severance Entitlement ................................................................................. 16

5.4 General Provision ........................................................................................ 17


Employees

1. Introduction Members are the employers of their employees. They may recruit, hire, promote or release employees and determine their duties, hours of work, classification of positions and salaries. All salaries are paid from the Member’s Office Budget. Throughout this chapter, reference to Members should also be read to include House Officers and the National Caucus Research Offices, unless otherwise indicated, and any expenses will be charged to their respective budgets. This chapter should be read in conjunction with section 2. Governing Principles in the Governance and Principles chapter.


Recruitment

Pay and Leave Administration

Benefits

Employee Departures

2. Recruitment When Members have determined their staffing requirements for the constituency or parliamentary offices, they must:

ensure sufficient financial resources are available from the Member’s Office Budget;

determine job responsibilities and hours of work; and

establish an appropriate salary (see section 3. Pay and Leave Administration in this chapter).

Members’ Allowances and Services Manual Employees


Documentation

The following actions are required to hire an employee:

complete the required Employment Form for payroll purposes and submit it to Pay and Benefits; and

use the Standard Letter of Offer of Employment, which includes the Terms and Conditions of Employment and the Policy on Confidentiality and Conflicts of Interest, and provide a copy to the employee. The employee must sign and return the letter to the Member who, in turn, must submit it to Pay and Benefits. For more information on these documents, contact the Office of the Law Clerk and Parliamentary Counsel.

If an employee accepts a different position within a Member’s office or is hired by another Member, a new Standard Letter of Offer of Employment with a salary determination will be required, along with the Changes to Employment Form, and must be sent to Pay and Benefits.

Types of Employees

The Board of Internal Economy has established three categories of employees of Members:

Regular employees who are employed full-time or part-time for a period of more than six months;

Short-term employees who are employed for six months or less, either full-time or part-time; and

On-call employees who are employed as needed.

Limitations

Immediate family: Members may not hire members of their immediate family to work in the parliamentary or constituency office.

Designated traveller: Members may not hire their designated traveller to work in the parliamentary or constituency office.

Political party executives: Members may not hire political party executives to work in their parliamentary or constituency office. The Party Leader of each recognized party must provide the names of all political party executives to the House Administration on an annual basis and within 30 days of any changes.



Persons paid from the Consolidated Revenue Fund

Members may not hire, as a full-time employee, a person who is already receiving full-time employment income from the Consolidated Revenue Fund, or who is employed by the House of Commons, a Member, the Senate, a Senator, the Library of Parliament, a federal government department, agency or Crown Corporation. Members may hire, as a full-time employee, a part-time reservist in the Canadian Forces, subject to certain conditions. For more information, contact the Office of the Law Clerk and Parliamentary Counsel.

Members may hire, as a part-time employee, a person also receiving part-time employment income from the Consolidated Revenue Fund, as long as the total combined hours does not exceed 37.5 hours per week. The total combined hours can exceed 37.5 hours if the excess hours are attributable to part-time employment as a reservist in the Canadian Forces. For more information, contact the Office of the Law Clerk and Parliamentary Counsel.

Contractors: Members may not hire a person, as an employee, who is already engaged as an independent contractor with the House of Commons, a Member, the Senate, a Senator, the Library of Parliament, a federal government department, agency or Crown Corporation and continues to receive income from the Consolidated Revenue Fund. Employees may not benefit, directly or indirectly, from any contract with a Member. These contractual arrangements are subject to the rules and restrictions described in the Contracts chapter.

Vacation leave: Members may not take on the liability for vacation leave accumulated with another employer. As a result, new employees cannot bring with them any accumulated vacation leave earned while in the employ of a federal government department, agency or Crown Corporation, another Member or House Officer, the House of Commons, the Senate, or the Library of Parliament.

Severance entitlement: Members may not take on the liability for severance entitlement with an employer other than the House of Commons, another Member or House Officer. As a result, new employees cannot bring with them any severance entitlement earned while in the employ of a minister, a federal government department, agency or Crown Corporation, the Senate, or the Library of Parliament.

Pre-employment screening: Members may choose to initiate pre-employment screening procedures for prospective employees. For further information, contact Security Services.

Probation: Members may wish to have a probationary period to allow time to properly evaluate the new employee. A probationary period of up to 12 months may be considered, depending on the nature and duration of the work. It is important to clearly state the length of the probationary period in any letter of offer.

Photo identification: Each new employee working within the parliamentary precinct must have an official photo identification card. To obtain a card, contact Security, Accreditation Section. Constituency office employees do not normally require a card;



however, temporary passes are available from Security, Accreditation Section for visits to the parliamentary precinct.

Temporary help personnel: Members may require temporary office help for a number of reasons, such as to catch up on office work during peak periods, to prepare a particular report or proposal, to translate householders into languages other than French or English, or to replace regular employees on sick leave or maternity leave. Temporary personnel can be hired through personnel agencies and related costs can be charged to the Member’s Office Budget. An inventory of potential candidates is available. For further information, see section 2.1 Contracts for Professional Services in the Contracts chapter or contact Staffing, Classification, Compensation and Records Management.

3. Pay and Leave Administration This section describes:

Pay Administration

Leave Administration

Employees’ remuneration and leave are affected by the dissolution of Parliament. For more information, see the Dissolution of Parliament chapter.

3.1 Pay Administration

There are a number of issues affecting employee salary and payments, which are:

Rate of pay on appointment Performance awards

Maximum annual salary Overtime

Annual salary increases Attendance reporting

Rate of pay on appointment: Members determine their employees’ rates of pay on appointment, subject to the maximum annual salary established by the Board of Internal Economy. This salary limit does not apply to employees paid from a House Officer Office Budget or a Research Office Budget.

Pay and Benefits must be notified in writing within 30 calendar days following the date on which an individual becomes an employee of a Member. Otherwise, the House Administration will only pay the salary portion applicable to the 30 calendar days immediately preceding the date of receipt of the written hiring notice from the Member.

No person shall be paid a salary if the services for which the payment is made have not been performed. Services shall be performed during the period for which the payment is made.



Maximum annual salary: The maximum annual salary of Members’ employees is normally adjusted to reflect any economic increase approved for unrepresented employees of the House Administration but is subject to review by the Board of Internal Economy. Currently, the maximum annual salary is frozen at 2009-2010 levels. For the current maximum annual salary, see the Schedule of Rates appendix of the Budgets chapter.

Annual salary increases: At their discretion, Members may increase a regular employee’s base salary once per fiscal year, effective April 1, 2013, subject to the maximum annual rate of remuneration approved by the Board. This salary limit does not apply to employees paid from a House Officer Office Budget or a Research Office Budget.

Members determine the amount of the annual salary increase, which will be a permanent adjustment to the employee’s base salary. To process a salary increase, Members must send the Changes to Employment Form to Pay and Benefits indicating the amount of the salary increase at any time during a fiscal year but no later than March 31 of that fiscal year. Retroactive payments will be limited to a period not exceeding 30 calendar days immediately prior to the date of receipt of the request by Pay and Benefits. The salary increase will only be processed if a Standard Letter of Offer of Employment for the position in question, duly signed by the Member and the employee, has been provided to Pay and Benefits.

Decreases to the annual salary of an employee are not permitted unless there is a change in position, in which case a Changes to Employment Form and a new Standard Letter of Offer of Employment, with a salary determination, will be required.

Short-term and on-call employees are not eligible to annual salary increases. A new Standard Letter of Offer of Employment is required for each period of employment, with a new salary determination, and must be sent to Pay and Benefits.

At their discretion, Members may give an annual salary increase to employees who are on leave with pay, on leave without pay or on maternity/parental leave, unless they have been on continuous leave for more than two years.

Employees who terminate their employment in a Member’s office and who are subsequently re-employed by the same Member within 90 calendar days will be deemed to have been continuously employed.

If a regular employee accepts a different position within a Member’s office or is hired by another Member within the fiscal year, the employee is eligible for the annual salary increase, as determined by the current Member.

When a regular employee works for multiple Members concurrently, each Member may provide a salary increase, at their discretion. However, the employee’s new collective annual salary cannot exceed the maximum annual rate of remuneration. Accordingly, these Members will need to coordinate the applicable salary increases.

During the dissolution period, Members may not request any salary increases for their employees.



Performance awards: At their discretion, effective January 1, 2014, Members may grant an annual lump-sum performance award to regular employees to compensate them for exceptional performance and any additional duties performed, including temporary duties in a higher level position. The amount of the performance award is determined by the Member, but it cannot exceed 10% of the employee’s salary on December 31 of the previous calendar year. The cost will be charged to the Member’s Office Budget in that fiscal year.

To process a performance award, Members must complete the Payment Form – Performance Awards and Vacation Leave and submit it to Pay and Benefits between January 1 and March 31. The performance award will only be processed if a Standard Letter of Offer of Employment for the position in question, duly signed by the Member and the employee, has been provided to Pay and Benefits.

Regular employees who are at the maximum annual rate of remuneration established by the Board are eligible to performance awards. The performance award will not affect the employee’s base salary, but is a taxable benefit and counts towards pensionable service.

Short-term and on-call employees are not eligible to performance awards.

At their discretion, Members may give a performance award to employees who are on leave with pay, on leave without pay or on maternity/parental leave, unless they have been on continuous leave for more than two years.

Employees who terminate their employment in a Member’s office and who are subsequently re-employed by the same Member within a period of 90 calendar days will be deemed to have been continuously employed.

If a regular employee accepts a different position within a Member’s office or is hired by another Member within the fiscal year, the employee is eligible to the annual performance award, as determined by the current Member.

When a regular employee works for multiple Members concurrently, each Member may provide a performance award, at their discretion. However, the employee’s collective performance award cannot exceed 10% of the employee’s collective annual salary on December 31 of the previous calendar year. Accordingly, these Members will need to coordinate the applicable performance awards.

During the dissolution period, Members may not request performance awards for their employees.

Overtime: For time worked in excess of normal working hours, Members may grant compensatory leave or give a performance award to regular employees.

For more information on performance awards, see the Performance awards section in this chapter. For more information on compensatory leave, see the Compensatory leave section in this chapter.



Attendance reporting: Members must submit to Pay and Benefits a monthly employee attendance report signed by the Member or their approved delegate. When the current Monthly Attendance Summary form is not submitted, the House Administration may only release one subsequent cheque for the employee whose attendance has not been reported. The Monthly Attendance Summary form is available from Pay and Benefits.

3.2 Leave Administration

Members may grant employees a number of leave provisions, including:

Compensatory leave Injury-on-duty leave

Vacation leave Maternity and parental leave

Sick leave Other special leave

Sick leave without pay

Compensatory leave: At their discretion, Members may grant compensatory leave with pay when regular full-time employees are required to work excessive hours or to work on a day of rest or on a designated holiday. Employees are not entitled to paid overtime. For more information, see the Overtime section in this chapter.

Compensatory leave is not payable upon termination, nor can it be carried over when an employee transfers to another Member’s office.

Vacation leave

For work up to and including December 31, 2013: At the end of February 2013 and 2014, regular and short-term employees will receive a lump sum vacation payment. (Until December 31, 2013, upon termination of employment, regular and short-term employees will receive a pro-rated lump sum vacation payment). The payment is calculated as follows:

In the case of employees with less than six years of continuous employment, 4 % of salary earned during the preceding 12-month period while in the employ of a Member; or

In the case of employees with six years or more of continuous employment, 6 % of salary earned during the preceding 12-month period while in the employ of a Member.

On-call employees will receive a payment in lieu of vacation leave on each pay.

Employees going on maternity or parental leave will receive their vacation payment as described above prior to their leave.

In addition to the lump sum vacation payment, Members may grant other vacation leave they consider appropriate, either with or without pay. Additional vacation leave is not payable in cash. Members are responsible to manage and maintain vacation leave records of their employees.

The vacation payment is paid by a central House Administration budget.



For work performed on or after January 1, 2014: Members will provide regular employees with the following vacation leave:

For employees with less than six years of continuous employment, 10 days (75 hours) of vacation leave annually; or

For employees with six years or more of continuous employment, 15 days (112.5 hours) of vacation leave annually.

Any vacation leave that is not taken by December 31 of the year in which it is earned will be paid out to the employee by March 1 of the following year as a charge against the Member’s Office Budget. To compensate an employee for unused vacation leave, the Member must advise Pay and Benefits of any leave not taken by January 30 of the following year. Members must complete the Payment Form – Performance Awards and Vacation Leave and submit it to Pay and Benefits.

Regular part time employees accumulate vacation leave credit in the same proportion and at the same rate according to their regularly scheduled hours of work.

In addition, Members may grant other vacation leave, with or without pay, they consider appropriate. This additional leave must be taken in the year in which it is granted. It cannot be carried forward or paid out in cash. Members are responsible to manage and maintain vacation leave records of their employees.

Note: As of January 1, 2014, short-term and on-call employees will receive a payment in lieu of vacation leave on each pay. This payment will be charged to the Member’s Office Budget starting on April 1, 2014.

Sick leave: Regular full-time employees earn 1.25 days (9.375 hours) sick leave credit per month, providing they are paid for 10 days (75 hours) in that month. Regular part-time employees accumulate leave credits at the same rate, but prorated according to their regularly scheduled hours of work.

The Member may request a medical certificate at any time. Medical certificates are however required when sick leave exceeds 20 working days. The Member must then submit the medical certificate to Pay and Benefits. If an employee’s absence continues for more than 20 consecutive working days, the employee’s salary will continue to be paid from a separate House Administration budget until accumulated sick leave credits have been exhausted or employment is terminated, whichever comes first. For more information, contact Pay and Benefits.

Accumulated sick leave credits are not payable upon termination of employment. However, if there is no break in service, an employee who transfers to another Member or federal government department or agency may transfer accumulated sick leave credits.

Sick leave without pay: Members may grant sick leave without pay to employees who have no accumulated sick leave credits and who are unable to work due to non-work-related illness or injury. Employees may also be eligible to receive benefits under the Employment Insurance Program.

Injury-on-duty leave: Employees are entitled to injury-on-duty leave with pay when a provincial workers’ compensation board has determined that a legitimate claim exists.


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Maternity and parental leave: Regular employees are entitled to maternity and parental leave and allowances if they:

qualify for benefits under the Employment Insurance Act;

have completed six months of continuous employment; and

agree to return to work for a period equal to the total period in which they received an allowance.

A birth mother is entitled to a maximum of 52 weeks of combined maternity and parental leave without pay, less any period of parental leave shared by a partner who is also an employee of the House Administration or a Member.

Time spent on maternity or parental leave counts as continuous employment.

Maternity leave without pay may begin before, on or after the child’s birth but cannot normally end more than 17 weeks after the birth.

Parental leave without pay for up to 37 weeks may be requested by birth or adoptive parents or their partners while they are caring for a newborn or adopted child from the child’s birth or date the adopted child is placed with the employee. Parental leave without pay must be taken within 52 weeks following the child’s birth or, for adoptive parents, within the 52 weeks from acceptance of custody.

Right to return to work: Employees are entitled to be reinstated to their former position upon their return to work following their maternity or parental leave. If this is not possible, they are entitled to a comparable position (i.e., same wages and benefits that the employee was entitled to prior to the leave).

An employee must agree to return to work for a period equal to the total period in which they received a maternity and/or parental allowance.

Should an employee choose not to return to work after the maternity or parental leave, the employee must refund the House of Commons for the amounts received as a maternity and/or parental allowance(s).

When a Member has approved maternity or parental leave for a regular employee and the Member subsequently resigns, does not stand for re-election, is not re-elected or dies, the eligible employee is entitled to the maternity allowance and/or parental allowance provided the employee begins the leave before or during the 60-day period after the Member ceases to be a Member. The employee will have the option of receiving the remaining applicable weeks of maternity allowance and/or parental allowance or their salary entitlement of 60 calendar days, whichever is more beneficial to the employee.

For more information on maternity and parental leave and allowances, contact Pay and Benefits.

Other special leave: Members may, at their discretion, grant leave with pay to an employee in circumstances such as, but not limited to, marriage, household emergency, illness or death in the immediate family, or jury duty.


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Members may, at their discretion, grant employees leave without pay for purposes other than those indicated.

Members’ employees who are granted leave without pay may be required to reimburse the employer’s share of the cost of benefits and superannuation covered during their absence.

4. Benefits Members’ employees may be entitled to the following benefits:

Pension

Supplementary Death Benefit

Insurance plans:

Public Service Management Insurance

Public Service Health Care

Dental care

Employee Assistance Program

Employee parking

Pension: Employees who have contributed to the Public Service Superannuation Plan for two or more years are generally entitled to a pension benefit such as an immediate or deferred pension or a transfer value payment. For more information, consult the Public Service Superannuation Plan booklet available from Pay and Benefits.

Supplementary Death Benefit Plan: Twice the annual adjusted salary will be payable to the named beneficiary or estate of an employee who dies and who has participated in this plan.

Insurance plans: Employees are provided with a full range of protection in the event of illness, disability or death. Coverage includes life insurance, health and dental care. The following insurance plans are available to employees:

Public Service Management Insurance Plan: Premiums, with the exception of supplementary life insurance, are paid by the House Administration and are a taxable benefit. This optional insurance plan includes:

Basic life insurance: A lump sum basic life insurance benefit is provided to the named beneficiary in the event of the employee’s death from any cause while insured.

Supplementary life insurance: Employees may, at their own expense, add supplementary life insurance coverage to the equivalent of their annual salary.


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Accidental death and dismemberment benefit: A lump sum accidental death and dismemberment benefit is provided to an employee if mutilated in an accident, or to the employee’s dependants or estate if the employee is killed in an accident.

Insurance for spouse and dependants: Life insurance as well as accidental death and dismemberment coverage is provided for the employee’s spouse ($5,000) and for each dependent child ($2,500). In case of accidental death, the amount of insurance is doubled.

Long-term disability: Continuing income is provided to employees who are unable to work as a result of a disability. Contact Pay and Benefits for further details about restrictions and other conditions.

For more information, see the Public Service Management Insurance Plan available from Pay and Benefits.

Public Service Health Care Plan: This health care plan provides employees of Members and House Officers, their spouses and dependants with coverage for costs they have incurred for eligible services and products, including drugs, vision care, hearing aids, hospital benefits and nursing services excluded from the employee’s provincial or territorial plan. Some restrictions apply. This plan is subject to co-insurance and annual deductibles. For more information, see the Public Service Health Care Plan Directive available from Pay and Benefits.

Dental care plans

Public Service Dental Care Plan: This mandatory dental care plan provides insurance for dental services and supplies not covered under provincial or territorial health care or another dental plan for employees of Members, their spouses and dependants. The House Administration pays the premiums for the plan. Some limits apply. For more information, see the Public Service Dental Care Plan available from Pay and Benefits.

Pensioners’ Dental Services Plan: This plan is similar to the Public Service Dental Care Plan with respect to coverage except that it is voluntary and available to former employees who are entitled to receive a monthly retirement allowance. Former employees’ survivors may also use this plan. For more information, see the Pensioners’ Dental Services Plan available from Pay and Benefits.

Employee Assistance Program: This program is a confidential service that provides counselling on personal, social, financial, legal, and health matters to regular employees of Members and their immediate families. This program, paid for by the House Administration, continues to be available for up to six months following termination of employment for any reason other than just cause. For more information, contact Occupational Health, Safety and Environment.

Employee parking: Employees of Members may apply for parking within the parliamentary precinct, which is a taxable benefit. Parking is granted according to availability and requirements. Members are responsible for returning parking permits when their employees leave their employment. For more information, contact Parking Administration.


March 20, 2014 Page 13 of 17

5. Employee Departures Regular employees may be eligible for the following entitlements upon termination of their employment when the functions of the Member, the House Officer or the Member responsible for the Research Office ceases.

5.1 Separation Entitlement

Regular Employees

Members: When their employment is terminated because the Member resigns, is not re-elected, does not seek re-election, or dies while in office, Members’ regular employees will continue to receive an amount equal to their salary for 60 calendar days starting the day after the Member ceases to be a Member. This entitlement is charged to a House Administration central budget. On behalf of the former Member, the House Administration will notify the employees of their change in status. At the end of this 60-day period, their employment will cease unless they receive a new offer of employment.

The start date of the Separation Entitlement for regular employees may be altered following the death of a Member. For further details, see section 3.6 Employees in the Resignation or Death of a Member chapter.

House Officers: When a House Officer ceases to be a House Officer during Parliament, all regular employees of that House Officer will continue to receive an amount equal to their salary for 60 calendar days starting the day after the House Officer ceases to be a House Officer. This entitlement is charged to the House Officer Office Budget. On behalf of the former House Officer, the House Administration will notify the employees of their change in status. At the end of this 60-day period, their employment will cease unless they receive a new offer of employment.

If after a general election, their employment is terminated because a party loses its recognized party status or the party budgets are reduced due to a change in party standing, House Officers’ regular employees will continue to receive an amount equal to their salary for 60 calendar days from the date of the election. This entitlement will be charged to the House Officer Office Budget of the previous Parliament.

Research Office: When the Member’s responsibilities for the Research Office cease during a Parliament, regular employees will continue to receive an amount equal to their salary for 60 calendar days starting the day after the Member ceases to be responsible for the Research Office. This entitlement is charged to the Research Office Budget. On behalf of the Member who ceased to be responsible for the Research Office, the House Administration will notify the employees of their change in status. At the end of this 60-day period, their employment will cease unless they receive a new offer of employment.

On the date of dissolution of Parliament, regular employees of the Research Office are automatically laid off and may be eligible for employment insurance. For more information, contact Pay and Benefits.


March 20, 2014 Page 14 of 17

If after a general election, their employment is terminated because a party loses its recognized party status or the party budget is reduced due to a change in party standing, Research Offices’ regular employees will continue to receive an amount equal to their salary for 60 calendar days from the date of the election. This entitlement is charged to the Research Office Budget of the previous Parliament.

If, within the 60-day period, a regular employee of a Member, House Officer or Research Office is appointed to any other position or receives any income as a contractor paid out of the Consolidated Revenue Fund, the employee must inform Pay and Benefits, and the Separation Entitlement will cease on the date of that appointment.

Short-term employees

Members: When their employment is terminated because the Member resigns, is not re-elected, does not seek re-election, or dies while in office, short-term employees will continue to receive an amount equal to their salary for 60 calendar days or until the end of their term of employment, whichever comes first, starting the day after the Member ceases to be a Member. This separation entitlement is charged to a House Administration central budget. On behalf of the former Member, the House Administration will notify the employees of their change in status. At the end of this 60-day period, their employment will cease unless they receive a new offer of employment.

House Officers or Research Office: When their employment is terminated because the House Officer ceases to be a House Officer or because the Member ceases to be responsible for the Research Office during a Parliament, short-term employees will continue to receive an amount equal to their salary for 60 calendar days or until the end of their term of employment, whichever comes first. The separation entitlement starts the day after the House Officer ceases to be a House Officer or the Member ceases to be responsible for the Research Office. This entitlement is charged to the House Officer Office Budget or the Research Office Budget, as appropriate. On behalf of the former House Officer or of the Member who ceased to be responsible for the Research Office, the House Administration will notify the employees of their change in status. At the end of this 60-day period, their employment will cease unless they receive a new offer of employment.

On the date of dissolution of Parliament, short term employees of the Research Office are automatically laid off and may be eligible for employment insurance. For more information, contact Pay and Benefits.

If after a general election, their employment is terminated because a party loses its recognized party status or the party budget is reduced due to a change in party standing, House Officers’ and Research Offices’ short term employees will continue to receive an amount equal to their salary for 60 calendar days from the date of the election or until the end of their term of employment, whichever comes first. This entitlement is charged to the House Officer Office Budget or Research Office Budget of the previous Parliament, as appropriate.

If, within the 60-day period, short-term employees of Members, House Officers and Research Offices are appointed to any other position or receive income as a contractor


March 20, 2014 Page 15 of 17

paid out of the Consolidated Revenue Fund, the employees must inform Pay and Benefits and the Separation Entitlement will cease on the date of the appointment.

On-call employees: The employment of on-call employees is terminated the day after the Member or House Officer ceases to be a Member or House Officer. These employees are not eligible for a separation entitlement.

5.2 Termination Entitlement

Whenever an employee’s dismissal is contemplated, the Member is strongly advised to consult the Office of the Law Clerk and Parliamentary Counsel. Members must complete the Termination of Employment Form and submit it to Pay and Benefits.

Regular employees

Members: Regular employees who have their employment terminated by the Member for reasons other than for cause or because the Member ceases to be a Member will be given the following number of weeks of notice of termination, or the equivalent salary in lieu of notice, or a combination thereof. If a Member chooses to give pay in lieu of notice, the first two weeks will be charged to the Member’s Office Budget. The remaining entitlement will be paid out of a House Administration central budget.

Employee’s Length of Continuous Employment

Advance Notice of Termination

Less than 3 months Nil

3 months to 3 years 2 weeks

Over 3 years 3 weeks

For every additional year 1 additional week

House Officers or Research Office: Regular employees who have their employment terminated by the House Officer or the Member responsible for the Research Office, for any reasons other than for cause or because the House Officer or Member cease in that role, will be given a minimum of two weeks up to a maximum of eight weeks notice of termination, or the equivalent salary in lieu of notice, or a combination thereof, at the salary to which the employee was entitled immediately prior to the termination of employment. The actual determination of the entitlement within the above range is at the sole discretion of the House Officer or the Member responsible for the Research Office, regardless of the employee’s length of service, and is subject to the availability of funds within the House Officer Office Budget or the Research Office Budget.

In exceptional circumstances and following consultation with the Office of the Law Clerk and Parliamentary Counsel, the maximum termination entitlement of eight weeks’ salary may be exceeded if a House Officer or the Member responsible for the Research Office deems it appropriate and if the payment remains within the limits of their respective office budget. Furthermore, the Office of the Law Clerk and Parliamentary Counsel must be satisfied that legal circumstances warrant this higher payment. The Office of the Law Clerk and Parliamentary Counsel must be consulted in these matters.


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If the employee is appointed to any other position or receives any income as a contractor paid out of the Consolidated Revenue Fund within this period, the employee must inform Pay and Benefits and the termination benefit will cease on the date of that appointment.

Short-term and on-call employees: There is no termination entitlement at the end of their appointment.

5.3 Severance Entitlement

Upon termination of employment, in addition to termination or separation entitlements, regular employees of Members receive severance pay under the following circumstances only:

Release: A regular employee who is released and who has completed at least one year of continuous employment is entitled to two weeks’ pay for the first completed year of continuous employment and one week’s pay for each succeeding complete year of continuous employment.

Member ceases to be a Member: A regular employee is entitled to two weeks’ pay for the first completed year of continuous employment and one week’s pay for each succeeding complete year of continuous employment, to a maximum of 28 weeks, when the Member resigns, dies, does not seek re-election or is not re-elected.

Resignation: A regular employee who resigns and who has 10 or more years of continuous employment is entitled to severance equal to half of one week’s pay for each completed year of continuous employment to a maximum of 26 years, which represents a maximum benefit of 13 weeks’ pay.

Retirement: A regular employee who retires will be paid severance equal to one week’s pay for each complete year of continuous employment, to a maximum benefit of 30 weeks’ pay.

Death of the employee: If a regular employee dies, the employee’s estate will be paid one week’s pay for each completed year of continuous employment, to a maximum benefit of 30 weeks’ pay.

Severance is calculated on the basis of the current salary of the employee. It will be reduced by any period in respect of which the employee was previously granted severance pay, retiring leave or a cash gratuity in lieu thereof. Time spent on maternity or parental leave counts as continuous employment for the calculation of severance pay. Severance payments are prorated for part-time employees. Severance is paid by a House Administration central budget.

If an employee leaves a Member’s office to join a Minister’s exempt staff, Severance Entitlements may be eligible for transfer to the appropriate department. The Minister or Secretary of State must approve the transfer in writing and provide a copy of the authorization to Pay and Benefits.

Short-term and on-call employees: These employees are not eligible for a Severance Entitlement.


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5.4 General Provision

Regular employees of Members who have lost their positions because the Member ceased to be a Member (i.e., the Member resigned, was not re-elected, did not seek re-election, or died) will be given employment consideration over applicants not currently employed by the House of Commons. This applies for a period of six months from the date of loss of employment if the employee:

meets the established position requirements;

has a good employment record; and

has a minimum of one year’s service as a regular employee in a Member’s office.


Services


2. Printing ........................................................................................................................ 3 Householders ......................................................................................................... 3 Ten Percenters ....................................................................................................... 4 Personalized Stationery .......................................................................................... 4

3. Mail and Messenger .................................................................................................... 6 Franking Privilege ................................................................................................... 6 Mail ......................................................................................................................... 7 Large Volume Mailing ............................................................................................. 7

4. Telecommunications ................................................................................................... 8 Telephones ............................................................................................................. 8 Long-Distance ........................................................................................................ 9 Wireless Devices .................................................................................................... 9

5. Training ..................................................................................................................... 10

6. Other Services .......................................................................................................... 12 Daycare ................................................................................................................ 12 File Storage and Disposal .................................................................................... 12 Food Services ....................................................................................................... 13 Framing Services .................................................................................................. 13 Health Services .................................................................................................... 14 Library of Parliament ............................................................................................ 14 Locksmith Services ............................................................................................... 14 Meeting Rooms in the Parliamentary Precinct ..................................................... 14 Members’ Gym ..................................................................................................... 15 Office Refurbishment ............................................................................................ 15 Office Supplies ..................................................................................................... 15 Parking.................................................................................................................. 15 Parliamentary Publications ................................................................................... 16 Security Services .................................................................................................. 16 Shuttle (Mini-Bus) ................................................................................................. 16 Translation ............................................................................................................ 16

Appendix: Access to Parliamentary Dining Room


Services

1. Introduction The House Administration provides many services to Members to enable them to carry out their parliamentary functions, as approved by the Board of Internal Economy. Except as otherwise expressly indicated, services and goods provided centrally by the House Administration may not be purchased and charged as an expense against any budget. Throughout this chapter, reference to Members should also be read to include House Officers and National Caucus Research Offices, unless otherwise indicated, and any expenses will be charged to their respective budgets. This chapter should be read in conjunction with section 2. Governing Principles in the Governance and Principles chapter.


Printing

Mail and Messenger

Telecommunications

Training

Other Services

Members’ Allowances and Services Manual Services


2. Printing Members have access to many printing-related services, including document preparation, content validation, digital copying, offset printing, bindery, consulting and planning services, subject to certain restrictions. These services do not apply to House Officers and the Research Offices. They are only provided to Members in their role as Members. This section describes the following:

Householders

Ten Percenters

Personalized Stationery

Season’s Greetings Cards

Envelope Processing

Restrictions

Householders: Householders are printed materials sent by Members to inform their constituents about parliamentary activities and issues. Householders are prepared and distributed by the House Administration exclusively. Members are entitled to print and mail up to four householders per calendar year.

There must be at least 30 calendar days between each householder printing request.

Unused householder allocations cannot be carried over to a subsequent year.

For each householder, the quantity produced at House Administration expense cannot exceed the total number of residential and rural households, and businesses in the Member’s constituency.

Members who require additional copies may have them printed and mailed as a charge to their Member’s Office Budget. Postage for additional householder mailings is subject to the preferred bulk rate set by Canada Post and is charged to the Member’s Office Budget. This preferred rate is available to Members only when items are mailed from the House of Commons Postal and Distribution Services. When mailed elsewhere by Members, items are subject to the prevailing regular postal rates. For the bulk mail rate, see the Schedule of Rates located in the Budgets chapter.

In the preparation of householders, Members may charge graphic design services and the cost of translating the householder into languages other than English or French, to their Member’s Office Budget.

The Board of Internal Economy sets the restrictions and conditions of use, and approves householder colours and formats. For more details, see the Restrictions section below. For more information on printing and mailing services, see IntraParl or contact Printing and Mailing Services.



Ten Percenters: Ten percenters are printed or photocopied material reproduced and distributed by the House Administration to households in quantities not exceeding 10% of the total number of households in the Member’s constituency.

Each ten percenter is produced in black and white and must have a 50% difference in textual content from other ten percenters produced.

Each document may be printed only once per fiscal year and must originate with the Member.

The originating Member’s name must appear prominently on all ten percenters.

Ten percenters may only be distributed to households within the Member’s own constituency and may not be distributed as addressed mail.

Members may not share their ten-percenter allocations with other Members.

Postage for ten percenters is subject to the preferred bulk rate set by Canada Post and is charged to the Member’s Office Budget. Ten percenters may only be mailed from the House of Commons Postal and Distribution Services.

Quantities exceeding 10% of the total number of households in the Member’s constituency will be considered householders and will be deducted from the Member’s householder allowance.

The Board of Internal Economy sets the restrictions and conditions of use, and approves ten-percenter formats. For more details, see the Restrictions section below. For more information on printing and mailing services, see IntraParl or, contact Printing and Mailing Services.

Personalized Stationery: Each fiscal year, Members are entitled to personalized stationery printed in two colours at House expense, including:

personalized letterhead on high-quality paper (maximum of 12,000 sheets);

additional personalized letterhead on a more economical grade of paper in a quantity equal to the number of households in the Member’s constituency;

personalized business cards for Members and their employees;

complimentary slips or cards;

up to 2,000 wish cards with envelopes (see next section for more details); and

note paper and pads.

For more information on printing and mailing services, see IntraParl or contact Printing and Mailing Services.

Season’s Greetings Cards: Printing and Mailing Services will provide Members with up to 2,000 full-colour photograph cards or personalized cards printed in two colours, with envelopes. Additional cards and envelopes beyond the 2,000 limit will be charged to the Member’s annual envelope allocation then, if necessary, to the Member’s Office Budget.



Members may choose to work with Printing and Mailing Services or with an external supplier of their choice to design and print full-colour personalized cards. Costs for this second option will be charged to the Member’s Office Budget. Season’s greeting cards are not subject to the large-volume printing limit.

Envelope Processing: Members are entitled to envelope processing services such as franking, addressing, inserting and sealing. Franking services are limited to 2,500 envelopes per request and may not exceed the maximum annual envelope allocation. Envelopes in excess of the Member’s annual allocation and charged to the Member’s Office Budget must be franked by the Member as franking services cannot be outsourced to an external provider. For more information on the envelope allocation, see Office Supplies paragraph in section 6. Other Services in this chapter. For more information on printing and mailing services, see IntraParl or contact Printing and Mailing Services.

Restrictions: Members may not use the House Administration’s printing and photocopying services or the Member’s Office Budget for the following:

solicitations for membership in any political party;

solicitations for monetary contributions for any political party;

federal, provincial or municipal election campaign material, including speeches, enumerators’ lists, party and constituency workers lists, poll activities, and requests for re-election support;

advertise an event or an activity for the benefit of a person, association or organization unless the advertisement forms a minor part of the communication and either:

is for the purpose of communicating the Member’s participation in the event or activity; or

the event or activity would be of interest to the Member’s constituents.

Note: Minor part of the communication means not more than: for all formats, excluding reply cards and booklet formats, the equivalent of one panel of a letter fold, and the advertisement must be located on a panel other than the front panel; for a reply card format, one third of a page or one sixth of the whole document; and for a booklet format, the equivalent of one page, and the advertisement must be located on an inside page.

entire reproduction of publications available from the House Administration, a government department and agency, or a commercial source;

reproductions of any item that would infringe a copyright, unless permission has been obtained from the owner of the right;

work that Printing and Mailing Services is not technologically equipped to undertake;

large volume requests of material that has been previously copied that fiscal year for the Member; and



Large Volume Printing: Since the House Administration is the sole provider of large-volume printed materials for Members, any printed materials produced, in whole or in part, directly in Members’ offices or by external suppliers exceeding 4,500 copies will not be processed or assembled by the House Administration. Season’s greeting cards are not subject to this restriction.

3. Mail and Messenger Members are provided with internal mail and messenger services as well as the free mailing privileges. This section describes the following:

Franking Privilege

Mail

Large Volume Mailing

Messenger

Courier

Franking Privilege: Members are entitled to franking privileges as specified in the Canada Post Corporation Act. This does not apply to House Officers and the Research Offices. The franking privilege is only provided to Members in their role as Members. These franking privileges assist communication between constituents and their elected representative and allow Members to send mail postage-free anywhere in Canada. Mail addressed to Members is also delivered postage-free.

Franking privileges are for the exclusive use of the Member and may not be shared with individuals or groups requesting franked envelopes.

To ensure that Members’ outgoing mail is sent postage-free, it must be franked; that is, marked to indicate that the sender has free mailing privileges.

The following items may be mailed postage-free in Canada:

letter mail;

publication mail;

addressed advertising distribution mail (excluding parcels);

four householders per calendar year; and

books returned by Members to the Library of Parliament.

The following postal services may not be mailed postage-free under the free mailing privilege but their costs may be charged to the Member’s Office Budget:

mailing parcels;

postal insurance; and



special service mail, e.g. registered mail or Xpresspost.

To prevent the unauthorized use of franked envelopes and the Member’s letterhead, these materials should be shredded when no longer required. To arrange shredding of bulk material, contact Delivery Services.

Mailing privileges begin on the day that notice of the Member’s election is published by the Chief Electoral Officer in the Canada Gazette and end 10 calendar days after Parliament is dissolved or 10 calendar days after the Member ceases to be a Member.

Mail: The House of Common’s internal mail system is provided to Members, within the parliamentary precinct, and is intended for routine, non-urgent deliveries, including:

delivery of parliamentary publications, government reports and other publications to Members’ offices;

pick-up and delivery of internal mail within the parliamentary precinct;

pick-up of regular mail intended for delivery by Canada Post; and

non-urgent “by-hand” pick-up.

Members receive a secure mailbox in the building where their parliamentary office is located. To further ensure the confidentiality of Members’ mail, only Members may receive mail over the counter from Postal and Distribution Services employees.

Large Volume Mailing: Fully assembled (including sealed) printed materials prepared in whole or in part in Members’ offices or by an external supplier may be mailed under the conditions outlined above. It is the Member’s responsibility to ensure that these materials comply with the By-laws and policies of the Board of Internal Economy.

Messenger: Within the parliamentary precinct, messenger services may be used to deliver items marked URGENT that cannot be sent by electronic mail or fax. Urgent messenger services will be limited to requests that directly support Members’ parliamentary functions.

Messengers are not permitted to:

pick up and deliver urgent items within the same building;

pick up and deliver personal items to and from the House of Commons Dry Cleaning Depot and the Ottawa International Airport, bus or rail terminals;

transport Members, their designated travellers, friends or visitors within or outside Ottawa;

drive Members’ vehicles for any reason;

obtain licence renewals and pay fines, parking tickets, etc., for Members;

pick up and deliver material and messages to or from Members’ or employees’ residences;

shop for Members;



pick up and deliver from any off-the-Hill commercial retail outlet;

provide personal services to Members’ employees or individuals employed by the House Administration; and

accept tips from Members.

Courier: Members may charge commercial courier service costs to their Member’s Office Budget. Within the parliamentary precinct, Members may request the internal delivery of commercial courier items by Messenger Services, however the cost of the commercial courier is charged to their Member’s Office Budget.

4. Telecommunications Members are provided with telecommunications services. This section describes the following:

Telephones

Long-Distance

Wireless Devices

Telephones

Ottawa: Members are provided with one fax line and four multi-line telephones in their parliamentary office, which are paid by the House Administration. They may purchase peripheral equipment for their parliamentary office and charge the cost to their Member’s Office Budget. Members must consult with Telecommunications Services before making any purchases to ensure that equipment meets the House Administration’s technical and service standards.

Constituency: Members will designate one constituency office as the primary constituency office. This does not apply to House Officers and the Research Offices. Constituency offices are only established by Members in their role as Members. In the primary constituency office, Members are provided with the following telephone services and suite of standard features, which are paid by the House Administration:

four telephone sets and lines, including monthly services;

one fax line; and

one toll-free number.

In the primary constituency office, additional telephone sets, lines, monthly services (excluding long-distance costs) and other related costs will be charged to the Member’s Office Budget. In secondary constituency offices, all telephone sets, lines, monthly services (excluding long-distance costs) and other related costs will be charged to the Member’s Office Budget.



Members must consult with Telecommunications Services before making any purchases for telephone equipment and services to ensure that equipment meets the House Administration’s technical and service standards as well as to take advantage of special prices and other favourable terms available to the House Administration.

Long-Distance

Ottawa: All long-distance calls made from the parliamentary office are paid by the House Administration.

Constituency: In all constituency offices, all long-distance charges, regardless of the number of lines, are paid by the House Administration as long as the constituency office is a leased office space used exclusively to serve constituents and to carry out the Member’s parliamentary functions.

Members may also designate up to four telephone numbers in their constituency from which long-distance calls may be made in support of their parliamentary functions. The cost for these long-distance calls is paid by the House Administration. No other costs related to these four lines are allowable expenses against any budget. Members are required to notify Financial Management Operations about the location of these telephones or fax lines.

Collect and Teleconference Calls: Within Canada, the cost of collect calls and government or commercial teleconference or videoconference calls may be charged to the Member’s Office Budget.

Long-Distance Reports: Members may request reports of long-distance calls

placed on their TeleCanada Calling Card or from telephones in their offices from

Telecommunications Services.

Wireless Devices: Members are provided with up to four wireless devices, including three monthly voice plans, one monthly data plan, applicable monthly fees, air time, long-distance charges, and features such as voice mail, access fees and 911 services. The following devices are eligible when procured by Telecommunications Services: smartphones, cell phones and pagers. House Officers and Research Offices may request a reasonable number of wireless devices.

Members may replace or upgrade a wireless device 24 months after its acquisition date and must return the previous device to the House Administration.

Additional devices: Members may purchase additional wireless devices or accessories and charge all related expenses to their Member’s Office Budget. Members are strongly encouraged to arrange the purchase of all additional wireless devices and accessories through Telecommunications Services to ensure the best value, full functionality of features, services package and full support.

Members are encouraged not to purchase any wireless devices directly from service providers since these devices cannot be supported by the House due to privacy and technical constraints, integrated into the Parliamentary Precinct


March 20, 2014 Page 10 of 17

Network (for example, email), or transferred to the centrally-managed and funded program in the future.

Note: If a Member decides to purchase a wireless device directly from a service provider, the cost of the device as well as monthly charges will be charged against the Member’s Office Budget and the device will become House of Commons property. The device will not be supported by the House Administration and cannot be integrated into the Parliamentary Precinct Network or transferred to the centrally-managed program.

Applications and Accessories: The cost of any applications or digital content downloaded on a Smartphone, as well as accessories for any wireless devices other than batteries, cases and chargers is a personal expense for Members and their employees.

Travelling Abroad: While travelling on parliamentary business, Members should use their TeleCanada Calling Card from a landline phone or a commercial network to place direct-dialled calls. The House Administration will reimburse these costs to Members. If the calling card system is not available in a particular country, Members will be reimbursed for receipts submitted or they can make collect calls to Canada, which will be reimbursed since they are often less costly than calls placed and paid for in another country. Wireless devices should not be used for overseas calls since roaming fees can be very expensive. Members planning to use their wireless devices should contact Telecommunications Services at least one week prior to departure.

5. Training This section describes the following:

Language Training

Media Relations and Presentation Skills Training

Computer Software Training

Other Training

Language Training: The House Administration offers language training in both French and English, provides advice on various learning products and services, and assists in coordinating training through external suppliers. For more information, contact Language Training.

Members: Members have the following options for second official language training at House Administration expense:

Individual or group language courses offered in Ottawa by the House Administration;

French immersion sessions offered at the Campus Fort Saint-Jean-sur-Richelieu, Quebec. The House Administration pays for direct transportation costs between Ottawa and Saint-Jean-sur-Richelieu, as well as


March 20, 2014 Page 11 of 17

accommodation costs for Members to stay at the Campus Fort Saint-Jean-sur Richelieu or with a host family. If the Member stays elsewhere, the House Administration will reimburse accommodations expenses at the actual costs. Meals and incidentals will be reimbursed at the approved per diem rate; and

Language courses elsewhere in Canada, including individual or group immersion programs offered by an accredited Canadian teaching institution, as long as Language Training Services has approved the course in advance and in writing. Accommodations expenses will be reimbursed at the actual costs and meals will be reimbursed at the approved per diem rate. For the current per diem rates, see the Schedule of Rates in the Budgets chapter.

Spouses and regular employees: All training costs (including registration course fees and material) related to language training for spouses and regular employees will be charged to the Member’s Office Budget. Spouses and regular employees have the following options for second official language training, if approved by the Member:

Individual or group language courses offered in Ottawa by the House Administration, at the published rates; or

Individual or group language courses elsewhere in Canada, offered by a certified or accredited Canadian teaching institution, including French immersion sessions at the Campus Fort Saint-Jean-sur-Richelieu, Québec.

Members may approve transportation, accommodations, meals and incidental costs for their spouses and regular employees as a charge against the Travel Points System or the Member’s Office Budget, as applicable. For more information on employee travel for training, see section 7.2 Employees and Other Travellers in the Travel chapter.

In the case of regular employees of House Officers, all training costs and related travel costs are charged to the House Officers Office Budgets.

If Members, their spouse or regular employees must cancel their participation in a course or a particular session, they must notify the teacher or the institution at least 24 hours before the start of that course or session. If notice is not given within the specified period, any cancellation fee incurred will be charged to the Member’s Office Budget.

Media Relations and Presentation Skills Training: Members and their regular employees may attend media relations and presentation skills training at House Administration expense. Members or their regular employees must notify Learning and Organizational Development if they need to cancel or reschedule a training course at least 72 hours prior to the beginning of the course. If Members or their regular employees do not cancel course registrations by the date specified, any cancellation fee incurred will be charged to the Member’s Office Budget.

Computer Software Training: The House Administration provides software training to Members and their regular employees on standard House-supported software at House Administration expense. Training for non-standard software will be charged to the Member’s Office Budget. For more information, contact IT Training Services.


March 20, 2014 Page 12 of 17

Other Training: Members and their regular employees may attend:

training in languages other than French or English offered by a certified or accredited Canadian teaching institution; and

external workshops, conferences and courses held in Canada, provided that they are directly related to the Member’s parliamentary functions.

Allowable expenses, including course registration or cancellation fees and other related costs, as well as travel, accommodations, meals and incidentals, will be charged to the Member’s Office Budget at the approved per diem rates. For the current per diem rates, see the Schedule of Rates in the Budgets chapter.

Short-term and on-call employees are not eligible for any training.

6. Other Services Members are provided with many other services. Any costs to Members associated with these services are described below. These services include:

Daycare Members’ Gym

File Storage and Disposal Office Refurbishment

Food Services Office Supplies

Framing Services Parking

Health Services Parliamentary Publications

Library of Parliament Security Services

Locksmith Services Shuttle (Mini-Bus)

Meeting Rooms in the Parliamentary Precinct Translation

Daycare: Members and their employees have access to an on-site Daycare in the parliamentary precinct, Children of the Hill, which has spaces for 38 children, age two and a half to five. The centre is overseen by a 12 member Board of Directors and is subject to the standards established by the Ontario Ministry of Community and Social Services. Although admission is on a first-come, first-served basis, parliamentarians have priority on waiting lists.

File Storage and Disposal: Each Member is allocated 0.66 square meters of locked storage space for hard-copy files, the equivalent of 12 file boxes (38 cm x 29 cm x 25 cm each) in the parliamentary precinct. For more information, contact the Secure Storage Facility.

Document shredding services are also available to Members, in the parliamentary precinct, upon request through Delivery Services. Documents to be shredded must be boxed and clearly labelled.

Computer diskettes, audiotapes and videotapes, CD-ROMS and other electronic storage media may be disposed of by contacting the Information Services IT Service Desk.


March 20, 2014 Page 13 of 17

Food Services: Members have access to the Parliamentary Dining Room in the Centre Block, a variety of cafeterias and canteens located throughout the parliamentary precinct, as well as an on-site catering service.

Catering Services: Full catering and coffee service are available for meetings,

lunches and receptions in the parliamentary precinct. For more information,

contact Catering Services.

Parliamentary Dining Room: Members, their spouses and immediate families, as well as other eligible guests may dine in the Parliamentary Dining Room, which is a formal, full table service facility. See the Access to the Parliamentary Dining Room appendix in this chapter for a complete list of eligible diners. Appropriate business attire is required at all times. Members or their spouses may invite a maximum of 10 guests to join them in the dining room. For reservations or more information, contact the Parliamentary Dining Room.

Members have credit privileges for the Parliamentary Dining Room. Non-payment of a Parliamentary Dining Room account may result in a suspension of credit privileges and recovery of outstanding amounts from other funds due the Member.

Framing Services: Members may request the House Framing Services to frame, laminate, dry mount or mat decorative items for the Members’ parliamentary and constituency offices and gifts given as a matter of protocol only. The cost of framing these items is chargeable to the Member’s Office Budget if the combined cost of the item and its framing is less than $100, plus applicable taxes. Members may request framing services by completing the Framing Services Request form.

For greater precision, decorative items include personalized items such as swearing-in certificates, press clippings, photos with dignitaries and community leaders, and photos taken at events organized or attended by the Member. To be allowable, personalized items must be related to the discharge of the Member’s parliamentary functions and displayed as a decorative item in the Member’s Constituency or parliamentary office. Members may retain these personalized items when they cease to be a Member. Personal items such as family photos, holiday mementos and souvenirs, empty frames and three dimensional orders (ex. shadow boxes, hockey jerseys, antique items, etc.) are not allowed.

All framed items, other than the allowable personalized items listed above and gifts to be given as a matter of protocol, become the property of the House regardless of their cost or their source. As a result, once an item is framed, Members will not be able to retain it when they cease to be a Member.

For more information on the gifts policy, see section 3.3 Miscellaneous Expenditures Account in the Budgets chapter. For more information on the office decor policy, see section 4.5 Office Decor in the Offices chapter.


March 20, 2014 Page 14 of 17

Health Services: Qualified nurses provide a broad range of health services to Members, including:

ongoing care such as nursing assessments, dressings, blood pressure tests and medically prescribed injections;

referrals for medical care in the National Capital Region;

referrals for travel immunizations; and

basic counselling on health matter, as well as referral services to the Employee Assistance Program.

For more information, contact Occupational Health, Safety and Environment. In the case of a medical emergency in the parliamentary precinct, contact Security Services.

Library of Parliament: The Library of Parliament provides information, documentation, as well as research and analysis services, training sessions and seminars to Members. Members are entitled to borrow books and other materials from the Library of Parliament and to request borrowing privileges for their employees.

Upon request, the Library of Parliament will prepare research papers and briefing notes in the areas of law, government, economics, science, technology, political and social affairs. The Library of Parliament also provides background papers, oral briefings and technical advice to parliamentary associations and delegations.

Locksmith Services: Members may request the Locksmith Unit to provide new security locks for filing cabinets and offices in the parliamentary precinct.

Meeting Rooms in the Parliamentary Precinct: Members may reserve meeting rooms within the parliamentary precinct for parliamentary functions such as:

caucuses and caucus activities;

parliamentary committee activities;

press conferences, scrums and media activities;

State visits, Parliamentary Exchanges and protocol activities;

Members’ meetings with constituents and groups; and

briefings for Members.

To reserve rooms and equipment, contact Room Allocation.

Under exceptional circumstances, Members may request the use of House of Commons meeting rooms for non-parliamentary functions. The Sergeant-at-Arms, in consultation with the Party Whips, reviews these requests. When approved, Members must attend the entire event. They must also inform organizers not to serve alcohol to persons under age 19 or to those who appear intoxicated, and not to allow smoking on the premises. Members will be held responsible for any unpaid room charges and any damage to the premises.


March 20, 2014 Page 15 of 17

Members’ Gym: For an annual, non-refundable fee of $100, including HST, Members and their spouses may use the Members’ Gym, located in the parliamentary precinct. This fee is a personal expense and not chargeable to any budget. For more information, contact the Members’ Gym.

Office Refurbishment: Members may request assistance in the design of their office layout or refurbish their offices and office furniture within the parliamentary precinct. Members must obtain written approval for refurbishing orders from their Whip, or the Speaker in the case of independent Members. Members must sign each refurbishing request and work order. For more information, contact Building Management.

Office Supplies: Members are provided with standard office supplies such as pens, post-it notes, desktop items, etc. which are listed in the House of Commons stationery catalogue. Most supplies in the catalogue are provided at House Administration expense unless otherwise specified, in which case they may be charged to the Member’s Office Budget. Certain office supplies, for example shipping containers, are subject to limitations.

Paper: Members are provided with up to 60,000 sheets of paper per fiscal year for use in their parliamentary and constituency offices as a charge against the House Administration’s central budget. For the purposes of this allocation, paper includes all types, colours and sizes, but does not include personalized stationery. For more information on personalized stationery allocations, including letterhead, see section 2. Printing Services section in this chapter.

This paper may not be used to photocopy extra copies of Members’ householders or ten percenters.

Any paper provided in excess of the allocation will be charged to the Member’s Office Budget.

The above allocation does not apply to House Officers and Research Offices.

Envelopes: Envelopes provided to Members as a charge against the House Administration’s central budget are limited to a maximum of the number of households in the Member’s constituency plus 10%, rounded up to the nearest 500, per Member per fiscal year. For the purposes of this allocation, envelopes include all types, colours and sizes, except those for Season’s Greeting cards or wish cards provided by Printing and Mailing Services, for both parliamentary and constituency offices. For more information, see section 2. Printing Services in this chapter.

Any envelopes provided in excess of the allocation will be charged to the Member’s Office Budget.

The above allocation does not apply to House Officers and Research Offices.

Parking: Members are provided with reserved parking within the parliamentary precinct for the duration of the Parliament. House Officers and Research Offices do not receive an additional benefit. Parking is granted according to availability and requirements. For more information, contact Parking Administration.


March 20, 2014 Page 16 of 17

Parliamentary Publications: This unit produces a draft version (Blues) and an edited, translated and published version of both the Debates of the House of Commons and committee Evidence within timeframes determined by the Board of Internal Economy. Members have the opportunity to review for accuracy any statements they make in the Chamber prior to the publication of the Debates and to forward any changes to Parliamentary Publications. They may also provide changes to the committee Blues by contacting the appropriate committee clerk.

Security Services: The security and safety of Members and employees while they are within the parliamentary precinct are the responsibility of Security Services. They coordinate the response to medical and other emergencies.

Members or their employees who have reason to believe that they require special security attention should contact Security Services.

To contribute to the overall protection of the House and its Members, all persons entering the parliamentary precinct are required to identify themselves by showing their official identification card or other identification as requested.

For more information about these and other security services, contact Security Services.

Shuttle (Mini-Bus): A mini-bus shuttle service provides transportation within the parliamentary precinct.

Translation: This service is provided to Members by a special unit of Interpretation and Parliamentary Translation of Public Works and Government Services Canada. Access to translation services begins on the day that notice of the Member’s election is published by the Chief Electoral Officer in the Canada Gazette and ends 10 calendar days after Parliament is dissolved, or 10 calendar days after the Member ceases to be a Member.

Members may request translations in English or French for:

up to four householders per year, whether or not they are mailed to constituents;

sections of speeches to be delivered in the House of Commons in the Member’s second official language (approx. 1,000 words);

letters to constituents;

Members’ working documents when they perform their duties as legislators;

material produced by the Research Office;

the home page and navigational links for the Member’s Web site, as well as a biographical sketch of the Member used on the Web site; and

Season’s Greetings messages.

Public Works and Government Services Canada will not translate the following:

documents for the Member’s personal use;

press clippings and magazine articles, with the exception of brief excerpts;


March 20, 2014 Page 17 of 17

parliamentary publications available from the House Administration’s Postal and Distribution Services, government departments and agencies or commercial sources;

publications protected by copyright, without written approval from the author or publisher;

requests that must be referred to another House Administration service (drafts of bills, motions, questions, etc.);

texts that conflict with the rules of, or which duplicates the work of the House of Commons or its committees;

translation into languages other than English or French, with the exception of letters exchanged with constituents; for all other documents to be translated into languages other than English and French, the costs may be charged to the Member’s Office Budget; and

requests submitted later than 10 calendar days following the dissolution of Parliament or 10 calendar days after the Member ceases to be a Member.

For more information, contact the Director of Parliamentary Publications.

January 23, 2014 Page 1 of 1

Services

Appendix Access to Parliamentary Dining Room

The following persons have access to the dining room located on the 6th floor of the

Centre Block:

all Members and Senators, their spouses and immediate families, whether or not

accompanied by the Member or Senator;

guests of any Member, when accompanied by the Member or their respective spouse;

senior officials under the jurisdiction of the Speaker of the House of Commons or of the Senate, who have been specifically designated to use this facility;

Under Secretaries of State, Deputy Ministers, Assistant Deputy Ministers and Officers of Parliament (Auditor General of Canada, Chief Electoral Officer, Commissioner of Official Languages, Privacy Commissioner, Information Commissioner of Canada, Conflict of Interest and Ethics Commissioner, Public Sector Integrity Commissioner and Commissioner of Lobbying) as well as their

spouses, when accompanied by them;

two persons as nominated from time to time in writing by each Minister, Party

Whip and House Leader;

Supreme Court of Canada and Federal Court of Canada Judges;

members, associate members, life members and honorary members of the

Parliamentary Press Gallery;

visiting parliamentarians and distinguished visitors (as well as their spouses, when accompanied by them), if introduced by written authority of the Speaker or Clerk of either House, the Sergeant-at-Arms, the Usher of the Black Rod or the

Deputy Clerk responsible for International and Interparliamentary Affairs; and,

former Members or Senators, their spouses and accompanying guests.

Business Attire: Members and their guests are required to wear business attire in the

Parliamentary Dining Room. Military uniforms, national dress, culturally specific or

religious attire are also considered acceptable.


Offices


2. General Principles Governing the Purchase and Management of Assets .................... 2

3. Parliamentary Office .................................................................................................... 4

4. Constituency Office ..................................................................................................... 6

4.1 Office Location ............................................................................................... 6

4.2 Office Leases ................................................................................................. 7

4.3 Office Moves .................................................................................................. 9

4.4 Furniture and Equipment ............................................................................. 10

4.5 Office Decor ................................................................................................. 12

5. Custody, Care and Control of Assets......................................................................... 13

Appendix:

Limits on the Purchase of Assets


Offices

1. Introduction Members are provided with a fully equipped parliamentary office as well as resources and assets for their constituency offices to enable them to carry out their parliamentary functions. Except as otherwise expressly indicated, services and goods provided centrally by the House Administration may not be purchased and charged as an expense against any budget. Throughout this chapter, reference to Members should also be read to include House Officers and National Caucus Research Offices, unless otherwise indicated, and any expenses will be charged to their respective budgets. This chapter should be read in conjunction with the section 2. Governing Principles of the Governance and Principles chapter.


General Principles Governing the Purchase and Management of Assets

Parliamentary Office

Constituency Office

Custody, Care and Control of Assets

For information on limitations set by the Board of Internal Economy with respect to certain assets, see the Limits on the Purchase of Assets appendix in this chapter. For information on services provided by the House Administration to Members, see the Services chapter.

2. General Principles Governing the Purchase and Management of Assets Members are provided with standard furniture, equipment and supplies based on a scale of entitlement approved by the Board of Internal Economy, to support the operation of their parliamentary office. In the constituency offices, newly-elected Members assume custody and use of existing constituency office furniture, computers, equipment and other furnishings from the previous Member. In addition to the furniture provided, unless otherwise indicated below, Members may acquire other furniture, office equipment and supplies and charge the cost to their Member’s Office Budget, subject to the conditions set by the Board of Internal Economy.

Members’ Allowances and Services Manual Offices


Members must consult with the appropriate House Administration service before making purchases to ensure that the equipment conforms with the House Administration’s technical and service standards, to take advantage of any standing offers which usually offer the best prices, and to record equipment warranties.

The following principles govern the purchase and management of assets during their lifecycle:

Member as custodian: All assets purchased with House funds or provided by the House of Commons are the property of the House of Commons. Members are the custodians of these assets and as such, they are required to:

safeguard these assets during their term in office wherever they are used;

use these resources exclusively in the discharge of their parliamentary functions; and

coordinate the disposal of damaged or obsolete assets with Materiel and Contract Management.

Transferability, reasonableness and business need: Since a new Member assumes custody and use of existing office assets from the former Member, assets purchased must be transferable, reasonable and typically needed in an office. As a result, Members may not charge household, personal, premium or customized items to any budget.

Parliamentary functions not personal use: House assets are to be used in the discharge of Members’ parliamentary functions and are not intended for Members’ personal use.

No joint ownership: Members may not personally fund, in whole or in part, the purchase of House assets. However, if Members choose to purchase a camera or video camera and the cost exceeds the maximum purchase price, Members will be personally responsible for the additional cost. Assets purchased with House of Commons funds, in whole or in part, are the sole property of the House.

Compliance with House of Commons standards: Standards have been developed and approved by the Board of Internal Economy for specific assets such as computers and telecommunication equipment, as well as furniture in the parliamentary offices. Items purchased by Members must meet these standards.

Insuring Personal Assets: Personal items belonging to Members or their employees used within the Parliamentary Precinct or their constituency office are the responsibility of the owner and must be insured personally since they will not be covered by the House of Commons’ insurance in the event of loss or damage.

The Board of Internal Economy has also established certain rules and limitations regarding the acquisition of certain assets. For more information, see the Limits on the Purchase of Assets appendix in this chapter.



3. Parliamentary Office Members are provided with an office within the parliamentary precinct as assigned by the party Whip. These offices are located in the Confederation, La Promenade and Justice buildings, as well as in the East, West and Centre Blocks. Some House Officers and the Research Offices are also allocated additional space within the parliamentary precinct.

The House Administration provides furniture, equipment and supplies for Members’ parliamentary offices based on a standard office allocation approved by the Board of Internal Economy. For more information, see the Members’ suites, furniture and equipment allocation policy available on Intra Parl. This section should be read in conjunction with the section 2. General Principles Governing the Purchase and Management of Assets, in this chapter.

This section describes the following provisions:

Furniture Televisions

Computers and Internet VCRs/DVDs

Printers and multi-functional devices

Furniture: Members are provided with furniture for their parliamentary offices, including desks, chairs, tables, bookcases and filing cabinets. The furniture is based on the standard office allocation approved by the Board of Internal Economy and is specific to the building in which the Member’s office is located. These assets may not be transferred to the constituency office.

All offices located in the Justice and La Promenade buildings are equipped with standard furniture that complements their heritage architecture and meets ergonomic standards and information technology requirements. In keeping with the House Administration’s long-term renovation plans for the parliamentary precinct, these standards will be implemented in all other buildings as they are renovated.

Computers and Internet: Members are provided with three personal computers, one laser printer, several standard software packages and support services for their parliamentary office. House Officers and Research Offices also receive computer equipment and a laser printer.

Members may purchase additional computers, peripherals (with the exception of printers and scanners), accessories and upgrades for the parliamentary office as a charge against their Member’s Office Budget. These purchases should remain in the parliamentary office.

To meet the House Administration’s technical and service standards, all computer-related purchases must be coordinated through and receive the prior approval of the Information Services IT Service Desk. Members must comply with the Acceptable Use of Information Technology Resources Policy, which is available on IntraParl.



Laptops: may be purchased and charged to the Member’s Office Budget. Members must consult with the Information Services IT Service Desk to ensure compatibility with the House Administration’s technical standards.

Tablet devices: The Board of Internal Economy has set special provisions for the purchase of tablet devices. For more information, see section 3.2 Use of the Member’s Office Budgets in the Budgets chapter.

Parliamentary Precinct Network: Each parliamentary office is provided with a secure Local Area Network (LAN). The LAN is connected to the parliamentary precinct Network, which provides Members with online access to their constituency office, other Members’ offices, the House Administration, the Senate, the Library of Parliament, participating federal departments and agencies, Crown corporations, other external users and the Internet. The Internet is to be used by Members and their employees for carrying out Members’ parliamentary functions only. The House Administration’s Information Technology Security Policies, which is available on IntraParl, outline the principles and procedures for safeguarding information.

Network drops: Members are provided with one network drop per room. A network drop is an outlet which physically connects a computer to the network. All requests for the installation or relocation of a network drop should be directed to Building Management, who will coordinate with other services as required.

Computer software training: The House Administration provides free training to Members and their regular employees for the House of Commons standard software.

Internet in the primary and secondary residences: Members may purchase Internet service in their primary and secondary residences. Connection and monthly service fees may be charged to the Member’s Office Budget. Members must make their own arrangements for Internet service at home.

Printers and multi-functional devices: Members are provided with one multi-functional device to copy, scan, fax and print (monochrome and colour), as well as one backup desktop monochrome printer. They are also provided with toners and service support for these devices as well as the required fax line.

Members may not purchase any additional multi-functional devices, fax machines, photocopiers, scanners or printers for their parliamentary office as a charge against any budget. However, the cost of label printers and barcode scanners may be charged to their Member’s Office Budget.

Televisions: Members are provided with two standard colour televisions and one FM receiver with a set of bookshelf speakers. Members may purchase one additional television if it meets House technical standards and charge it to the Member’s Office Budget. However, the installation of the additional television network drops or the relocation of existing drops, as well as the furniture required to accommodate the television, will be charged to the Member’s Office Budget. All television purchases must be coordinated with Materiel and Contract Management.



If the additional television becomes obsolete due to technological changes within the parliamentary precinct, any associated costs to update or replace this additional television will be charged to the Member’s Office Budget.

Multimedia Services televises, distributes and provides on-demand access to House proceedings, selected committee events and press conferences. In addition to these information channels, Members have access to commercial television services, including local cable and some satellite services.

VCRs/DVDs: Members may purchase a VCR or DVD player and charge it to their Member’s Office Budget.

4. Constituency Office Members may establish one or more offices in their constituency to serve constituents and carry out their parliamentary functions. The Board of Internal Economy has approved specific provisions related to goods and services for Members in their constituency offices. This section does not apply to House Officers and Research Offices since constituency offices are only established by Members in their role as Members. This section describes the following:

Office Location

Office Leases

Office Moves

Furniture and Equipment

Office Decor

4.1 Office Location

Members should consider the following when choosing their office location:

it is centrally located with easy access for senior citizens and persons with disabilities. If the office space under consideration requires modifications to make it more accessible, the Member is strongly encouraged to negotiate leasehold improvements in advance of signing a lease. It should be noted that leasehold improvements related to accessibility are typically the responsibility of the landlord, not the tenant;

it has a private office for the Member, offices for employees and a waiting area;

it is serviced by major telecommunications companies and high-speed Internet service is available; and

it is reasonably priced since office leasing costs normally account for approximately 10% of the expenditures charged to the Member’s Office Budget.



Members have a number of options for locations when establishing a constituency office:

Independent office: Constituency offices may be located anywhere within their constituency, including buildings managed by Public Works and Government Services Canada, or in the same office as the former Member.

Shared office: Members may share office space with another Member, a member of a provincial legislature or an elected municipal representative. However, all costs must be completely separate and Members must have a signed lease in their name. The House Administration will not administer the sharing arrangement. Resources provided by the House Administration to a federal Member must be used exclusively by the federal Member. This applies but is not limited to telecommunications services, staff, office supplies, equipment and furniture, advertisements, householders and ten percenters.

Outside of the constituency: Members’ constituency offices are usually located within their constituency. Should a Member need to establish a constituency office within the boundaries of another Member’s constituency, the prior written consent of that Member must be obtained.

4.2 Office Leases

In order to charge office rent to their Member’s Office Budget, Members must have a lease signed in their capacity as Members for their constituency office. As such, the section that identifies the Tenant (or Lessee) should be as follows:

[Member’s name] as Member of Parliament for [name of constituency]

The Member must send an original signed copy to Financial Management Operations, which will pay the landlord directly. Members may charge legal fees related to the preparation of an office lease to their Member’s Office Budget.

Once signed, the lease agreement may not be amended or replaced by a new agreement that requires a greater amount for the same office within the same lease period.

Unless included in the office lease, Members may charge the following costs to the Member’s Office Budget:

utilities including oil, natural gas, propane, electricity, water and water tanks;

security systems and monitoring fees;

exterior and interior signage;

lawn maintenance and snow removal;

parking;

room rental for public meetings (for more information, see the Budgets chapter); and



maintenance and repair expenses including painting, carpet installation and cleaning, carpentry repairs to the premises and repairs to furniture and equipment.

Special Provisions: Members may be required to negotiate special provisions in their lease agreements, including the waiving of the rent deposit fee, negotiation of termination clauses and payment of municipal taxes and provincial sales tax.

Rent deposit fee: Members usually negotiate with their landlords to forego the one-month rent deposit fee since the risk of non-payment is low. If the rent deposit fee is not waived, Members may charge it to their Member’s Office Budget.

Termination clauses: Constituency office leases must contain the following termination clauses:

1. Where the Lessee ceases to be a Member of Parliament for [name of constituency] during the period of the Lease, the following will apply:

a. If the Lessee dies or resigns as Member of Parliament, the Lease will automatically be assigned to a House Officer identified by the Clerk of the House of Commons within 30 days after the death or resignation. The Lease will terminate 30 days after the resulting by-election or election, as the case may be, with payment of two months’ rent in lieu of notice.

b. In the case where an election is held in which the Lessee does not seek re-election as Member of Parliament, the Lease will terminate on the date of the election, with payment of two months’ rent in lieu of notice.

c. In the case where an election is held in which the Lessee seeks re-election but is not re-elected as Member of Parliament, the Lease will terminate 30 days from the date of the election, with payment of two months’ rent in lieu of notice.

2. In the event that the Lease terminates pursuant to clause 1 and the Landlord leases the property to another Member of Parliament, the payment of two months’ rent in lieu of notice is not payable.

3. The lease may be terminated for any valid operational reason with the consent of both parties, with payment of no more than three months’ rent in lieu of notice.

Members may lease their office on a monthly basis. In such cases, Members must forward personally signed monthly invoices to Financial Management Operations, which will then pay the landlord directly.

Municipal taxes: Constituency offices are usually not considered commercial properties for municipal tax purposes. However, depending on the province or territory in which the constituency office is located, Members may be required to pay municipal taxes. Members may consult the provincial or territorial



government in which their constituency office is located to determine whether their offices are exempt. Any applicable municipal taxes may be charged to the Member’s Office Budget.

Taxes: Members pay the goods and services tax (GST), the harmonized sales tax (HST) or the Québec sales tax (QST) on constituency office leases. However, these taxes are automatically charged to a central account and are not charged to the Member’s Office Budget.

The provincial sales tax (PST) only applies in the provinces of British Columbia, Saskatchewan and Manitoba. In those provinces, PST may also be applied to office leases. Members should claim a PST exemption by including the following PST exemption provision in the lease agreement:

1. The Lessee is exempt from paying provincial sales tax (PST) as per the following exemption license number: [enter applicable exemption license number].

The landlord may require a PST exemption certificate. For a copy of the PST exemption certificate or more information on the application of PST, contact Financial Management Operations.

Liability and property insurance: Members must ensure they have sufficient liability coverage for their constituency office as well as for public meetings. Members may charge public liability insurance to their Member’s Office Budget if it is not included in the lease or rental agreements.

Members may also charge property insurance costs to their Member’s Office Budget. Members are not required to insure assets owned by the House of Commons. However, personal items belonging to Members or their employees are not insured by the House of Commons and must be insured accordingly.

4.3 Office Moves

During the course of a Parliament, all expenses associated with a constituency office move will be charged to the Member’s Office Budget. These expenses include the storage and relocation of office assets and equipment set-up costs, for example telephone lines. For assistance in coordinating a constituency office move, contact Materiel and Contract Management.

If a newly elected Member selects a new office location within three months of the date of their election, the costs associated with the constituency office move, including set-up costs, will be paid by the House Administration. For more information on constituency office moves after an election, see the Elections chapter.


March 20, 2014 Page 10 of 14

4.4 Furniture and Equipment

Members may purchase office furniture, equipment, computers and supplies for their constituency office from any supplier and charge the cost to their Member’s Office Budget, under certain conditions.

The Board of Internal Economy has established rules and limitations regarding the custody, care and control of all constituency office assets, which are outlined in section 5. Custody, Care and Control of Assets in this chapter. In particular, all assets purchased must be transferable, reasonable and typically needed in an office, therefore no personal or customized items are allowed. For more information, see section 2. General Principles Governing the Purchase and Management of Assets in this chapter.


Furniture Televisions

Printing-related Equipment Global Positioning System (GPS) Devices

Computers and Internet Fax machine in Primary or Secondary Residences

Fax Machines Internet in Primary and Secondary Residences

Furniture: Members may purchase furniture such as desks, chairs, tables, bookcases and filing cabinets for their constituency office and charge the costs to their Member’s Office Budget along with charges associated with repairing, cleaning and maintaining office furniture.

Printing-related Equipment: Members must limit the purchase or lease of printing-related equipment to items that are available through House standing offers or from other suppliers if the price and quality are equivalent to those of the relevant House standing offer. Printing-related equipment includes photocopiers, printers and folding/inserting machines. High capacity printing related equipment is not an allowable expense. For more information on large volume printing, see section 2. Printing in the Services chapter. For a list of technology products currently available on House standing offers, see IntraParl or contact Information Services IT Service Desk.

Members are strongly encouraged to negotiate termination clauses when entering in equipment lease agreements, since Members are personally responsible of any costs remaining 30 days after they cease to be a Member. For sample termination clauses, see section 2.2. Contracts for Goods and Other Services in the Contracts Chapter.

Computers and Internet:

Computers and laptops: Members may purchase computers and other hardware from any supplier or from the House standing offers and charge the cost to their Member’s Office Budget. For a list of technology products currently available on House standing offers, see IntraParl or contact Information Services IT Service Desk. The costs associated with repairing, cleaning and maintaining computer equipment may also be charged to the Member’s Office Budget.


March 20, 2014 Page 11 of 14

Members must consult with and receive prior approval of Information Services before making any computer-related purchase, regardless of the source of funding or the supplier, to ensure that the computer equipment complies with the House Administration’s technical and service standards and to record equipment warranties. Members must comply with the Acceptable Use of Information Technology Resources Policy, which is available on IntraParl. For more information, contact the Information Services IT Service Desk.

If Members’ unique and essential business requirements cannot be met using existing House of Commons standard equipment, Members may purchase Apple computers and laptops, for their constituency office only, as a charge to the Member’s Office Budget. Members must receive prior approval from the Chief Information Officer. The equipment, the operating system and any non-standard software will not be supported by the House of Commons. The equipment will not be configured to be connected to the parliamentary precinct network and all maintenance issues will be the sole responsibility of the Member.

To place a request for the purchase of an Apple computer or laptop, Members must contact the Information Services IT Service Desk to discuss their business requirements, provide the make and model of the computer requested and provide a justification for this non-standard equipment. Approval for Apple computers and laptops may only be obtained from the Chief Information Officer. If such a prior approval is not received, this new asset will be considered a personal expense.

Computer software: House of Commons standard software is provided to constituency offices. With the prior approval of the Information Services IT Service Desk, non-standard software may be purchased and charged to the Member’s Office Budget.

Tablet devices: The Board of Internal Economy has set special provisions for the purchase of tablet devices. For more information, see section 3.2 Use of the Member’s Office Budget in the Budgets chapter.

Internet services: Members are provided with one high-speed Internet connection (CCN) in the primary constituency office. Any supplemental hardware and associated network infrastructure (cabling) requested by the Member, as well as installation or other costs, will be charged to the Member’s Office Budget. The Internet is to be used by Members and their employees for carrying out Members’ parliamentary functions only.

If a Member has a second constituency office, one high-speed Internet connection (CCN) will be provided as long as the constituency office is a leased office space used to serve constituents and carry out the Member’s parliamentary functions. As with the primary constituency office, this second office space must be used exclusively as a constituency office. The purchase, installation and configuration for the hardware components are charged to the Member’s Office Budget. For more information, contact the Information Services IT Service Desk.


March 20, 2014 Page 12 of 14

Network services: In order to access the network while travelling or being away from the office, the House Administration provides one SecurID Access Card to every Member. Additional cards may be requested and charged to the Member’s Office Budget.

Fax Machines: Members may purchase or lease fax machines for their constituency office. Costs to acquire and install the fax machine or any required additional telephone line, as well as associated operating expenses including long-distance fees, are charged to the Member’s Office Budget. Members are encouraged to consult Materiel and Contract Management about the equipment available through standing offers.

Television: Members may install cable television in their constituency office. The installation and monthly service fees may be charged to their Member’s Office Budget.

Global Positioning System (GPS) Devices: Members may charge the cost of one portable GPS device to their Member’s Office Budget. Any repair and maintenance costs are chargeable to the Member’s Office Budget. Service fees, subscription charges, installation charges, accessories and non-portable GPS devices may not be charged against the Member’s Office Budget and will be considered a personal expense. The portable GPS device will be recorded in the Constituency Asset Inventory Report and must be returned when the Member ceases to be a Member.

Fax Machine in Primary or Secondary Residences: Members may purchase or lease a fax machine for their primary and secondary residences. Costs to acquire and install the fax machine, an additional telephone line, if required, and associated operating expenses, including long-distance fees, are charged to the Member’s Office Budget.

Internet in Primary and Secondary Residences: Members may purchase Internet service in their primary and secondary residences. Connection and monthly service fees may be charged to the Member’s Office Budget. Members should make their own arrangements for Internet service in the home.

4.5 Office Decor

Members may modestly and professionally decorate their offices in a standard office style. Members may charge decorative items under $100 (including framing costs, if required), plus applicable taxes, to their Member’s Office Budget. Members may not charge to any budget the cost of purchasing or renting artwork. For more information on the framing policy, see section 6. Other Services in the Services chapter.

For greater precision, decorative items include personalized items such as swearing-in certificates, press clippings, photos with dignitaries and community leaders and photos taken at events the Member organized or attended. Allowable personalized items must be related to the discharge of the Member’s parliamentary functions and displayed as a decorative item in the Member’s constituency or parliamentary office. These personalized items may be retained by the Member when they cease to be a Member.

All decorative items, other than the allowable personalized items listed above, become the property of the House regardless of the cost or the source of the item. As a result, Members will not be able to retain these items when they cease to be a Member.


March 20, 2014 Page 13 of 14

5. Custody, Care and Control of Assets All assets provided by the House Administration or charged to any budget are the property of the House of Commons. Members have the custody and use of goods provided by the House of Commons, subject to conditions set by the Board. As custodians of these assets, Members are expected to safeguard them during their term in office, wherever they are used, including the office, at home and in their car, and when being used by their employees. In general, assets should not be transferred between the parliamentary and constituency offices.

Members are also responsible for the assets they assign to their employees. As a result, Members must ensure that upon termination of employment, all House of Commons assets assigned to employees, including wireless devices, computers, parking and security passes, are returned.

Inventory Control: The House Administration maintains two inventory reports for each Member: one for office furniture and equipment in the parliamentary and constituency offices, and the other for telephones and wireless devices. These reports contain an up-to-date listing of all House of Commons assets entrusted to the Member. They are the official record by which the Member will be held accountable. Copies of these reports are provided to Members annually, at the time of an election or upon request. Members must verify these reports and confirm their accuracy by returning a signed copy to Materiel and Contract Management and Telecommunications Services respectively.

The Member’s Whip, or the Speaker in the case of independent Members, will be informed if the Member does not sign and return the inventory report within 30 days. If the Member does not comply within 30 days of written notification from the Whip or Speaker, Financial Management Operations may withhold payment on non-salary expenses and not process office furniture, equipment and supply requisitions.

Lost or Damaged Assets: Members must report in writing any lost or damaged asset as soon as possible to Materiel and Contract Management or Telecommunications Services as appropriate, and describe the circumstances surrounding the loss or damage. Members are personally responsible for reimbursing the House of Commons if assets provided to them or charged to any budget are damaged other than by reasonable wear and tear or if it is determined that the Member did not protect the asset sufficiently to avoid a loss. The Member’s inventory report will be adjusted accordingly. Members may not dispose of assets without prior approval from the House Administration. For more information on lost or damaged assets, contact Materiel and Contract Management. For more information on insurance implications, please refer to the Speaker’s memo.

Although the House Administration will work with Members to resolve the issue, the Board of Internal Economy may request that the Member rectifies the situation if it is determined that an asset was not damaged by reasonable wear and tear or that the Member did not protect the asset sufficiently to avoid a loss. The Board may order that the goods be repaired or replaced, and that the related costs be deducted from any allowance or other non-salary payment due to the Member. This provision does not affect any other civil remedy available to the Board of Internal Economy.


March 20, 2014 Page 14 of 14

Obsolete and Surplus Assets: If assets are obsolete or surplus to needs, Members must contact Materiel and Contract Management who will work with them to determine the best course of action for disposal. The Member’s inventory report will be adjusted accordingly. For more information, contact Materiel and Contract Management.

Stolen Assets: Members must submit an official police report for any stolen asset to Materiel and Contract Management or Telecommunications Services, as appropriate, as soon as possible. House Administration will work with the Member to replace these assets. For more information on stolen assets, contact Materiel and Contract Management. For more information on insurance implications, please refer to the Speaker’s memo.


Offices

Appendix: Limits on the Purchase of Assets

The Board of Internal Economy has established administrative controls governing the purchase of assets by Members, House Officers and Research Offices. This document contains the following information:

1. Controls on specific allowable assets

2. Summary of assets not allowed

3. Transition strategy

1. Controls on specific allowable assets

The following table identifies the maximum purchase price and quantity for certain assets that can be purchased using the Member’s Office Budget (MOB) or any other applicable budget, subject to the Board’s policies. This table is not an all-inclusive list of allowable assets; it includes only those assets with specific purchase price or quantity limits. This list will be updated from time to time to include new items that require administrative controls.

If Members are uncertain whether the purchase of an asset is allowable or not, they should consult the Offices chapter and the Services chapter. They may also contact the following services for assistance and advice:

For furniture, furnishings and general office equipment, contact Materiel and Contract Management.

For information technology equipment, contact Information Services’ IT Service Desk.

Asset Type Maximum Purchase

Price (per item)*

Maximum Quantity Comments

Global Positioning System None One per Member As per the Board decision of June 8, 2008, the system must be a stand-alone device.

These assets are charged to the MOB.

Cameras (digital & film) $500** One per office The cost of all accessories is included in the maximum purchase price, whether purchased at the same time as the camera or subsequently.




Asset Type Maximum Purchase

Price (per item)*

Maximum Quantity Comments

Video cameras (all types) $1,000** One per Member The cost of all accessories is included in the maximum purchase price, whether purchased at the same time as the video camera or subsequently.


Tablets: Apple iPad (iOS 4.3 or higher with Wi-Fi + 3G) or BlackBerry PlayBook

$1,500 One per Member The cost of all accessories (extended warranty, case, charger and micro SIM card) is included in the maximum purchase price.

Extended 24-month warranty must be purchased for the device.


Coffee makers (all types)

$250 One per office These assets are charged to the MOB.

Televisions (all types)

$750 Two per constituency office

The cost of installation and all accessories, such as mounting brackets and cables, is included in the maximum purchase price.

Includes televisions used for any purposes including video conferencing and digital signage.


Refrigerators (all types)

$750 One per constituency office


Portable event shelters (all types)

$1,200 One per constituency office

Camping-style tents or shelters are not allowed.

Colour must be non-partisan: white or another neutral colour.


Public address systems $1,500 One per constituency office

The cost of all components such as loud speakers, mixers, megaphones, microphones, stands and cabling is included in the maximum purchase price.


Decorative items $100 Nil Framing costs included. These assets are charged to the MOB.

* Excludes applicable taxes.

** If Members choose to seek reimbursement for the purchase of a camera or video camera that exceeds

the maximum purchase price, Members will be personally responsible for the portion of the cost above

the maximum purchase price. This amount will not be reimbursable at anytime and the asset remains

the sole property of the House of Commons.



2. Assets not allowed

Members may not charge household, personal, premium or customized items to any budget. The following list provides examples of assets that are not allowable expenses against any budget since they are not transferable, reasonable or typically needed in an office.

Household items:

camping equipment, BBQs and outdoor grills;

home theatre sound systems;

stoves and blenders;

beds and cots;

steam irons or steamers; and

power tools.

Personal items:

artwork;

iPod, iPhone, iPod touch, MP3 players and any related accessories;

electronic book readers such as Kindles, Kobos and Sony Readers;

luggage;

clothing such as coats and formal wear; and

car accessories.

Premium or customized items:

leasehold improvements that would normally be paid for by the landlord, such as permanent walls and bathroom renovations;

any items that cannot be relocated to another office, such as custom blinds and built-in bookshelves;

assets that are permanently customized, such as an event tent printed or embroidered with the Member’s name or in the Member’s party colour;

luxury and/or antique and/or custom-built furniture; and

special-order desk blotters and other accessories.

3. Transition strategy

Members who currently have more than the maximum quantity of the items listed above in their office inventory will not be allowed to replace these items or make new purchases until the current inventory falls below the limits listed. The House Administration will work with Members to determine whether these excess assets are still in working order and in active service, or if they are no longer required or obsolete. Members who currently have assets that are no longer allowed may not replace such items.

November 13, 2013

Contracts


2. Setting Up a Contract .................................................................................................. 1

2.1 Contracts for Professional Services ............................................................... 1

2.2 Contracts for Goods and Other Services........................................................ 3

3. Requirements, Restrictions and Limitations ................................................................. 5

4. Status of Contractors ................................................................................................... 7

5. Invoicing and Payment Procedures ............................................................................. 8

November 13, 2013 1

Contracts

1. Introduction Members may enter into contracts for professional services and for goods and other services to carry out their parliamentary functions. Throughout this chapter, reference to Members should also be read to include House Officers and National Caucus Research Offices, unless otherwise indicated, and any expenses will be charged to their respective budgets. This chapter should be read in conjunction with the Governing Principles of the Governance and Principles chapter.


Setting Up a Contract

Requirements, Restrictions and Limitations

Status of Contractors

Invoicing and Payment Procedures

Contracts are not to be used to create an employment relationship. For information on how to hire employees, see the Employees chapter.

2. Setting Up a Contract Members are personally responsible for all contracts they sign, even when signed by their authorized delegates. There are two types of contracts:

Contracts for professional services

Contracts for goods and other services

2.1 Contracts for Professional Services

When setting up a contract for professional services, the mandatory contract template is to be used. No other format will be accepted. Contracts for professional services that are not set up with the mandatory template will be returned to the Member.

A contract for professional services is used when individuals are engaged to assist a Member in carrying out their parliamentary functions by providing particular services, including the following:

Members’ Allowances and Services Contracts

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Writing (e.g. drafters of reports, speeches and ten percenters);

Communications (e.g. media relations specialists and event planning coordinators);

Research (e.g. researchers engaged in fact finding, inquiries and studies);

Administration (e.g. office assistants and managers, and human resources specialists);

IT support (e.g. Web site and desktop designers); and

Training (e.g. consultants who organize or deliver training, excluding educational institutions).

For a copy of the mandatory contract template for professional services for Members or House Officers and Research Offices, see IntraParl.

If a company or organization is engaged to provide professional services, the contractor may have a standard contract. In this situation, Members must consult with the Office of the Law Clerk and Parliamentary Counsel for further guidance. It is the Member’s responsibility to ensure that the automatic termination clause and other mandatory clauses are included in the contract. The mandatory contract template for professional services includes a number of standard automatic termination clauses for the following situations:

the Member dies, resigns or is not re-elected;

in the case of contracts entered into by House Officers or Members responsible for the Research Office when Parliament is dissolved;

the contractor becomes employed by another Member or a federal department, agency or Crown corporation listed in the schedules to the Financial Administration Act;

the contractor is unable to provide the services required; or

the services of the contractor are not satisfactory or are no longer required.

The mandatory contract template for professional services for House Officers and Research Offices also includes an automatic assignment clause in the event the responsibilities of the House Officer or the Member responsible for the Research Office cease during the term of the contract.

An original signed copy of the contract must be submitted to Financial Management Operations within 30 days of its signature. If a Member fails to provide the original signed contract within this period, the House Administration will not pay the contractor. Contracts for professional services created through verbal agreements will not be paid.

Payments will not be processed for any work performed more than 30 calendar days prior to the date of receipt of the original signed contract by Financial Management Operations.


November 13, 2013 3

House Officers and Members responsible for Research Offices may delegate their authority to enter into, amend or terminate contracts to a regular employee. Members may not delegate this authority. For more information, see the House Officers and Recognized Parties chapter and Budgets chapter.

Upon termination of the contract, the contractor will be paid for the work performed up to the date of termination. The contractor must immediately return all completed work and all work in progress to the Member or House Officer.

2.2 Contracts for Goods and Other Services

When setting up a contract for goods and services, other than professional services, the form of the contract used is at the discretion of the Member and the contractor. Contracts for goods and other services may be entered into for the following types of goods and services:

Utilities (e.g. security system monitoring, snow removal, telecommunications services, Web site hosting and cell phone plans);

Advertising (e.g. publishing in newspaper and signage);

Printing (e.g. document layout and printing services);

Couriers and shipping (e.g. local couriers, shipping and mailing);

Office repairs and routine maintenance (e.g. office cleaning, repairs and renovations);

Temporary help agency services (e.g. office assistance);

Training (e.g. commercially available training courses, workshops and seminars provided by educational and training institutions such as universities);

Miscellaneous (e.g. various assets and one time services such as entertainment for an event); and

Legal review of constituency office leases: Members may charge legal fees related to the preparation of an office lease to their Member`s Office Budget.

To ensure that the interests of Members and the House of Commons are protected, these contracts must provide all of the following information:

the Member is entering into the contract as a Member of Parliament;

the contractor’s business number, goods and services tax/harmonized sales tax registration number or social insurance number;

a detailed description of the nature of the goods and services to be provided by the contractor, including a statement of work or statement of requirements that clearly describes:

the work to be accomplished;


November 13, 2013 4

how the work or services are to be performed (location of the contractor, tools and resources to be provided to the contractor, availability of the contractor, etc.);

when the work or services are expected to be performed and completed (timelines and deliverables).

total fees for services;

for Members, an automatic termination clause in the event the Member ceases to be a Member:

This Contract shall terminate without notice on the day the Member ceases to be a Member.

for House Officers, an automatic assignment clause in the event the House Officer ceases to be a House Officer (whether during a Parliament or upon dissolution of Parliament):

If the Member ceases to act in his or her capacity as House Officer, this Contract will automatically be assigned to his or her successor. The assignee will have 15 days from the date of assignment to terminate this Contract with 10 days written notice.

for Members responsible for the National Caucus Research Office, an automatic assignment clause in the event the Member responsible ceases to be responsible for the Research Office during a Parliament:

If the Member ceases to act in his or her capacity as Member responsible for [insert name of political party] National Caucus Research Office during a Parliament, this Contract will automatically be assigned to his or her successor. The assignee will have 15 days from the date of assignment to terminate this Contract with 10 days written notice.

for Members responsible for the National Caucus Research Office, an automatic assignment clause in the event the Member responsible ceases to be responsible for the Research Office upon dissolution of Parliament:

On dissolution of Parliament, this contract will automatically be assigned to the leader of [insert name of political party]. The assignee will have 15 days from the date of assignment to terminate this Contract with 10 days written notice.

for House Officers and Members responsible for the National Caucus Research Office, an automatic termination clause in the event the Member‘s party loses official party status:

This Contract shall terminate without notice if the [insert the name of the Member’s political party] loses official party status in the House of Commons.


November 13, 2013 5

Members must ensure that all the above required information is included in the contract or the invoice may be returned to the Member. If the above-mentioned termination and assignment clauses are omitted from a contract, the Member will be held personally responsible for any expenses incurred due to early termination.

House Officers and Members responsible for Research Offices may delegate their authority to enter into, amend or terminate contracts to a regular employee. Member may not delegate this authority. For more information, see the House Officers and Recognized Parties chapter and Budgets chapter.

Upon termination of the contract, the contractor will be paid for the work performed up to the date of termination. The contractor must immediately return all completed work and all work in progress to the Member or House Officer.

3. Requirements, Restrictions and Limitations In addition to the mandatory template for contracts for professional services and mandatory termination and assignment clauses, the Board of Internal Economy has established the following minimum contracting requirements, restrictions and limitations that apply to all types of contracts:

Persons authorized

Members and their family

Designated Travellers

Political party executives

Other restricted contractors

Contracting for legal services

Goods and services provided centrally

Amending contracts and subcontracting

Maximum contract limit

Ownership of work and confidentiality

Travel by contractors

For more information, contact the Office of the Law Clerk.

Persons authorized: Members may only enter into contracts with persons who have a Canadian social insurance number or business number, or with those who are authorized to work in Canada.


November 13, 2013 6

Members and their family: Members may not enter into any contract with either a member of their immediate family, or a company in which an immediate family member is a director, officer or major shareholder. Neither Members nor their immediate family may personally benefit, directly or indirectly, from any contract.

Designated travellers: Members may not enter into any contract with either their designated traveller or a company in which their designated traveller is a director, officer or major shareholder. Neither Members nor their designated traveller may personally benefit, directly or indirectly, from any contract.

Political party executives: Members may not enter into any contract with a political party executive. The Leader of each recognized party must provide the names of all political party executives to the House Administration on an annual basis and within 30 days of any changes.

Other restricted contractors: Persons receiving employment income from the Consolidated Revenue Fund, other than as a part-time reservist in the Canadian Forces, may not provide services under contract to Members, nor may they benefit directly or indirectly from any contract with a Member as director, officer or major shareholder of a company or otherwise. This includes persons who are employed by the following persons or organizations:

any Member or House Officer, including the contracting Member or House Officer;

the House Administration;

the Senate Administration;

a Senator;

the Library of Parliament; or

federal departments, agencies, or Crown corporations listed in the schedules to the Financial Administration Act.

Contracting for legal services: Except for legal assistance to prepare constituency office leases, Members may not enter into a contract with an individual, a law firm or business for the purpose of receiving legal services. Members seeking legal services should contact the Office of the Law Clerk and Parliamentary Counsel.

Goods and services provided centrally: Unless specified otherwise, contracts may not be used to acquire goods and services already provided centrally by the House Administration.

Amending contracts and subcontracting: Once signed by both parties, contracts cannot be retroactively amended to provide an increase in fees for work already performed. Contractors wishing to subcontract all or any portion of the work to be performed must obtain the Member’s written permission in advance.

Maximum contract limit: The Board of Internal Economy has established that the total amount payable by a Member to a contractor within one fiscal year cannot exceed the maximum contract limit, which is equivalent to the allowable maximum annual salary for


November 13, 2013 7

Members’ employees as per the Schedule of Rates in the Budgets chapter. The contracting expenditure limit excludes the goods and services tax and the provincial or harmonized sales tax. There is no maximum contract limit for House Officers or the Research Office.

Ownership of work and confidentiality: The House of Commons owns all work performed by the contractor, but the Member issuing the contract retains exclusive direction and control over that work while in office and thereafter. Contractors must treat all information they have access to as confidential during and after the completion of the contract. Contractors must not divulge anything related to the work performed for a Member.

Travel by contractors: Contractors are not entitled to any of the Members’ travel provisions. Contractors will not be reimbursed for any travel expenses.

4. Status of Contractors Contractors are hired as independent contractors and not as employees of Members or the House Administration. Contractors normally provide some expertise and require little to no direct supervision other than general instruction. As independent contractors, they generally use their own office tools, equipment, supplies and office space and do not require training to perform the work required.

Because contractors can, on occasion, perform activities that are similar or related to the work done by Members’ employees, it is very important that these activities be performed independently and at arm’s length. To avoid the perception of an employer-employee relationship, Members should ensure the following:

the service provided is unique or different from the usual activities of the Members’ employees;

the contractors provide their own work tools and work space and do not work in the Member’s office for extended periods of time;

the contract itself is managed properly; and

contractors are not directly supervised.

If a person engaged under a contract is later deemed by the Canada Revenue Agency (CRA) to be an employee, the employee’s deductions at source and any other costs or penalties, as determined by the CRA, will be charged against the Member’s Office Budget. The employer’s portion of the employee’s benefit plan will be paid by the House Administration. The contractor who is deemed by the CRA to be an employee may also have a claim for certain benefits.

No deductions at source will be made from any contract payments, since contractors are not employees of Members or House Administration.

Members may request that Security Services conduct a security screening of contractors prior to commencement of work under a contract.


November 13, 2013 8

5. Invoicing and Payment Procedures The expenses resulting from contracts are charged against the Member’s Office Budget, House Officers Office Budgets or the budget of the National Caucus Research Office as applicable.

Payments to contractors will be based on the work completed. No payments will be made in advance of work not yet done. Periodic progress payments based on work completed are allowed, but services must have been performed during the period for which the payment is authorized.

The contractor must submit an invoice, on personal or corporate letterhead, for each payment requested. All invoices must be signed by the Member and must indicate the following:

the completed work, described in detail;

the period of time over which the work was completed;

the percentage of contract work completed during the period covered by the invoice;

the cumulative percentage of work completed to date; and

the dollar amount of the invoice.

Payments will not be processed for any work performed more than 30 calendar days prior to the date of receipt of the original signed contract by Financial Management Operations.

Taxes: The goods and services tax (GST), the harmonized sales tax (HST) or the Québec sales tax (QST), as applicable, apply to contracts for professional services and contracts for goods and other services. These taxes must be shown separately on all invoices and are paid by the Member. These taxes are automatically charged to a central account and are not charged to the Member’s Office Budget. The contractor’s GST/HST/QST registration numbers must appear on all invoices when these taxes are charged.

The provincial sales tax (PST) only applies in the provinces of Saskatchewan, Manitoba and British Colombia. Members may claim a PST exemption by including a PST exemption provision in the contract. The contractor may require a PST exemption certificate.

For a copy of the PST exemption certificate or for further information on the application of the GST, HST, QST and PST, contact Financial Management Operations.


House Officers &

Recognized Parties


2. Salary and Benefits ..................................................................................................... 3

3. House Officers ............................................................................................................ 4

3.1 House Officers Office Budgets ....................................................................... 4

3.2 Hospitality Expenses...................................................................................... 6

3.3 Travel ............................................................................................................ 7

3.4 Offices and Services ...................................................................................... 8

4. National Caucus Resources ........................................................................................ 8

4.1 National Caucus Research Office .................................................................. 8

4.2 Other National Caucus Budgets ................................................................... 10

5. Speaker and Other Presiding Officers ....................................................................... 12

5.1 Office Budgets ............................................................................................. 12

5.2 Hospitality .................................................................................................... 13

5.3 Speaker’s Travel .......................................................................................... 14

5.4 Offices and Services .................................................................................... 15

5.5 Dissolution of Parliament ............................................................................. 15

6. Employees ................................................................................................................ 16


House Officers &

Recognized Parties

1. Introduction House Officers are Members elected or appointed to positions within the national caucus of a recognized party who carry additional parliamentary functions. House Officers include the Speaker and other presiding officers, Opposition Party Leaders, House Leaders, Chief Whips, National Caucus Chairs and Members who are former Prime Ministers.

Certain House Officers are provided with an office budget and an additional parliamentary office. Each recognized party is provided with the additional resources necessary to support their Members and House Officers in carrying out their parliamentary functions. The Board of Internal Economy regulates the use of all these resources. This chapter should be read in conjunction with section 2. Governing Principles in the Governance and Principles chapter.


Salary and Benefits

House Officers

National Caucus Resources

Speaker and Other Presiding Officers

Employees

The resources provided to the national caucus, House Officers and their employees are affected by the dissolution of Parliament and general elections. For more information, see the Dissolution of Parliament chapter and section 6. House Officers and Recognized Parties in the Elections chapter.

Members’ Allowances and Services Manual House Officers & Recognized Parties


2. Salary and Benefits In accordance with the Parliament of Canada Act, some House Officers receive additional salaries which are paid from the date of their appointment. For more detail, see the Sessional Allowance and Additional Salaries appendix in the Members’ Salary and Benefits chapter.

The additional salaries of the Speaker and other presiding officers are paid as of the date of their election to their respective position and continue during prorogation. Following a general election, the Speaker and Deputy Speaker continue to receive their additional salary until a new Speaker and a new Deputy Speaker are elected.

Pensions: Under the Members of Parliament Retiring Allowances Act, Members must contribute a percentage of their sessional allowance toward their pension. House Officers have the option of contributing a percentage of their additional allowances as well. For more information on Member’s retirement benefits, see IntraParl or contact Pay and Benefits.

Motor vehicle allowances: The House Administration provides an automobile to the Speaker and to each recognized opposition party leader. Since the automobile may only be used in the discharge of the responsibilities of that office and not for the personal use of the Speaker or Party Leader or any other person, it is not a taxable benefit. The House Administration pays for automobile insurance under a fleet arrangement. All operating and maintenance costs for the automobiles, including the cost of hiring a driver, are charged to the Speaker’s and Opposition Party Leader’s respective budgets.

In accordance with the Parliament of Canada Act, an annual motor vehicle allowance of $1,000 is provided to the Speaker and $2,000 to the Leader of the Official Opposition. This allowance is not taxable.

Accommodations: The Speaker is provided with an apartment in the Centre Block of the parliamentary precinct. Under the Official Residences Act, the Speaker is also provided with an official residence at Kingsmere Estate. The Leader of the Official Opposition is provided with an official residence at Stornoway and a budget to pay for the remuneration and other costs related to employees managing the residence. In fiscal year 2014-2015, this budget is $145,644. On behalf of Public Works and Government Services Canada, the National Capital Commission is responsible for the maintenance and upkeep of the lands and buildings.



3. House Officers Depending on their role, House Officers are provided with an office budget and other resources necessary to support their parliamentary functions.


House Officers Office Budgets

Hospitality Expenses

Travel

Offices and Services

3.1 House Officers Office Budgets

Opposition Party Leaders, Opposition House Leaders, Chief Whips and National Caucus Chairs of all recognized parties are provided with an annual office budget to pay employee salaries and language training costs, expenses related to translation services and contracts, some office expenses as well as, in some instances, hospitality, employees’ travel and communication expenses, subject to the conditions outlined below.

The following table summarizes the House Officers Office Budgets.

2014-2015 House Officers Office Budgets

Government Official Opposition Liberal

Party Leaders — $3,675,062 $1,191,107

House Leaders — 426,836 215,892

Chief Whips $683,682 496,086 227,803

Caucus Chairs 104,886 83,661 60,414

House Officers Office Budgets are established following a general election, based on a formula approved by the Board of Internal Economy. Within a Parliament, House Officers Office Budgets can only be adjusted by a decision of the Board of Internal Economy, normally through the Estimates process. These budgets are not adjusted in the event of a change in party representation in the Chamber during a Parliament. When a new House Officer is appointed during a fiscal year, the new House Officer assumes the balance of the budget of the former House Officer for the remainder of that fiscal year. For more information, see section 6. House Officers and Recognized Parties in the Elections chapter or contact Policy and Financial Planning.

Restrictions: House Officers are also bound by the same restrictions as Members for the use of their budgets. For more information, see section 4. Restrictions in the Budgets chapter.



The funds, goods, services and premises provided to House Officers in support of their responsibilities must be kept separate from any other entitlements provided to them as Members. These resources may only be used as directed by the Board of Internal Economy.

Budget Transfer: House Officers within a recognized party may transfer funds between their respective House Officers Office Budgets. However, no funds may be transferred between the budgets of House Officers, the national caucus or Members. House Officers must notify the Chief Financial Officer, in writing, of the amounts to be transferred.

Communications Expenditure Limit: Chief Whips may use up to the following amount of their annual office budget for communication costs such as couriers, fax machines and similar expenses. This amount may not be carried forward from year to year or between Parliaments.

2014-2015 Communications Expenditure Limit

Government Official Opposition Liberal Chief Whips $1,260 $540 $400

Contracts: House Officers may enter into contracts for professional services and for other goods and services to carry out their parliamentary functions. They are bound by the same contracting restrictions and requirements that apply to Members, except that there is no contracting expenditure limit for House Officers. Expenses related to these contracts are charged against the House Officers Office Budgets. For more information, see the Contracts chapter.

Carry Forward: House Officers may carry forward into the next fiscal year the unspent portion of the previous fiscal year’s annual office budget, excluding any carry-forward from a prior year, to a maximum of 5% of the approved budget. The carry-forward policy does not apply to expenditure limits established within a budget, for example, the hospitality expenditure limit for the Opposition Party Leaders, Opposition House Leaders and Chief Whips.

The House Administration calculates the carry-forward each year in June and the amount is automatically added to the new year’s annual office budget.

There is no carry-forward between Parliaments.

Delegation of Authority: House Officers may delegate certain responsibilities to their regular employees to assist in the management of their office. However, House Officers are ultimately accountable for the actions of their employees. The following responsibilities may be delegated:

enter into or terminate employment relationships;

set or amend rates of pay and working hours for employees;

enter into, amend or terminate contracts;

initiate expenditures, other than travel expenses, against House Officers Office Budgets;



approve all invoices for payment, except travel expenses;

approve requisitions for office supplies and stationery;

request budget information;

request salary information on employees;

approve the monthly employee attendance forms, except the designated employee’s own report; and

obtain locksmith services.

Delegation cannot be extended under any circumstances to an employee of another House Officer, another Member, to any contractor or to a ministerial employee.

Financial Management Operations must be notified in writing of the delegation, its scope, duration, any subsequent amendments, and termination by completing and returning the Delegation of Authority — House Officers form.

Financial Reporting: House Officers may access their financial reports through the online Data Warehousing System. House Officers expenses are not subject to public disclosure.

Dissolution of Parliament: The responsibilities of House Officers are significantly impacted by the dissolution of Parliament. For more information, see the Dissolution of Parliament chapter.

3.2 Hospitality Expenses

Party leaders, House Leaders and Chief Whips may use up to 3% of their annual office budget for hospitality expenses in the discharge of their parliamentary functions. This amount may not be carried forward from one fiscal year to the next or between Parliaments. The following table presents the annual maximum for hospitality expenses of these House Officers:

2014-2015 Hospitality Limit

Government Official Opposition Liberal Party Leaders — $110,252 $35,733

House Leaders — 12,805 6,477

Chief Whips $20,510 14,883 6,834



3.3 Travel

As Members, House Officers may use their travel points in the discharge of their parliamentary functions. For more information, see section 3. Travel Points System in the Travel chapter. The following exceptions to the travel provisions apply for House Officers:

Points for Special Trips: The 25 travel point limit for special trips does not apply to the Speaker, Opposition Party Leaders, Opposition House Leaders and Chief Whips of recognized parties.

Employee Travel: House Officers may allocate up to 25 of their travel points for special trips to their eligible employees when accompanying them on special trips related to their parliamentary functions. For more details, see section 3. Travel Points System in the Travel chapter.

Accommodation, Meals and Incidentals: When an employee accompanies the House Officer on a special trip, the employee’s accommodation, meals and incidentals may be charged to the Member’s Office Budget of the House Officer.

Additional Travel Expenses: Party Leaders, House Leaders and Chief Whips of a recognized party, except the Prime Minister and the Government House Leader, may also charge employees’ travel expenses against their annual hospitality limit of their House Officers Office Budget under the following conditions:

o Hospitality and employees’ travel expenses combined cannot exceed $10,000 or the House Officer’s hospitality limit, whichever is greater;

o If their hospitality limit is less than $10,000, House Officers may charge up to the difference between their hospitality limit and the $10,000 to their House Officers Office Budget for employee travel expenses;

o Allowable travel expenses include accommodation, meals, incidentals and transportation only after the 25 points for special trips are fully utilized. The expenses must be personally authorized by the House Officer. For a list of current rates, see the Schedule of Rates in the Budgets chapter; and

o Neither the hospitality limit nor the $10,000 limit can be carried forward from year to year or between Parliaments.

Extended Sitting Hours: When the House of Commons sits for extended hours and the employees of House Leaders and Chief Whips of a recognized party are required to work long hours, the costs for the employees’ meals and transportation to the employees’ residence may be charged to their respective House Officers Office Budget.

Opposition Party Leaders: In addition to the 64 travel points available to all Members, Opposition Party Leaders have 16 supplementary points, for a maximum of 80 travel points, for trips within Canada. They may allocate some or all of these points to their designated traveller, dependants, eligible employees or parliamentary interns. These points may be used for regular trips or special trips.



Opposition Party Leaders may use up to 4 of the 80 travel points for special trips to Washington D.C. and 2 of these 4 points for trips to New York City under the conditions described in section 3.1 Travel Points Allocation of the Travel chapter.

3.4 Offices and Services

Party Leaders, House Leaders, Chief Whips and Caucus Chairs of all recognized parties are provided an additional parliamentary office, equipped with all necessary office furniture and equipment. The House Administration also provides supplies and a reasonable number of wireless devices. After a general election, office furniture and equipment are re-allocated, based on party representation. All equipment and furnishings provided by the House Administration remain the property of the House. All other House services provided to Members are generally extended to House Officers. For more information, see the Offices chapter and the Services chapter.

4. National Caucus Resources The national caucus of each recognized party is provided with resources to support its Members and House Officers in carrying out their parliamentary functions. Wherever reference to a national caucus is used, it means all Members of a recognized party in the House of Commons. Reference to the national caucus is not considered to be a reference to a sub-group of the national caucus, for example, regional caucuses or special interest groups.


National Caucus Research Office

Other National Caucus Budgets

4.1 National Caucus Research Office

The National Caucus Research Office has the mandate of supporting the national caucus’ Members and House Officers in carrying out their parliamentary functions. The Leader of the Party must designate and inform in writing the Chief Financial Officer, the Member to be responsible for the National Caucus Research Office. This Member is the employer of the employees of the Research Office.

Each Research Office is provided with an annual office budget to pay employee salaries and language training costs, and expenses related to translation services and contracts. The following table summarizes Research Office Budgets.

2014-2015 National Caucus Research Offices Budgets


$2,403,312 $2,286,084 $1,139,010



Research Office Budgets are established following a general election, based on a formula approved by the Board of Internal Economy. Within a Parliament, Research Office Budgets are only adjusted by a decision of the Board of Internal Economy, normally through the Estimates process. These budgets are not adjusted in the event of a change in party representation in the Chamber during a Parliament. When a new Member is appointed during the fiscal year, the new Member assumes the balance of the budget of the former Member for the remainder of the fiscal year. For more information, see section 6. House Officers and Recognized Parties in the Elections chapter or contact Policy and Financial Planning.

Restrictions: The Member responsible for the Research Office is also bound by the same restrictions as Members on the use of their budgets. For more information, see section 4. Restrictions in the Budgets chapter.

The funds, goods, services and premises provided to Research Office must be kept separate from any other entitlements provided to the Member responsible for the Research Office as a Member. These resources may only be used as directed by the Board of Internal Economy.

Budget Transfer: No funds may be transferred between the budgets of national caucuses, House Officers or Members.

Contracts: The Member responsible for the Research Office may enter into contracts for professional services and for other goods and services. Research Offices are bound by the same contracting restrictions and requirements that apply to Members. However, there is no contracting expenditure limit for Research Offices. Expenses related to these contracts are charged against the Research Office Budget. For more information, see the Contracts chapter.

Carry Forward: Recognized parties may carry forward into the next fiscal year the unspent portion of the previous fiscal year’s Research Office Budget, excluding any carry-forward from a prior year, to a maximum of 5% of the approved budget.



Delegation of Authority: The Member responsible for the Research Office may delegate to a regular employee the same responsibilities as those of a House Officer to assist in the management of the Research Office. The Member responsible for the Research Office is ultimately accountable for the actions of their employees. Delegation cannot be extended under any circumstances to an employee of another House Officer, Member or to any contractor or ministerial employee. For more information, see the delegation of authority section for House Officers.

Financial Management Operations must be notified in writing of the delegation, its scope, duration, any subsequent amendments, and termination by completing and returning the Delegation of Authority — House Officers form.

Financial Reporting: The Member responsible for the Research Office may access the Research Office’s financial reports through the online Data Warehousing System. National Caucus expenses are not subject to public disclosure.


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Office and Assets: The Research Office is also provided with a parliamentary office, equipped with the necessary office furniture and equipment. The House Administration also provides supplies and a reasonable number of wireless devices. After a general election, office furniture and equipment is re-allocated based on party representation. All equipment and furnishings provided by the House Administration remain the property of the House. All other House services provided to Members and House Officers are generally extended to the Research Office. For more information, see the Offices chapter and the Services chapter.

Dissolution of Parliament: On the day of dissolution, all activities of the Research Offices cease, contracts for professional services are terminated and the employees are laid-off for the duration of the dissolution period. As a result, the Member’s responsibilities for Research Office cease and Party Leaders’ resume. Following the general election, a Party Leader must re-designate a Member to be responsible for the Research Office.

4.2 Other National Caucus Budgets

The national caucus of each recognized party is allocated the following budgets:

2014-2015 National Caucus Budgets


Information Technology $288,838 $226,306 $94,296

Caucus Translation Services 120,459 120,459 120,459

National Caucus Meetings 44,329 44,329 44,329

These budgets are established following a general election, based on a formula approved by the Board of Internal Economy. Within a Parliament, national caucus budgets are only adjusted by a decision of the Board of Internal Economy, normally through the Estimates process. These budgets are not adjusted in the event of a change in party representation in the Chamber during a Parliament. When a new House Officer is appointed during the fiscal year, the new House Officer assumes the balance of the budget of the former House Officer for the remainder of the fiscal year. For more information, see section 6. House Officers and Recognized Parties in the Elections chapter or contact Policy and Financial Planning.

Each budget may be used as follows:

Information Technology Budget: The Information Technology Budget is the exclusive budget used to acquire computer equipment, including computers and laptops, printers, peripheral devices, smartphones, software and related consulting services on behalf of the national caucus. This budget may also be used to cover the cost of communication services such as subscriptions to electronic news sites. This budget is managed by the Chief Whip or may be delegated to another House Officer.


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All equipment and software must be obtained according to the House Administration’s established information technology standards and must be approved by the Information Services IT Service Desk prior to purchase. This will ensure compatibility with existing systems and will allow continued support, maintenance and repair by the House Administration.

All informatics equipment and resources provided to House Officers and the National Caucus Research Office must be used in compliance with the Acceptable Use of Information Technology Resources Policy.

Caucus Translation Services Budget: The Caucus Translation Budget is used to pay for translation expenses for the national caucus or sign language interpretation services for Members. This budget is managed by the Chief Whip.

Members may seek prior approval from their Chief Whip to charge the cost of sign language interpretation to this budget when such services are required to meet with hearing-impaired constituents. Alternatively, Members may also charge the cost of these services to their Member’s Office Budget. In either case, original receipts must be presented for reimbursement. For more information, see the Offices chapter and the Services chapter.

National Caucus Meetings Budget: The National Caucus Meetings Budget is used to pay for reasonable expenses incurred for national caucus meetings. These meetings may be held within or outside of the National Capital Region. Allowable national caucus meeting charges include employee travel, accommodation and related administrative support costs. The Chief Whip, or a person designated by the Party Leader, must approve these expenses and original receipts must be provided. Interpretation services for national caucus meetings may be charged to a House Administration central budget upon presentation of original receipts.

Expenses incurred by Members and their authorized travellers to attend a national caucus meeting may be claimed under normal travel provisions. For more information, see the Travel chapter.

When a national caucus meeting is held during, immediately preceding or immediately following a party convention, Members and their authorized travellers may seek reimbursement for their transportation expenses through the Travel Points System. However, a maximum of two days accommodation and per diems may be charged by the Member to the Travel Status Expenses Account and by employees to the Member’s Office Budget. Per diems are to be reduced when meals are provided at any event the traveller is attending. Travel expenses may only be sought for one national caucus meeting per party convention. All expenses related to the party convention are not permitted.

Restrictions: The House Officer or the person responsible for these budgets is also bound by the same restrictions as Members for the use of their budgets. For more information, see section 4. Restrictions in the Budgets chapter.

The funds, goods, services and premises provided to national caucuses must be kept separate from any other entitlements provided to House Officer or person responsible for


March 20, 2014 Page 12 of 16

these budgets in another capacity. These resources may only be used as directed by the Board of Internal Economy.

Budget Transfer: No funds may be transferred between the budgets of national caucuses, House Officers or Members.

Contracts: When the House Officer or person responsible for the Information Technology Budget, the Caucus Translation Service Budget or the National Caucus Meeting Budget enters into contracts, the policies for House Officers’ contracts apply. For more information, see the Contracts chapter.

Carry Forward: Recognized parties may carry forward into the next fiscal year the unspent portion of the previous fiscal year’s annual office budget, excluding any carry-forward from a prior year, to a maximum of 5% of the approved budget.



5. Speaker and Other Presiding Officers As House Officers, the Speaker and other presiding officers are provided with an office budget to support the functions of their offices.

This section describes the following considerations for presiding officers:

Office Budgets

Hospitality

Speaker’s Travel

Offices and Services

Dissolution of Parliament

Unless otherwise specified in this section, all the policies listed under section 3. House Officers apply to the Speaker and other presiding officers.

5.1 Office Budgets

Each presiding officer is provided with an office budget to pay employee salaries and contracts required in their offices. The Speaker may also use the office budget for hospitality, travel and other office operating expenses that are not provided or paid for by the House Administration. These expenses include freight and postage, equipment rental, office materials and supplies, as well as gas, maintenance and repairs for the Speaker’s automobile. The Speaker and the Leader of the Official Opposition may charge cable and telephone expenses incurred in their official residence against the Speaker’s Office Budget or the Stornoway Budget, as appropriate.


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Budgets are allocated on a prorated basis from the date of their election. However, if the incumbent Speaker and Deputy Speaker are re-elected as Speaker and Deputy Speaker respectively, their budgets continue uninterrupted. When a new presiding officer is appointed during a fiscal year, the new presiding officer assumes the balance of the budget of the former presiding officer for the remainder of that fiscal year.

2014-2015 Office Budgets for the Speaker and Other Presiding Officers

Speaker $965,148

Deputy Speaker and Chair, Committees of the Whole House 74,582

Deputy Chair, Committees of the Whole House 34,425

Assistant Deputy Chair, Committees of the Whole House 32,549

Delegation of Authority: The Speaker and other presiding officers may delegate to a regular employee the same responsibilities as those of a House Officer. The Speaker may also delegate to a regular employee the responsibility to initiate the Speaker’s travel expenses against the Speaker’s Office Budget. The Speaker and the other Presiding Officers are ultimately accountable for the actions of their employees. Delegation cannot be extended under any circumstances to an employee of another House Officer, Member or to any contractor or ministerial employee. For more information, see the delegation of authority section for House Officers.

Financial Management Operations must be notified in writing of the delegation, its scope duration, any subsequent amendments and termination by completing and returning the Delegation of Authority — House Officers form.

5.2 Hospitality

Speaker: The Speaker may use up to 16% of the Speaker’s annual office budget for hospitality expenses for parliamentary and protocol functions pertaining to the Speaker’s Office. For fiscal year 2014-2015, this amount represents $154,424. The role of the Speaker of the House of Commons includes responsibilities pertaining to protocol functions. The following expenses may be charged to the hospitality portion of the Speaker’s Office Budget:

food and beverages;

labour costs and equipment rental for Kingsmere Estate or Speaker’s private dining room. As there are no regular full-time employees at Kingsmere Estate, the costs of hiring individuals on a part-time or on-call basis for official events may be claimed;

official gifts obtained from the official gift bank maintained by the International and Interparliamentary Affairs Directorate; and

flowers and other hospitality related costs.


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The Speaker’s Office must maintain a log of all official hospitality events. The following information should be documented: date, nature or title of the event, number of persons invited, number of Members invited and total cost. All requests for reimbursement for hospitality expenses incurred while in travel status or otherwise must clearly indicate the number of individuals involved. For a template of the hospitality log, contact Financial Management Operations.

Parliamentary delegations: The costs of receiving parliamentary delegations are charged to the appropriate budget of the International and Interparliamentary Affairs Directorate, even if the Speaker’s Office makes the detailed arrangements and the Speaker attends or hosts the function.

House events: When the Speaker participates in events organized by other House Administration services, such as Long Service Awards and Workplace Charitable Campaign functions, the costs are charged to the budget of the House manager responsible for the event.

Other presiding officers: The Deputy Speaker and Chair of Committees of the Whole House, the Deputy Chair and the Assistant Deputy Chair of Committees of the Whole House, are each provided with a separate hospitality budget.

2014-2015 Hospitality Budgets for Other Presiding Officers

Deputy Speaker and Chair, Committees of the Whole House $3,332

Deputy Chair, Committees of the Whole House 2,005

Assistant Deputy Chair, Committees of the Whole House 2,005

5.3 Speaker’s Travel

Speaker: When the Speaker is travelling to carry out business as Speaker, all travel expenses of the Speaker are charged to the Speaker’s Office Budget. These costs include airfare, accommodation, meals, incidentals, car rental, long-distance telephone calls, etc. The Speaker can travel by business class when continuous air travel exceeds two hours. For more information on class of travel for the Speaker’s authorized travellers, see section 5. Class and Means of Travel in the Travel chapter.

Designated traveller: Travel expenses incurred by the Speaker’s designated traveller are charged to the Speaker’s Office Budget when that person accompanies the Speaker and is required to act as a host to assist the Speaker in the conduct of official responsibilities or to be present for reasons of protocol.

Employees: Employees of the Speaker may only travel by the equivalent of economy class. When travelling on business for the Speaker’s Office, travel expenses incurred by the Speaker’s eligible employees are normally charged to the Speaker’s Office Budget. However, if eligible employees travel under the Travel Points System, the Speaker has the option of charging their travel expenses to the Member’s Office Budget. For more information, see the Travel chapter.


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Parliamentary delegations: When the Speaker is travelling on parliamentary exchanges and protocol business (for example, heading a delegation), the Speaker’s travel costs are covered by the appropriate budget of the International and Interparliamentary Affairs Directorate.

5.4 Offices and Services

The Speaker and other presiding officers are allocated a parliamentary office in the Centre Block of the parliamentary precinct. The House Administration provides standard office furniture, office equipment, supplies and a reasonable number of wireless devices. All equipment and furnishings provided by the House Administration remain the property of the House. All other House services provided to Members are generally extended to the Speaker and other Presiding Officers. For more information, see the Offices chapter and the Services chapter.

5.5 Dissolution of Parliament

At the dissolution of Parliament, the Speaker and Deputy Speaker shall be deemed to remain in office until their replacements are elected. All funds, goods, services and premises provided to the Speaker and Deputy Speaker to support the functions of their offices may not be used for election purposes.

Personal entitlements: The Speaker’s and Deputy Speaker’s additional allowances and the Speaker’s motor vehicle allowance continue to be paid following the dissolution of Parliament. In addition, the Speaker may use the Centre Block apartment and the official residence at Kingsmere, as well as the automobile provided by the House Administration, until a new Speaker is elected.

Budgets and services: To ensure continuity in the administration of the House of Commons following the dissolution of Parliament, the Speaker’s Office Budget continues uninterrupted until a new Speaker is elected. The Speaker’s franking privilege also continues through the dissolution period.

Employees: When the Speaker ceases to hold office, regular employees of the Speaker’s office will be retained for a period of 30 calendar days after the new Speaker is elected. If the new Speaker terminates their employment, regular employees are entitled to a separation entitlement of 30 calendar days following the election of the new Speaker. When the Deputy Speaker ceases to hold office, the normal termination rules for House Officer’s employees apply. For further information, contact Pay and Benefits or see the Employees chapter.

For more information, see the Dissolution of Parliament chapter.


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6. Employees House Officers and the Member responsible for the National Caucus Research Office may recruit, hire, promote or release employees as well as determine the duties to be performed, hours of work, classification of positions and salaries. House Officers and the Member responsible for the Research Office are the employers of their respective employees.

House Officers’ employees and Research Office employees are hired generally under the same terms and conditions of employment as Members’ employees. Unlike Members’ employees, House Officers’ employees and the employees of the Research Office do not have a maximum salary limit. The salaries of House Officers’ employees and employees of the Research Office are charged to the House Officer Office Budget and the Research Office Budget respectively.

For more information on hiring employees and special conditions on the departure of employees, see the Employees chapter.


Resignation or Death of a

Member


2. Resignation of a Member ............................................................................................ 3

2.1 Member’s Salary and Benefits ....................................................................... 3

2.2 Continuation of Service to Constituents ......................................................... 4

2.3 Parliamentary and Constituency Offices ........................................................ 5

2.4 Services ......................................................................................................... 7

2.5 Travel ............................................................................................................ 8

2.6 Employees ..................................................................................................... 8

3. Death of a Member .................................................................................................... 10

3.1 Member’s Salary and Benefits ..................................................................... 10

3.2 Continuation of Service to Constituents ....................................................... 11

3.3 Parliamentary and Constituency Offices ...................................................... 12

3.4 Services ....................................................................................................... 14

3.5 Travel .......................................................................................................... 14

3.6 Employees ................................................................................................... 15


Resignation or Death of a

Member

1. Introduction Members’ salaries and benefits, their employees, budgets, travel provisions and services in the parliamentary and constituency offices are impacted when a Member resigns or dies while in office. This chapter should be read in conjunction with section 2. Governing Principles in the Governance and Principles chapter.

Refer to the appropriate section:

Resignation of a Member

Death of a Member

For more information about closing Members’ offices, see IntraParl.

Members’ Allowances and Services Manual Resignation or Death of a Member


2. Resignation of a Member This section describes the impact of Member’s resignation on:

Member’s Salary and Benefits

Continuation of Service to Constituents

Parliamentary and Constituency Offices

Services

Travel

Employees

2.1 Member’s Salary and Benefits

Salary and Allowances: Members receive their salary and allowances up to and including their date of resignation. Members may obtain specific information about their personal entitlements by contacting Pay and Benefits.

Retirement Benefits: Members may be entitled to several different retirement or severance benefits:

Retirement Allowance: Contributions made under the Members of Parliament Retiring Allowances Act cease on the date of resignation. Members may be entitled to a retirement allowance depending on their age and length of service.

Withdrawal Allowance: Upon ceasing to be a Member, Members who have contributed to the retiring allowances accounts (Members of Parliament Retiring Allowances Account and the Retirement Compensation Arrangements Account) for a period of less than six years will receive an immediate withdrawal allowance. This allowance is a lump sum payment equal to the total amount of the contributions paid by a Member and interest earned up to the date of resignation.

Severance Allowance: Depending on their length of service, age and circumstances, Members who resign may be entitled to a severance allowance.

For more information on Members’ retirement benefits, see IntraParl or contact Pay and Benefits.

Insurance Benefits: Insurance, such as life, health and dental care coverage are affected by a Member’s resignation. Members should verify when coverage under each insurance plan ceases and whether their coverage may be converted or reinstated following their resignation. For more information on Members’ insurance benefits, see IntraParl or contact Pay and Benefits.



Employee Assistance Program: This program is a confidential service that provides counselling services on personal, social, financial, legal and other health matters. The former Member is eligible for these services for up to six months following their resignation. For more information, contact Occupational Health, Safety and Environment.

Relocation Benefit: If the former Member did establish a secondary residence in the National Capital Region following their election to the House of Commons, the former Member may relocate back from the National Capital Region to a residence in Canada, outside the National Capital Region, within one year of ceasing to be a Member.

For more information or to take advantage of the House Administration standing offer with commercial movers, contact Financial Management Operations or see section 5. Relocation section in the Members’ Salary and Benefits chapter.

Parliamentary Dining Room Access: Former Members, their spouses and their guests continue to have access to the Parliamentary Dining Room and the cafeterias in the Parliamentary Precinct following the Member’s resignation. However, Members’ credit privileges end on the date of their resignation and outstanding accounts must be paid within 17 days of their resignation.

2.2 Continuation of Service to Constituents

Following the resignation of a Member, the Whip of the former Member’s party, or the Speaker in the case of an independent Member, becomes responsible for service to constituents, overseeing day-to-day operations and the management of employees in both the parliamentary and constituency offices until a new Member is elected. In addition to standard office services already available such as television, telephones, computers, network and Internet access, the following resources are also available:

Employees: To ensure some continuity of service to constituents, up to two regular employees may be retained during the period between the Member’s resignation and up to 60 calendar days following the by-election. These two employees can be retained in either the parliamentary office or the constituency office, or one employee at each location. These employees are also entitled to the benefits described below in section 2.6 Employees of this chapter, except that the Separation Entitlement will start as of the day of the by-election.

Budget: Salary and operating costs required to provide services to constituents are charged against the Member’s Office Budget, as authorized by the Whip or the Speaker.

Travel: During the period between the Member’s resignation and the date of the by-election, the Whip or the Speaker, as the case may be, may use up to five regular trips between the constituency and Ottawa and claim reasonable accommodation, meal and incidental expenses. The Whip or the Speaker may allocate some or all of these trips to eligible employees.

Travel expenses incurred by employees who are retained following the Member’s resignation may also be charged to the Member’s Office Budget until the by-election is held.



TeleCanada Calling Card: The Whip or the Speaker will be issued a new TeleCanada calling card and personal identification number (PIN) for long-distance calls when away from the parliamentary and constituency offices, until a by-election is held.

Other Services: Employees who are retained by the Whip or the Speaker following the Member’s resignation may continue to use the following services until their employment is terminated (some services may require the Whip’s or the Speaker’s authorization):

postal services;

printing, photocopying or binding services (other than for householders, ten percenters and season’s greetings cards);

translation services; and

Library of Parliament consultation services for work-related purposes.

2.3 Parliamentary and Constituency Offices

As of the date of resignation, the parliamentary and constituency offices will be operated under the direction of the Whip or the Speaker, as the case may be, until a by-election is held.

Members who resign are required to remove their personal belongings and leave their parliamentary offices within 17 days and their constituency offices within 30 days following the date of their resignation. They are also responsible for dealing with the following:

Offices

o Leases: Members who resign must contact the Whip or the Speaker, as the case may be, to discuss the continuation of the constituency office lease as soon as possible since the Whip or the Speaker will automatically be assigned as the lessee. Normally, the lease will terminate 30 days after the resulting by-election or election with payment of two months’ rent in lieu of notice. For more information, see section 4.2 Office Leases in the Offices chapter.

In the event a lease agreement does not include the standard three month termination provision, payments will only be made for the 12-month period following the date of commencement of the lease or of its most recent anniversary. The House Administration will never pay more than 12 months’ rent. The former Member is personally responsible for these payments.

o Utilities: Members who resign must contact suppliers of all office utilities, such as oil, natural gas, propane, electricity, water and water tanks, and transfer these accounts to the Whip or the Speaker, as the case may be. The former Member may be personally responsible for these expenses if they fail to transfer these accounts.



Contracts: All contracts terminate as of the date of the Member’s resignation. If the mandatory termination clause was omitted from a contract, the Member will be held personally responsible of any expenses incurred due to early termination. For more information, see the Contracts chapter.

Petty Cash: Members who resign must submit a final claim for office expenses incurred up to the date of their resignation to Financial Management Operations. They must also send a cheque payable to the Receiver General for Canada for the unspent petty cash balance within 30 days of their resignation.

House Assets: All office furniture, furnishings and equipment provided by the House of Commons or charged to any budget for the Member’s parliamentary and constituency offices remain the property of the House. These assets must not be removed from parliamentary and constituency offices. These assets include purchases such as computers, fax machines, wireless devices, tablets, portable GPS devices, books, reference materials and televisions.

Members are required to account for all House assets before vacating their parliamentary and constituency offices by reviewing and signing the Asset Inventory Report for each office and returning them to Materiel and Contract Management promptly. Members must also review and confirm the accuracy of the Telecommunications Information Management System Profile Report for wireless devices and office telephones. For more information, contact Telecommunications Services. The Member will be invoiced for any missing House assets.

The Member may not purchase any House assets from either the constituency or parliamentary offices. However, upon resignation, the Member, or other individuals or groups on the Member’s behalf, may purchase a Member’s chair in the Chamber at the replacement cost plus applicable taxes. For more information, contact Building Management.

Computers and Other Equipment: Members who resign are responsible for ensuring that all data on their office computers is backed-up and then deleted. Upon resignation, all computers and peripheral equipment used by Members (e.g. computers, laptops, notebooks, wireless devices, fax machines, modems and printers) and the supporting infrastructure must remain in their current location or be returned to the parliamentary or constituency office. For more information, contact the Information Services IT Service Desk.

Leased or Rented Equipment: Members who resign must contact the supplier to cancel the contract or transfer it to the Whip or the Speaker. Expenses incurred up to 30 calendar days after the date of resignation will be reimbursed. Any remaining expenses become the responsibility of the former Member. For assistance in returning the equipment, contact Materiel and Contract Management.

Web Sites: If the former Member has a designated Web site, the last monthly hosting fee chargeable to the Member’s Office Budget will include the day the Member resigns. After this last charge, all expenses related to the former Member’s designated Web site and domain name registration will become a personal expense. If the former Member decides to cancel the Web site hosting



services, the cancellation fees may be charged to the Member’s Office Budget within 30 days of the day the Member‘s resignation.

Internet in the Residence: The last monthly service fee chargeable to the Member’s Office Budget will include the day the Member ceases to be a Member. After this last charge, Internet service fees in the residence will become a personal expense. If the former Member decides to cancel the Internet service, the cancellation fees may be charged to the Member’s Office Budget within 30 days of the day the Member ceases to be a Member.

Fax in the Residence: The fax line and service used in a Member's residence is cancelled on the day immediately following the Member’s resignation. It must be returned to the former Member’s parliamentary or constituency office on the day following the Member’s resignation.

Personalized Stationery: In order to avoid their unauthorized use, official letterhead, franked envelopes and other personalized materials must be safely disposed of in the parliamentary and constituency offices. For more information, see the File Storage and Disposal section in the Services chapter.

2.4 Services

The following resources and services are affected by the Member’s resignation:

Postal Services: Free mailing privileges, including the special bulk rate per kilogram set by Canada Post, end on the tenth day following the Member’s resignation.

Printing: Members’ householders, ten percenters and season’s greeting cards entitlements cease upon resignation.

TeleCanada Calling Cards: Cards issued to the Member are cancelled 17 calendar days after the Member's resignation and can no longer be used after this date.

Library of Parliament: Member’s borrowing privileges cease on the day of resignation.

Training: Members and their spouses are not entitled to second language training offered by the House of Commons as of the date of resignation.



2.5 Travel

The Member’s travel provisions cease as of the day that the Member resigns, including those of their designated traveller and dependants. Members must submit all outstanding travel claims within 30 calendar days of the date of their resignation.

Tickets: All unused airline and railway tickets issued to a former Member, the designated traveller, dependants or employees must be returned to Members’ Travel Services as soon as possible.

Travel Status Expenses Account: Members who resign must submit any outstanding claims for accommodation, meal and incidental expenses they have incurred while in travel status prior to resignation within 30 calendar days of the date of their resignation.

VIA Rail Travel: VIA Rail pass privileges for Members, their spouses and dependent children cease as of the day of the Member’s resignation.

Flight Passes: Members who resign must reimburse the House of Commons for the cost of any unused flight pass segments.

2.6 Employees

When a Member resigns, the employees may be eligible for the following entitlements and benefits upon termination of their employment. For more information, consult Pay and Benefits or the Employees chapter.

Separation Entitlement

Members’ Regular Employees: When their employment is terminated because the Member resigns, regular employees will continue to receive an amount equal to their salary for 60 calendar days starting the day after the Member resigns. If, within the 60-day period, the employee receives any income paid out of the Consolidated Revenue Fund as an employee or a contractor, the employee must advise Pay and Benefits and the Separation Entitlement will cease on the date of that appointment. This entitlement is paid from a House Administration central budget.

Short-Term Employees: When their employment is terminated because the Member resigns, short-term employees will continue to receive an amount equal to their salary for 60 calendar days or the end of their term of employment, whichever comes first, starting the day after the Member resigns. If, during this period, the short-term employee receives any income paid out of the Consolidated Revenue Fund as an employee or a contractor, the employee must advise Pay and Benefits and the Separation Entitlement will cease on the date of the appointment.

On-Call Employees: These employees are not eligible for the Separation Entitlement and are immediately terminated.



Severance Entitlement

Regular Employees: When a Member resigns, a regular employee is entitled to two weeks’ pay for the first completed year of continuous employment and one week’s pay for each succeeding complete year of continuous employment to a maximum of 28 weeks upon termination.

Severance is calculated on the basis of the current salary of the employee. It will be reduced by any period in respect of which the employee was previously granted severance pay, retiring leave or a cash gratuity in lieu thereof. Time spent on maternity or parental leave counts as continuous employment for the calculation of severance pay. Severance payments are prorated for part-time employees. Severance is paid by a House Administration central budget.

Short-Term and On-Call Employees: These employees are not eligible for the Severance Entitlement.

Maternity and Parental Leave: When a Member has approved maternity or parental leave prior to the Member’s resignation, the eligible employee is entitled to the maternity allowance and/or parental allowance provided the employee begins the leave before or within 60 days following the Member’s resignation. The employee will have the option of receiving the remaining applicable weeks of maternity allowance and/or parental allowance or the Separation Entitlement, whichever is more beneficial to the employee.

Sick Leave: Accumulated sick leave credits lapse the day after the Member resigns. Accumulated sick leave credits are not payable upon termination of employment. However, if there is no break in service, an employee who transfers to another Member or federal government department or agency may transfer accumulated sick leave credits.


March 20, 2014 Page 10 of 16

3. Death of a Member This section describes the impact of the death of a Member on:

Member’s Salary and Benefits

Continuation of Service to Constituents

Parliamentary and Constituency Offices

Services

Travel

Employees

3.1 Member’s Salary and Benefits

Salary and Allowances: The sessional allowance and any additional allowances are paid to the Member’s estate to the end of the month in which death occurs. A death benefit equal to two months of the late Member’s sessional allowance is payable to the Member’s survivor or to the estate.

Insurance Benefits: Coverage for all life insurance, health and dental care plans is affected by the Member’s death. For more information on Members’ insurance benefits, see IntraParl or contact Pay and Benefits.

Pension Entitlements: Under the Members of Parliament Retiring Allowances Act, an annual pension or a withdrawal allowance may be payable to the Member’s survivor and/or each eligible child upon the death of the Member. Certain conditions apply.

Employee Assistance Program: This program is a confidential service that provides counselling services on personal, social, financial, legal and other health matters. The deceased Member’s immediate family is entitled to use this service for up to six months following the death of the Member. For more information, contact Occupational Health, Safety and Environment.

Relocation Benefit: The House Administration will pay the transportation and relocation costs of the former Member’s spouse and dependants from the National Capital Region to their primary residence in Canada, outside the National Capital Region, provided that no previous relocation claim was submitted for the return move during the current Parliament. The House Administration will provide one economy class return trip to a maximum of two travellers (executor, family member or other) to arrange for the move of the former Member’s household and personal effects. Air or surface transportation costs, with receipts, will be reimbursed, but accommodation, meal and incidental expenses will not be reimbursed. For more information, contact Members’ Travel Services.

For more information or to take advantage of the House Administration standing offer with commercial movers, the Member’s estate should contact Financial Management Operations. For more information regarding allowable relocation expenses, see section 5. Relocation in the Members’ Salary and Benefits chapter.


March 20, 2014 Page 11 of 16

All claims for relocation expenses must be made within 12 months following the death of the Member and original receipts are required.

Parliamentary Dining Room Access: The spouse of the deceased Member continues to have access to the Parliamentary Dining Room and cafeterias indefinitely. This also applies to guests accompanying the deceased Member's spouse. No credit privileges are available.

3.2 Continuation of Service to Constituents

Following the death of a Member, the Whip of the former Member’s party, or the Speaker in the case of an independent Member, becomes responsible for services to constituents, overseeing day-to-day operations and the management of employees in both the parliamentary and constituency offices until a new Member is elected. In addition to standard office services already available such as television, telephones, computers, network and Internet access, the following resources are available:

Employees: To ensure some continuity of service to constituents, up to two regular employees may be retained during the period between the Member’s death and up to 60 calendar days following the by-election. These two employees can be retained in either the parliamentary office or in the constituency office, or one employee at each location. These employees are also entitled to the benefits outlined in section 3.6 Employees of this chapter, except that the Separation Entitlement will start as of the day of the by-election.

The Whip of the former Member’s party, or the Speaker in the case of an independent Member, will terminate the employment of other regular employees within 10 working days following the death of the Member. Upon release, these employees will be entitled to the Separation Entitlement outlined in section 3.6 of this chapter.

Budget: Salary and operating costs required to provide services to constituents are charged against the Member’s Office Budget, as authorized by the Whip or Speaker.

Travel: During the period between the date of the Member’s death and the date of the by-election, the Whip or the Speaker, as the case may be, may use up to five regular trips between the constituency and Ottawa and claim accommodation, meal and incidental expenses. The Whip or the Speaker may allocate some or all of these trips to employees.

Travel expenses incurred by employees who are retained following the death of a Member may also be charged to the Member’s Office Budget until the by-election is held.

TeleCanada Calling Card: The Whip or the Speaker will be issued a new TeleCanada calling card and personal identification number (PIN) for long-distance calls while away from the parliamentary and constituency offices, until a by-election is held.


March 20, 2014 Page 12 of 16

Other Services: Employees who are retained by the Whip or the Speaker following the Member’s death may use the following services until their employment is terminated (some services will require the authorization of the Whip or the Speaker):

postal services;

printing, photocopy or bindery services (other than for householders, ten percenters and season’s greeting cards);

translation services; and

Library of Parliament consultation privileges for work-related purposes.

3.3 Parliamentary and Constituency Offices

The parliamentary and constituency offices will be operated under the direction of the Whip or the Speaker, as the case may be, until a by-election is held. The Whip or the Speaker will be responsible for the following:

Offices:

o Leases: The office lease will automatically be assigned to the Whip or the Speaker. Normally, the lease will terminate 30 days after the resulting by-election or election, with payment of two months’ rent in lieu of notice. For more information, see section 4.2 Office Leases in the Offices chapter.

In the event a lease agreement does not include the standard three month termination provision, payments will only be made for the 12-month period following the date of the commencement of the lease or of its most recent anniversary. The House Administration will never pay more than 12 months’ rent. The former Member’s estate is responsible for these payments.

o Utilities: The Whip or the Speaker must contact suppliers of all office utilities, such as oil, natural gas, propane, electricity, water and water tanks, and transfer these accounts to their name.

Contracts: All contracts terminate as of the date of the Member’s death. If the mandatory termination clause was omitted from a contract, the former Member’s estate becomes personally responsible for any expenses incurred due to early termination. For more information, see the Contracts chapter.

Petty Cash: Following the death of a Member, a final reimbursement claim for office expenses must be submitted to Financial Management Operations. The unspent balance of the Member’s petty cash will be deducted from any monies owed by the House to the Member’s estate.

House Assets: All office furniture, furnishings and equipment provided by the House of Commons or charged to any budget for the Member's parliamentary and constituency offices remain the property of the House. These assets must


March 20, 2014 Page 13 of 16

not be removed from the parliamentary and constituency offices. These assets include purchases or rental of equipment and material such as computer components, fax machines, wireless devices, portable GPS devices, books, reference material, televisions, radios, video cassette recorders, etc.

After the death of a Member, no new furniture or equipment may be purchased for the constituency offices until a new Member is elected.

An individual or group may purchase a Member’s chair in the Chamber at the replacement cost plus applicable taxes. For more information, contact Building Management.

Computers and Other Equipment: The House Administration will ensure that all data on office computers are deleted. All computers and peripheral equipment (e.g., computers, laptops, notebooks, wireless devices, fax machines, modems, printers, etc.) and the supporting infrastructure must remain in their current location or be returned to the parliamentary or constituency office. For more information, contact the Information Services IT Service Desk.

Leased or Rented Equipment: The Whip or the Speaker must contact the suppliers of all leased or rented equipment and either cancel the contract or transfer it to their name. Expenses incurred up to 30 calendar days after the Member’s death will be reimbursed. The former Member’s estate is responsible for any expenses incurred beyond this period. For assistance in returning the equipment, contact Materiel and Contract Management.

Web Sites: If the former Member had a designated Web site, the last monthly hosting fee chargeable to the Member’s Office Budget for this Web site will include the day of the Member’s death. The Whip or the Speaker will have 30 days after the Member’s death to cancel the Website hosting services and charge the cancellation fees to the Member’s Office Budget.

Internet in the Residence: The last monthly service fee chargeable to the Member’s Office Budget will include the day of the Member’s death. After this last charge, Internet service fees in the residence will become a personal expense. If the Internet service is cancelled, the cancellation fees, if applicable, may be charged to the Member’s Office Budget within 30 days of the day of the Member’s death.

Fax in the Residence: The fax line and service used in the deceased Member's residence will be discontinued 17 calendar days after the Member’s death. Materiel and Contract Management will arrange for the return of the fax machine at the earliest appropriate moment, if applicable.

Personalized Stationery: In order to avoid their unauthorized use, official letterhead, franked envelopes and other personalized materials must be safely disposed of in the parliamentary and constituency offices. For more information, see the File Storage and Disposal section in the Services chapter.


March 20, 2014 Page 14 of 16

3.4 Services

The following resources and services are affected by the death of a Member:

Postal Services: Free mailing privileges, including the special bulk rate per kilogram set by Canada Post, end on the tenth day following the Member’s death.

Printing: Members’ provisions for printing of householders, ten percenters and season’s greeting cards cease upon the death of the Member.

TeleCanada Calling Cards: Cards issued to the Member by the House of Commons are cancelled 17 calendar days after the Member's death and can no longer be used after this date.

Training: The spouse of a deceased Member is no longer entitled to second language training offered by the House of Commons.

3.5 Travel

All travel provisions cease on the day a Member dies.

Spouse and Dependants: After the death of a Member, the Member's spouse or a dependant is entitled to 1½ return trips (economy class, air or surface transportation) between Ottawa and the constituency. Dependent children are allowed one round trip each between Ottawa and the constituency (economy class, air or surface transportation). These entitlements are valid for 60 calendar days after the death of the Member. Travel claims must be submitted to Financial Management Operations within 30 calendar days of the date of travel.

Tickets: All unused airline and railway tickets issued to a former Member, to a former Member's designated traveller, dependants or employees must be returned to Members’ Travel Services as soon as possible.

VIA Rail Travel: Free VIA Rail travel privileges for a Member's spouse and dependent children cease on the day after the Member’s death.

Travel Status Expenses Account: Any outstanding travel expense claims for travel prior to death and any outstanding claims for accommodation, meals and incidental expenses incurred while in travel status should be submitted within 60 days following the death of the Member.

Flight Passes: The cost of any unused flight pass segments for the Member or any authorized traveller must be reimbursed to the House of Commons by the former Member’s estate.


March 20, 2014 Page 15 of 16

3.6 Employees

When a Member dies while in office, the employees may be eligible for the following benefits upon termination of their employment. For more information, contact Pay and Benefits or consult section 5. Employee Departures in the Employees chapter.

Separation Entitlement

Members’ Regular Employees: When their employment is terminated because the Member dies, regular employees will continue to receive an amount equal to their salary for 60 calendar days starting the day following the Member’s death, or within 10 working days as determined by the party Whip, or the Speaker in the case of an independent Member. If, within the 60-day period, the employee receives any income paid out of the Consolidated Revenue Fund as an employee or a contractor, the employee must advise Pay and Benefits and the Separation Entitlement will cease on the date of that appointment. This entitlement is paid from a House Administration central budget.

Short-Term Employees: When their employment is terminated because the Member dies, short-term employees will continue to receive an amount equal to their salary for 60 calendar days or the end of their term of employment, whichever comes first, starting the day after the Member’s death. If, during this period, the short-term employee receives any income paid out of the Consolidated Revenue Fund as an employee or a contractor, the employee must advise Pay and Benefits and the Separation Entitlement will cease on the date of that appointment.

On-Call Employees: These employees are not eligible for the Separation Entitlement and are immediately terminated.

Severance Entitlement

Regular Employees: When a Member dies, a regular employee is entitled to two weeks’ pay for the first completed year of continuous employment and one week’s pay for each succeeding complete year of continuous employment to a maximum of 28 weeks upon termination.

Severance is calculated on the basis of the current salary of the employee. It will be reduced by any period in respect of which the employee was previously granted severance pay, retiring leave or a cash gratuity in lieu thereof.. Time spent on maternity or parental leave counts as continuous employment for the calculation of severance pay. Severance payments are prorated for part-time employees. Severance is paid by a House Administration central budget.

Short-Term and On-Call Employees: These employees are not eligible for the Severance Entitlement.


March 20, 2014 Page 16 of 16

Maternity and Parental Leave: When a Member has approved maternity or parental leave prior to the Member’s death, the eligible employee is entitled to the maternity allowance or parental allowance provided the employee begins the leave before or within 60 days following the Member’s death. The employee will have the option of receiving the remaining applicable weeks of maternity allowance and/or parental allowance or the Separation Entitlement, whichever is more beneficial to the employee.

Sick Leave: Accumulated sick leave credits lapse the day after the Member’s death. Accumulated sick leave credits are not payable upon termination of employment. However, if there is no break in service, an employee who transfers to another Member or federal government department or agency may transfer accumulated sick leave credits.

November 13, 2013



2. Election Expenses ....................................................................................................... 1

3. Salary and Benefits ..................................................................................................... 2

4. Budgets ....................................................................................................................... 3

4.1 Member’s Office Budget ................................................................................ 3

4.2 House Officer Office Budget .......................................................................... 3

4.3 National Caucus Budgets .............................................................................. 4

5. Travel .......................................................................................................................... 5

6. Services and Offices ................................................................................................... 6

6.1 Services ......................................................................................................... 6

6.2 Offices ........................................................................................................... 8

7. Employees .................................................................................................................. 9

November 13, 2013 1


1. Introduction This chapter should be read in conjunction with the Governing Principles in the Governance and Principles chapter. This chapter describes the impacts of the dissolution on the following elements:

Election Expenses

Salary and Benefits

Budgets

Travel

Services and Offices

Employees

For information concerning Members who do not seek re-election, see the Elections chapter. For information concerning Members who resign, see the Resignation or Death of a Member chapter.

For more information about closing Members’ offices, see IntraParl.

2. Election Expenses Pursuant to the Canada Elections Act, election expenses must be accounted for from the day that the Chief Electoral Officer issues the writs that is, the day that Parliament is dissolved, to the day of the general election. This Act requires that election expenses be declared with the Chief Electoral Officer. Election expenses are expenses or contributions used to directly promote or oppose the campaign of a candidate or a party. For more information, contact Elections Canada.

It is important to clarify that the re-election of Members is not considered to be within the exercise of their parliamentary functions. Therefore, any of the resources provided to Members by the House of Commons to support their parliamentary functions, including but not limited to - householders, parliamentary and constituency office space, office materials and supplies, telecommunications and wireless equipment and services, employees paid from the consolidated revenue fund, postal services, photocopy and translation services, travel resources, Web site and network services, and budget commitments, especially advertising expenses - must not be used for election related

Members’ Allowances and Services Dissolution of Parliament

November 13, 2013 2

purposes. Members or House Officers who use these resources for election purposes must personally reimburse the equivalent dollar value to the House of Commons.

If Elections Canada determines, after an investigation, that the resources provided by the House of Commons were used for election purposes, either to promote the campaign of the candidate or their party, or oppose the campaign of another candidate or party, etc., it will be the sole responsibility of the Member to demonstrate that these resources were not used to this end.

3. Salary and Benefits Sessional Allowance: Members’ sessional allowances will continue to be paid during the dissolution period. Re-elected Members’ sessional allowances continue uninterrupted.

House Officers: The additional salaries of the Speaker and Deputy Speaker continue during the dissolution period. The additional salaries for the following House Officers cease at midnight (Eastern Time) on the day of dissolution:

Leaders of opposition parties;

House Leaders of the opposition parties;

Chief Whips of all parties;

Deputy Chair of the Committees of the Whole House;

Assistant Deputy Chair of the Committees of the Whole House;

Parliamentary Secretaries;

Deputy House Leaders;

Deputy Whips;

Caucus Chairs;

Chairs of standing, special, standing joint and special joint committees; and

Vice-Chairs of standing, special, standing joint and special joint committees.

Pension Entitlements: Contributions will continue to be deducted during the dissolution period. This period counts as pensionable service. For more information about retirement benefits for Members, see IntraParl or contact Pay and Benefits.

Insurance Benefits: Health and dental care coverage continue during the dissolution period. For more information about insurance benefits for Members, see IntraParl or contact Pay and Benefits.

Employee Assistance Program: This program is a confidential service that provides counselling services on personal, social, financial, legal and health matters. This program is available to Members and House Officers, their immediate family and


November 13, 2013 3

employees during the dissolution period. For more information, contact Occupational Health, Safety and Environment.

4. Budgets

4.1 Member’s Office Budget

Members may continue to use their Member’s Office Budget and petty cash during the dissolution period subject to the rules outlined in the Budgets chapter. Resources provided to Members to support their parliamentary functions may not be used for election purposes. If this happens, the House of Commons must be reimbursed the equivalent dollar value.

Contracts: Members may not enter into any new contracts during the dissolution period. All contracts in effect as of the date of dissolution can continue but may not be extended during the dissolution period. For more information, see the Contracts chapter. For the impacts of an election on contracts, see the Elections chapter.

Advertising: Because of certain restrictive provisions of the Canada Elections Act, Members are not allowed to use their Member’s Office Budget to advertise during dissolution up to and including election day. Members should review and cancel their advertising commitments. Members are personally responsible for the cost of all advertisements during the dissolution period, including prior advertising commitments that cannot be cancelled.

Web Sites: During the dissolution period, Members do not need to disable their designated Web sites; they must however be hosted on a commercial Internet service provider server. No expenses related to any Web sites, including the Member’s designated Web site, may be charged to the Member’s Office Budget during the dissolution period since they are considered personal expenses. Members are personally responsible for the content of their Web sites, which may or may not be considered an election-related expense by Elections Canada.

If the Member’s Web site is hosted on a House provided server, the Member must transfer the Web site to a commercial Internet service provider server within 10 days of the dissolution of Parliament.

Domain name: During the dissolution period, domain name purchases may not be charged to the Member’s Office Budget.

4.2 House Officer Office Budget

Presiding Officers: To ensure continuity in the administration of the House of Commons, during the dissolution period, the budget of the Speaker and the Deputy Speaker continue until a new Speaker and Deputy Speaker are elected. If a new Speaker or Deputy Speaker is elected, the budget is prorated based on the number of days from their election until the end of the fiscal year.

The budgets of Deputy Chair and Assistant Deputy Chair of the Committees of the Whole House cease as of the day of dissolution.


November 13, 2013 4

House Officers: The budgets of the Leaders and House Leaders of opposition parties and all Chief Whips may be used during the dissolution period for non-election related activities, but House Officers should not spend more than 1/12th of their annual budgets for each full month during the dissolution period. This limit does not apply to the carry-forward.

The National Caucus Chairs Office Budget ceases as of the day of dissolution.

For more information, see the House Officers and Recognized Parties chapter. For the impacts of an election on budgets, see the Elections chapter.

Contracts: House Officers may not enter into new contracts during the dissolution period.

Professional Service: All existing contracts for professional services cease as of the day of dissolution.

Other Contracts: Other contracts for goods and services that are already in effect as of the date of dissolution can continue but may not be extended during the dissolution period.

For more information, see the Contracts chapter. For the impact of elections on contracts, see the Elections chapter.

4.3 National Caucus Budgets

Research Offices: All activities of the Research Offices cease as of the date of the dissolution. Party Leaders then become responsible for the contracts and administration of the Research Office until a new Member is designated. For more information, see the House Officers and Recognized Parties chapter.

Other Budgets: The National Caucus Meetings Budget, the Information Technology Budget and the Caucus Translation Service Budget cease as of the day of the dissolution.

Contracts: No new contracts may be entered into during the dissolution period.

Professional Service: All existing contracts for professional services cease as of the day of the dissolution.

Other Contracts: Other contracts for goods and services that are already in effect as of the date of dissolution can continue but may not be extended during the dissolution period. If the mandatory assignment clause was part of the contract, the contract is automatically assigned to the Party leader as of the day of dissolution. The Party Leader will then become responsible for the contract. If the mandatory termination and assignment clauses were omitted from a contract, the Member responsible for the Research Office will be held personally responsible for any expenses incurred due to early termination. For more information, see the Contracts chapter.


November 13, 2013 5

5. Travel As of the date of dissolution: All entitlements under the Travel Points System cease for Members and House Officers. Members may no longer claim travel expenses for travel within their constituencies or the province or territory in which their constituency is located. House Officers may no longer charge employees’ travel expenses against the annual hospitality limit of their House Officer’s Office Budget. Any partially completed trips made by a traveller under the Travel Points System at the time of dissolution should be completed or terminated as soon as possible. Claims for trips taken prior to dissolution should be submitted and will be charged to the appropriate budget. Members’ Travel Services must be informed as soon as possible of any unused airline tickets.

During the dissolution period: Members are entitled to the equivalent of one return trip per week or portion thereof between Ottawa and their constituency chargeable to a House of Commons’ central budget. Travel must be in support of their parliamentary functions and not for election-related purposes. Members may claim accommodation and per diem expenses and charge these to their Travel Status Expenses Account. Members may allocate these return trips to their designated traveller or dependants. Members may allocate up to three of these return trips to their eligible employees. All travel regulations regarding employees travel remain in effect including: purpose of travel, class of travel, kilometre rate, per diem rates, etc. A maximum of two weeks accommodation and per diems per trip may be charged to the Member’s Office Budget. Original receipts are required for reimbursement. Members may continue to use the Members’ Travel Services.

Rail: All VIA Rail travel privileges remain in effect until the Member ceases to be a Member. Any unused rail tickets must be returned to VIA Rail Canada as soon as possible.

Airport Lounges: Annual airport lounge membership fees for Members and their designated traveller cannot be renewed as a charge to the Member’s Office Budget during the dissolution period.


November 13, 2013 6

6. Services and Offices

6.1 Services

Certain services provided to Members are impacted during the dissolution period, including:

Office Supplies Training

Printing Services Translation

Franking Privileges Food Services

Postal Services Library of Parliament

Telephone and Fax Machines

Office Supplies: These may be ordered during the dissolution period to cover regular office needs, but these items may not be used for election purposes.

Printing Services

Householders: Members will be advised of the status of householders submitted but not completed before the dissolution of Parliament. Members must give their approval to continue with printing and mailing. Any householders printed and mailed during the 10 calendar days after dissolution will be on a first-come, first-served basis. The Board of Internal Economy approves householder colours and formats. During the dissolution period, the available formats are limited to one sheet only, printed on two sides, in black only, folded and ready for mailing in the following sizes:

22 cm x 28 cm (8 1/2" x 11") unilingual/bilingual;

22 cm x 36 cm (8 1/2" x 14") unilingual/bilingual; and

28 cm x 43 cm (11" x 17") bilingual only.

For more information, contact Printing and Mailing Services.

Householders in progress at midnight of the tenth day will be completed and returned to the Member’s parliamentary office. Members are then responsible for distributing these householders but they may not charge the related postal costs to their Member’s Office Budget.

Members seeking re-election are responsible for determining, in consultation with their campaign managers and/or auditors, whether or not the contents of any householder in production or mailed after dissolution constitute an election expense under the Canada Elections Act. Members must give their personal approval to continue the mailing process. If it is deemed such an expense, the Member will be required to reimburse the House of Commons for the printing and mailing costs at market rates.


November 13, 2013 7

Ten Percenters and Personalized Stationery: These printing services are not available to Members during dissolution. Any outstanding requests will be cancelled or returned to the Member’s parliamentary office.

Photocopying: Photocopying services for correspondence received in the parliamentary office that must be forwarded to the constituency office are available throughout the dissolution period.

All printing services resume on the day that notice of the Member’s election is confirmed by the Chief Electoral Officer in the Canada Gazette.

Franking Privileges

Franking privileges and the special bulk mailing rate end 10 calendar days after Parliament is dissolved. The 10-day period begins at 12:01 a.m. following the day of dissolution and ends on midnight of the 10th day. Franking privileges and the bulk mail rate resume on the day that notice of the Member’s election is given by the Chief Electoral Officer in the Canada Gazette. For a list of current rates, see the Schedule of Rates in the Budgets chapter.

The Speaker’s franking privileges continue through the dissolution period.

Postal Services

Members’ Postal Expenses: During the dissolution period, Members may charge up to $500 to their Member’s Office Budget for the purchase of stamps for letter mail and courier services. Original receipts must be provided. Registered mail services may not be used during the dissolution period.

House Officers’ Postal Expenses: During the dissolution period, Opposition House Leaders and Chief Whips may charge up to $500 to their House Officer Office Budget for the purchase of stamps for letter mail and courier services. Original receipts must be provided. Registered mail services may not be used during the dissolution period.

Party Leaders’ Postal Expenses: During the dissolution period, Party Leaders’ Offices may charge to their office budget no more than the equivalent of $50 per Member in their caucus at the time of dissolution to buy stamps for letter mail and courier services in the discharge of their parliamentary functions. This expense may not be used for election-related purposes. Original receipts must be provided. Registered mail services may not be used during the dissolution period.

Other Postal Services: The sale of postage stamps, money orders and parcel wrapping continues throughout the dissolution period.

Telephones and Fax Machines: Members may continue to use these services provided by the House Administration. However, additional equipment cannot be purchased or installed during the dissolution period. For more information, contact Telecommunications Services.


November 13, 2013 8

Training

Language training courses for Members and their spouses in progress as of the date of dissolution may be completed. However, no new programs may begin during the dissolution period. For Members’ employees, language training courses are suspended as of the day of dissolution.

Training programs provided to Members’ employees by the House Administration, such as computer software training, are suspended as of the day of dissolution but may resume following the election. Courses in progress on the day of dissolution will end on that day. New nominations for course participants will be required from Members after the election.

Other training programs in progress as of the date of dissolution and charged to the Member’s Office Budget may be completed at the Member’s discretion. However, no new programs may be undertaken during the dissolution period. All programs must be completed by election day in the event that the Member ceases to be a Member.

Translation: During the dissolution period, Members may request translation of letters to or from constituents into either official language or other languages. However, all other translation services end 10 calendar days after Parliament is dissolved (i.e. 12:01 a.m. following the day of dissolution and ending on midnight of the 10th day). Translation services resume on the day that notice of the Member’s election is confirmed by the Chief Electoral Officer in the Canada Gazette.

Food Services: During the dissolution period, all services offered by the Parliamentary Dining Room are discontinued. Cafeterias, canteens and catering services operate on a revised schedule.

Library of Parliament: The Library of Parliament operates on an adjournment schedule during the dissolution period. For more information, contact the Library of Parliament.

6.2 Offices

Parliamentary Office: Members’ parliamentary offices remain open to provide services to constituents during the dissolution period. The following restrictions come into effect during the dissolution period:

Office Furniture, Computers and Equipment: Requests for office furniture, furnishings, computers and equipment, except those required on an emergency basis, will not be filled until after election day.

Computers, Parliamentary Precinct Network and Television Services

Computers: All computers, peripherals and portable devices can be used during the dissolution period. However, they must remain in the parliamentary office. Members are responsible for backing up and managing the data contained in the computers located in their offices. For more information, contact Information Services IT Service Desk.

Web Servers: The Web servers provided to recognized parties for their Research Office are disconnected 10 calendar days after the dissolution of


November 13, 2013 9

Parliament. For more information, contact Information Services IT Service Desk.

Parliamentary Precinct Network and Television Services: These services are available during the dissolution period.

Demand Video Services: These services are available on the same basis as during a period of adjournment.

Constituency Office: During the dissolution period, constituency offices may not be used for any election-related purposes such as campaign headquarters. However, the office may remain open to provide services to constituents. Certain restrictions come into effect during the dissolution period:

Leases: During the dissolution period, Members must not enter into any leases for office accommodation or rental of furniture and equipment.

Office Furniture, Computers and Equipment: Members may not make new purchases of office furniture, computers and equipment and charge them to their Member’s Office Budget or to the Constituency Office Furniture and Equipment Improvement Fund during the dissolution period.

7. Employees Employees of Members, House Officers and Research Offices are hired to support their parliamentary functions. As a result, during the dissolution period, any election-related work performed by these employees must be undertaken outside of normal working hours (e.g., in the evenings, on weekends, while on compensatory or unpaid leave) and not in the parliamentary or constituency offices.

During the dissolution period, under no circumstances, retroactive or otherwise, may Members and House Officers increase their employees’ salaries nor may they compensate their employees in any way for any election-related work using House funds.

Members may hire short-term employees to support their parliamentary functions and replace regular employees during the dissolution period at the same or lower rate of pay. However, Members may not extend any term employee beyond the day before the election. For more information, contact Pay and Benefits.

House Officers’ Employees: Starting the day after the dissolution of Parliament, regular employees of the National Caucus Chairs, the Deputy Chair and Assistant Deputy Chair of Committees of the Whole become eligible for a 60 calendar day separation entitlement, which will be charged to the House Officer Office Budget of the previous Parliament.

Research Offices’ Employees: Since all activities of the Research Offices cease as of the date of dissolution, all employees of Research Offices will be laid-off effective on the day following the dissolution. No employee can be hired or have their term extended during the dissolution of parliament.

These employees are impacted following a general election, for more information, see the Employees chapter.


Elections


2. Newly Elected Members .............................................................................................. 3

3. Re-elected Members ................................................................................................... 6

4. Members Not Re-elected ............................................................................................. 7

4.1 Members’ Salary and Benefits ....................................................................... 7

4.2 Resettlement and Winding-up Provisions ....................................................... 9

4.3 Travel .......................................................................................................... 12

4.4 Budgets ....................................................................................................... 12

4.5 Services and Offices .................................................................................... 13

4.6 Employees ................................................................................................... 16

5. Members Not Seeking Re-election ............................................................................ 17

5.1 Members’ Salary and Benefits ..................................................................... 17

5.2 Resettlement Provisions .............................................................................. 18

5.3 Travel .......................................................................................................... 20

5.4 Budgets ....................................................................................................... 21

5.5 Services and Offices .................................................................................... 21

5.6 Employees ................................................................................................... 24

6. House Officers and Recognized Parties .................................................................... 25

Appendix: Budget Formula following a General Election for House Officers and National Caucuses


Elections

1. Introduction Members’ salaries, benefits, office budgets, services, travel provisions, employees and contracts are impacted by the outcome of a general election or by-election and when a Member does not seek re-election. This chapter should be read in conjunction with section 2. Governing Principles in the Governance and Principles chapter.

This chapter describes the impacts of an election for:

Newly Elected Members

Re-elected Members

Members Not Re-elected

Members Not Seeking Re-election

House Officers and Recognized Parties

Many of the services and provisions mentioned above are also affected by the dissolution of Parliament. For more information, see the Dissolution of Parliament chapter.

Members’ Allowances and Services Manual Elections


2. Newly Elected Members In order to carry out their parliamentary functions, Members are provided with a budget, services, travel provisions and, an equipped office in the parliamentary precinct and resources to establish an office in the constituency. This section should be read in conjunction with section 2. Governing Principles in the Governance and Principles chapter.


Salary and Benefits Web Sites

Budgets Domain Names

Travel Services

Relocation Benefit Offices

Salary and Benefits: Newly elected Members receive a sessional allowance starting on the date of the Member’s election as certified in the appropriate writ issued by the Chief Electoral Officer. To apply for insurance, health and dental care coverage or for information about salary and pension, contact Pay and Benefits. The Members’ Salary and Benefits chapter and the House Officers and Recognized Parties chapter also provide details about these plans and entitlements.

Budgets: Newly elected Members are provided with a Member’s Office Budget to pay employees’ salaries, professional service contracts, operating and travel expenses and other expenses, as determined by the Board of Internal Economy. This budget is prorated based on the number of days from the date of the general election or by-election to the end of the fiscal year (March 31). If the constituency is eligible for an Elector Supplement, the budget may be adjusted upward or downward once the Final Lists of Electors are published by the Chief Electoral Officer after the general election. The Elector Supplement remains in effect for the duration of a Parliament.

Travel: Members are provided with resources to travel between Ottawa and their constituencies, within their constituencies, and on parliamentary business elsewhere in Canada. Newly elected Members receive prorated travel resources such as travel points and the Travel Status Expenses Account based on the number of days from the date of the general election or by-election to the end of the fiscal year (March 31). For more information, see the Travel chapter.

Relocation Benefit: Members may establish a secondary residence in the National Capital Region, once, at any time following their election to the House of Commons. Members may relocate back from the National Capital Region to a residence in Canada, outside the National Capital Region, within one year of ceasing to be a Member.

For more information or to take advantage of the House Administration standing offer with commercial movers, contact Financial Management Operations or see section 5. Relocation in the Members’ Salary and Benefits chapter.

Web Sites: Members may designate a Web site to be used in advertisements, promotional items, ten percenters, householders, letterhead and personalized stationery.



For more information, see section 3.5 Web Sites and Domain Names in the Budgets chapter.

Domain Names: Members may purchase domain names, however only one can be designated for use under the Web site policy. Members are responsible to ensure the protection of all their domain names. For more information, see section 3.5 Web Sites and Domain Names in the Budgets chapter.

Services

Postal Privilege: Free mailing privileges begin on the day that notice of the Member’s election is given by the Chief Electoral Officer in the Canada Gazette.

Telephones: Members are provided with a standard suite of telephone services for their parliamentary office and their primary constituency office.

Wireless Devices: Members are provided with up to four wireless devices, including three voice plans, one data plan, applicable monthly fees, air time, long-distance charges and features such as voice mail, access fees and 911 services. Eligible devices include cell phones and Smartphones and must be procured by Telecommunications Services.

Members are encouraged not to purchase any wireless devices directly from service providers since these devices cannot be:

supported by the House due to privacy and technical constraints;

integrated into the Parliamentary Precinct Network, for example email; or

transferred to the centrally managed and funded program in the future.

Paper and Envelopes: Newly elected Members will receive an allocation of paper and envelopes as a charge against the House Administration central budgets. These allocations are prorated based on the number of days from the date of the general election or by-election to the end of the fiscal year.

For more information on these services and other services provided to Members, see the Services chapter.



Offices

Parliamentary Office: Members are provided with a fully-equipped office within the parliamentary precinct. For more information, see section 3. Parliamentary Office in the Offices chapter.

Constituency Office: Members may establish one or more offices in their constituencies. Following a general election or by-election, new Members assume custody and use of existing constituency office furniture, computers, equipment and other furnishings from the former Member.

Office Assets: Members may acquire additional equipment, supplies and services for the constituency office as a charge to their Member’s Office Budget under certain conditions.

Office Moves: The newly elected Member may choose to use the office of the former Member or select a new office.

The newly elected Member has up to three months from the date of the election or by-election to move the primary or secondary constituency offices. The selected constituency office must be a leased office space used exclusively to serve constituents and to carry out the Member’s parliamentary functions. The House Administration will pay all expenses associated with the move including the relocation of assets and office and equipment set-up costs (for example, telephone and Internet services). The House Administration will also pay for up to three months storage of constituency assets. Any costs incurred for storage, set-up or moving after the three months will be charged to the Member’s Office Budget.

If the Member decides that a secondary constituency office is no longer required, the House Administration will pay the associated storage and moving costs and telephone and Internet cancellation fees, if these costs are incurred within three months of the election or by-election. Any storage, cancellation or moving expenses incurred after the three-month period will be charged to the Member’s Office Budget. All utility and equipment cancellation fees will be charged to the Member’s Office Budget. The Member must contact Materiel and Contract Management to discuss the best course of action for disposal of assets.

For assistance in coordinating an office move, contact Materiel and Contract Management.

For more information about setting up Members’ offices, see IntraParl or the Offices chapter.



3. Re-elected Members When Members are re-elected, most of their personal entitlements are unaffected and most services are automatically reinstated. However, budgets and travel provisions are impacted by the election. Following the election, the House Administration will advise Members in writing about their budgets and travel entitlements for that fiscal year. This section should be read in conjunction with section 2. Governing Principles in the Governance and Principles chapter.

Salary and Benefits: The sessional allowance, pension contributions and insurance benefits continue for re-elected Members. For more information, see the Members’ Salary and Benefits chapter.

Budgets: Following a general election, re-elected Members will use the unspent portion of their Member’s Office Budget until the end of the fiscal year. If the constituency is eligible for an Elector Supplement, the budget may be adjusted upward or downward once the Final Lists of Electors are published by the Chief Electoral Officer after the general election. The Elector Supplement remains in effect for the duration of a Parliament.

Re-elected Members may use the unspent portion of their Constituency Office Furniture and Equipment Improvement Fund until the end of the fiscal year.

Since the re-elected Member’s petty cash account continues during the dissolution period, it may be brought forward into the new Parliament.

Employees: There is no impact on employees of Members who are re-elected.

Travel: Re-elected Members receive prorated travel points under the Travel Points System from the date of the general election or by-election to the end of the fiscal year. Members must declare their designated traveller and dependants at the beginning of a new Parliament. For more information, see section 4. Designated Traveller and Dependant Declarations in the Travel chapter.

Re-elected Members must declare their primary and secondary residences at the beginning of a new Parliament.

Re-elected Members will use the unspent portion of their Travel Status Expenses Account until the end of the fiscal year.

Services: The services for re-elected Members will resume as follows:

Postal Privilege: Members’ postal privileges resume on the day that notice of the Member’s election is published by the Chief Electoral Officer in the Canada Gazette.

Householders: Members are entitled to produce four householders during the remainder of the calendar year following the election. However, there must be a 30 calendar day interval between all householder printing requests.

Parliamentary Dining Room: The dining room reopens on the first day of the new Parliament.



Paper and Envelopes: Re-elected Members may use the unspent portion of their paper and envelope allocations until the end of the fiscal year.

Other Services: Mail, messenger, and translation services all resume following the election.

For more information about these allocations, see the Services chapter.

Offices

Parliamentary Office assignments: Re-elected Members may be assigned a new office in the Parliamentary Precinct as determined by their Whip.

Constituency Office Moves: All expenses associated with a constituency office move, including the relocation of assets and office and equipment set-up costs (for example, telephone and Internet services), will be charged to the Member’s Office Budget. For assistance in coordinating an office move, contact Materiel and Contract Management. For more information, see section 4.3 Office Moves in the Offices chapter.

4. Members Not Re-elected This section describes the effects on the allowances and services of Members who are not re-elected in a general election, including:

Members’ Salary and Benefits

Resettlement and Winding-up Provisions

Travel

Budgets


Employees

For more information about closing Members’ offices or about winding up parliamentary business, see IntraParl.

4.1 Members’ Salary and Benefits

Salary and Allowances: The Members’ sessional allowance and any additional salaries or allowances as applicable are paid up to and including the day of the election or, in the event of a judicial recount, as of the date of receipt of the certificate by Elections Canada. Final payment of the sessional allowance is made within 30 calendar days following the date of the general election. Members may obtain specific information about their personal entitlements by contacting Pay and Benefits.



Retirement Benefits: Members may be entitled to a retirement or withdrawal allowance:

Retirement Allowance: Contributions made under the Members of Parliament Retiring Allowances Act cease as of election day for Members who are not re-elected. Members may be entitled to an immediate or deferred retirement allowance, depending on their age and length of service.

Withdrawal Allowance: Upon ceasing to be a Member, Members who have contributed to the Members of Parliament Retiring Allowances Account and the Retirement Compensation Arrangements Account for a period of less than six years will receive a withdrawal allowance. This allowance is a lump sum payment equal to the total amount of the contributions paid by a Member plus interest.

Severance Allowance: Members who are not re-elected and who do not meet the minimum pensionable credits of six years are entitled to a full severance allowance equal to 50% of the sessional allowance and any additional salary or allowance payable to Members the day before the dissolution of Parliament. Members who are under 55 years of age, who are not re-elected and who are entitled to an immediate or deferred pension receive a reduced severance allowance.

For more information about Members’ retirement benefits, see IntraParl or contact Pay and Benefits.

Insurance Benefits: Coverage for all life insurance, health and dental care plans are affected when a Member is not re-elected. For more details about Members’ insurance benefits see IntraParl or contact Pay and Benefits.

Employee Assistance Program: This program is a confidential service that provides counselling services on personal, social, financial, legal and other health matters. Members who are not re-elected are entitled to use this program for up to six months following the election. For more information, contact Occupational Health, Safety and Environment.

Relocation Benefit: If the former Member did establish a secondary residence in the National Capital Region at any time following their election to the House of Commons, the Member who is not re-elected may relocate back from the National Capital Region to a residence in Canada, outside the National Capital Region, within one year of ceasing to be a Member.


Parliamentary Dining Room Access: Members who are not re-elected, their spouses and their guests continue to have access to the Parliamentary Dining Room and the cafeterias in the Parliamentary Precinct. However, Members’ credit privileges end on election day and outstanding accounts must be paid within 17 calendar days following the election.



4.2 Resettlement and Winding-up Provisions

Members who are not re-elected are entitled to:

Resettlement Provisions: to help re-establish themselves; and

Winding-up Provisions: to complete outstanding parliamentary business and operations of the parliamentary and constituency offices.

Members should contact Financial Management Operations before incurring any commitments or expenditures under these two provisions.

Resettlement Provisions: Members who are not re-elected may use up to $15,000 for the following:

financial, retirement and re-employment counselling, as well as out-placement services, if started and completed within 12 months of a general election; and

education or training, including language training, and reasonable expenses required by the course. Only courses started and paid for within 12 months of a general election will be reimbursed. These courses can end after this 12-month period.

These costs must be incurred in Canada with a recognized firm or organization. The following guidelines are to be used to determine which firms or institutions will be recognized by the House of Commons for payment of fees. All firms and organizations must meet the following conditions:

The selected firm or institution must have a business address, a publicly listed telephone number and its own official letterhead.

Rates charged to the former Member must be no greater than those normally charged by the firm or institution to its other customers for similar work.

There must be an arm’s length relationship between the former Member and the selected firm or institution.

No remuneration can be earned by the former Member from the firm or institution with respect to the contract nor can the former Member at any time directly or indirectly retain any portion of the amount paid by the House under this arrangement.

The education or training referred to below must be in a field or endeavour related to the vocation that the former Member is intending to pursue.

Also,

Financial, Retirement, Re-employment Counselling and Out-Placement Service Firms: These firms must be registered federally or provincially or hold membership in a professional association.


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Educational or Training and Language Training Firms: Recognized educational or training institutions must issue official receipts for Income Tax purposes for tuition or registration fees. They may also be under written contract with the former Member, permit that Member to work on-site, to receive on-the-job instruction, tutoring, training or supervision in order to allow the Member to renew old skills or acquire new ones (e.g., teaching, legal, accounting, engineering, trade skills).

Members who are not re-elected may also claim the following expenses related to resettlement services:

long-distance telephone calls within Canada;

postal services;

temporary help agencies for typing, secretarial or clerical services;

stationery and office supplies; and

accommodations, meals and incidentals at an approved per diem rate when the former Member is at, in transit to or returning from a location that is more than 100 kilometres from the Member’s previously declared primary residence. For current per diem rates, see the Schedule of Rates in the Budgets chapter. Reimbursement for accommodations may only be claimed for rented or leased lodgings.

Members may not claim the following expenses under the Resettlement Provisions:

accommodations, meals and incidentals if these expenses were reimbursed by another source, or the Member did not personally incur the expenses;

the acquisition of assets such as computers, peripherals, office furniture and equipment; and

domain name registration fees and other expenses related to any Web site, including their designated Web site.

Tax Implications: The reimbursement of educational and training costs is a taxable benefit. However, the reimbursement of counselling fees for mental, physical, re-employment or retirement purposes is not a taxable benefit.

Reimbursement Process: Members must complete the Resettlement and Winding-up Expense Claim form and submit it with original receipts to Financial Management Operations.

For courses, claims must be submitted promptly after the expense is incurred and no later than 90 calendar days after the course end-date. Proof of payment and of completion are required;

For all other expenses, claims must be submitted promptly after the expense is incurred and no later than 15 months after a general election.


March 20, 2014 Page 11 of 26

For more information or a copy of the form, contact Financial Management Operations.

Resettlement Travel: During the 12 months following the election, Members who are not re-elected are entitled to up to four return trips in Canada (economy class, without stopover) for the purposes of resettlement. Reasonable travel expenses will be reimbursed. Use the Travel Expenses form along with the Resettlement and Winding-up Expense Claim form. Original receipts must be provided and Members must provide the purpose of travel for which these expenses occurred.

Winding-up Provisions: For the purpose of completing outstanding parliamentary business and the operations of the parliamentary and constituency offices, Members who are not re-elected may claim up to $12,000 for the following reasonable expenses incurred in Canada within three months following the general election:

use of a moving or storage firm for local transportation or storage of personal effects or office files, etc.;

temporary office space;


postal services;

use of temporary help agencies for typing and administrative support;

stationery and office supplies;

accommodations, including lease termination costs for the secondary residence; and

other expenses related to winding-up activities, including meals and incidentals at an approved per diem rate when the former Member is at, in transit to, or returning from a location which is more than 100 kilometres from the Member’s previously declared primary residence. For current per diem rates, see the Schedule of Rates in the Budgets chapter.

Members may not claim the following expenses under the Winding-up Provisions:

meals or incidentals if these expenses were reimbursed by another source, or the Member did not personally incur the expenses;

the acquisition of assets such as computers, peripherals, office furniture and equipment; and

domain name registration fees and other expenses related to any Web site, including their designated Web site.

Any unspent portion of the Winding-up Provisions may be used to supplement the Resettlement Provisions.


March 20, 2014 Page 12 of 26

Members should use the Resettlement and Winding-up Expense Claim form and provide original receipts. For more information or a copy of the form, contact Financial Management Operations.

4.3 Travel

Members’ travel provisions in effect during the dissolution period end at midnight the day before the election. Any outstanding claims for accommodations, meals and incidentals incurred prior to the election must be submitted to Financial Management Operations within 30 calendar days of the election. All unused airline or railway tickets issued to former Members, their designated traveller, dependants or employees must be returned to the Members’ Travel Service as soon as possible. The cost of any unused flight pass segments must be reimbursed to the House of Commons by the former Member.

Members who are not re-elected will be personally responsible for any travel expenses incurred as of election day. However, in order to close their offices, they are entitled to two economy class return trips (no stopovers) between their constituency and Ottawa within 30 calendar days of the election. The designated traveller and dependants will each be reimbursed for transportation costs for up to two return trips between Ottawa and the constituency within 30 calendar days of the election. Former Members must submit their travel claims to Financial Management Operations promptly and no later than 90 calendar days after the general election.

4.4 Budgets

Following the election, Members who are not re-elected are not entitled to use the Member’s Office Budget, unless otherwise stated below.

Petty Cash: Members who are not re-elected must submit a final claim for office expenses incurred up to the date of the election to Financial Management Operations. They must also send a cheque payable to the Receiver General for Canada for the unspent petty cash balance within 30 calendar days following the election.

Contracts: All contracts terminate on election day. If the mandatory termination clause was omitted from a contract, the Member will be held personally responsible for any expenses incurred due to early termination. For more information, see the Contracts chapter.


March 20, 2014 Page 13 of 26

4.5 Services and Offices

Services: Various services provided to Members are impacted when a Member is not re-elected.

Postal Services: During the dissolution period, Members are allocated $500 for postal services. Following the election, Members who are not re-elected may continue to use any remaining funds for 30 calendar days following the election.

Translation Services: Members who are not re-elected may continue to use translation services for 17 calendar days following the election. Translation requests should be limited to correspondence to and from constituents in either official language.

Telephone and Long-Distance: Members who are not re-elected and their employees may continue to use the telephone equipment and services, including long-distance, for 17 calendar days following the election in the parliamentary office and 30 calendar days following the election in the Constituency Office. Additional telephone equipment may not be purchased or installed after the general election. In the constituency office, toll free telephone services can be charged to the Member’s Office Budget for up to 30 calendar days after the election.

TeleCanada Calling Cards: These cards are cancelled 17 calendar days following the election.

Wireless Devices: Members who are not re-elected must return all telecommunication equipment, including cell phones and Smartphones to Telecommunications Services within 30 calendar days of the election. All services related to these devices will be discontinued no later than 30 calendar days after the election or once the devices are returned, whichever comes first. The former Member must also sign the Telecommunications Information Management System Profile Report indicating that the assets were returned.

Library of Parliament: As of election day, borrowing privileges for Members who are not re-elected and their employees cease. All borrowed books must be returned within 17 calendar days of the election.

Training: Following the election, Members who are not re-elected and their spouses are no longer entitled to House of Commons’ language training. Former Members’ employees are not entitled to any training provided at House of Commons expense.

Office Supplies: Personalized stationery, franked envelopes and other such materials should be destroyed. For more information, contact Secure Storage Facility. All other office supplies provided by the House Administration are to be left in the office.


March 20, 2014 Page 14 of 26

Offices

Parliamentary Office: Members who are not re-elected must vacate their parliamentary office within 17 calendar days following the election and are responsible for the following:

Asset Inventory: All assets, whether provided to Members by the House Administration or charged to any budget, are the property of the House of Commons and must remain in the Member’s parliamentary office and are not to be removed from the premises.

Former Members must account for these assets before closing their parliamentary office by signing the Asset Inventory Report and returning it to Materiel and Contract Management within 17 calendar days of the election. The former Member will be invoiced for any missing assets, including furniture, laptops, wireless devices, etc.

All leased or rented equipment in the parliamentary office must be returned to the lessor to prevent additional charges to the former Member. For assistance in returning this equipment, contact Materiel and Contract Management.

Purchase of Assets: Members may not purchase House of Commons assets for their personal use, with the exception of a Member’s chair in the Chamber, which may be purchased at replacement cost plus applicable taxes. For more information, contact Building Management.

Computers and Peripherals: All computers, peripheral equipment and supporting infrastructure used in the parliamentary office must be maintained securely in their current location.

All laptops must be returned to Materiel and Contract Management and all wireless devices, such as Smartphones and cell phones must be returned to Telecommunications Services within 30 calendar days following the election. Members must ensure that all House of Commons assets assigned to their employees are returned.

Members who are not re-elected are responsible for ensuring that all data on their parliamentary office computers is backed up and then deleted. For more information, contact the Information Services IT Service Desk.

Parliamentary Precinct Network: Access to the network in the parliamentary office ends 17 calendar days following the election.

Constituency Office: Members who are not re-elected are required to vacate their constituency offices within 30 calendar days of the election. During this period, essential costs for maintaining an office, including office supplies, cell phones, utility bills, furniture and equipment rental, may be charged to the Member’s Office Budget. Reimbursement claims for allowable office expenses incurred during the dissolution period and the 30-day period following the election must be submitted to Financial Management Operations promptly and no later than 90 calendar days after the general election.


March 20, 2014 Page 15 of 26

All assets provided by the House or charged to any budget, are the property of the House of Commons and must remain in, or be returned to, the constituency office. Members must ensure that all House of Commons assets assigned to their employees are returned.

Office Leases: Members who are not re-elected must advise their landlords and cancel their constituency office lease as soon as possible after the election. Normally, the lease will terminate 30 days from the date of the election, with payment of two months’ rent in lieu of notice. For more information see section 4.2 Office Leases in the Offices chapter.

In the event a lease agreement does not include the standard three month termination clause, payments will only be made for the 12-month period following the date of commencement of the lease or of its most recent anniversary. The House Administration will never pay more than 12 months’ rent. Former Members will be personally responsible for these payments.

Leased or Rented Equipment: Members who are not re-elected must advise their contractors, cancel their contracts and return all leased or rented equipment. Expenses incurred up to 30 calendar days after a general election will be reimbursed. Any remaining expenses become the responsibility of the former Member. For assistance in returning the equipment, contact Materiel and Contract Management.

Inventory Reports: The former Member must sign the Asset Inventory Report as well as the Telecommunications Information Management System Profile Report. All assets in the constituency office will be transferred to the newly elected Member. The transfer of responsibility for these assets is not complete until the newly elected Member or Materiel and Contract Management provides written confirmation. Former Members will be invoiced for any missing assets, including furniture, laptops, wireless devices, etc. For more information, contact Materiel and Contract Management and the Telecommunications Services respectively.

Purchase of Assets: Members may not purchase House of Commons assets for their personal use.

Computers and Peripherals: All computers, peripheral equipment and supporting infrastructure must be kept securely in their current location. All laptops must be returned to Materiel and Contract Management.

Members who are not re-elected are responsible for ensuring that all data on their constituency office computers is backed up and then deleted. For more information regarding the management and disposal of this equipment or for assistance, contact the Information Services IT Service Desk.

Parliamentary Precinct Network: Members who are not re-elected have access to the network in their constituency office for 30 calendar days following the election.


March 20, 2014 Page 16 of 26

Web sites: If the former Member has a designated Web site, the last monthly hosting fee chargeable to the Member’s Office Budget for this site will include the day of the election. After this last charge, all expenses related to the former Member’s designated Web site will become a personal expense. If the former Member decides to cancel the Web site hosting services, the cancellation fees, if applicable, may be charged to the Member’s Office Budget within 30 days of the election.

Internet in the Residence: The last monthly service fee chargeable to the Member’s Office Budget will include the election day. After this last charge, Internet service fees in the residence will become a personal expense. If the former Member decides to cancel the Internet service, the cancellation fees, if applicable, may be charged to the Member’s Office Budget within 30 days of the election.

Fax in the Residence: If the former Member has a fax machine installed in their residence, it must be returned to the constituency office within 30 calendar days after the election.

4.6 Employees

When Members are not re-elected following an election, their employees may be eligible for the following entitlements and benefits upon termination of their employment. For more information, contact Pay and Benefits or consult section 5. Employee Departures in the Employees chapter.

Separation Entitlement: When their employment is terminated because the Member is not re-elected, regular and short-term employees will continue to receive an amount equal to their salary for 60 calendar days or to the end of their term of employment, whichever comes first, starting the day after the election, subject to certain conditions.

Severance Entitlement: When a Member is not re-elected, a regular employee is entitled to two weeks’ pay for the first completed year of continuous employment and one week’s pay for each succeeding complete year of continuous employment to a maximum of 28 weeks upon termination, subject to certain conditions.

Maternity or Parental Leave: When a Member who is not re-elected has approved maternity or parental leave prior to the election, the eligible employee is entitled to the maternity allowance or parental allowance provided the employee begins the leave before or within 60 calendar days following the election. The employee will have the option of receiving the remaining applicable weeks of maternity allowance or parental allowance or the 60-day Separation Entitlement, whichever is more beneficial to the employee.

Sick Leave: Accumulated sick leave credits lapse the day after the Member ceases to be a Member. Accumulated sick leave credits are not payable upon termination of employment. However, if there is no break in service, an employee who transfers to another Member or federal government department or agency may transfer accumulated sick leave credits.


March 20, 2014 Page 17 of 26

Subsequent Employment: Regular employees of Members and House Officers who have lost their positions because their Member is not re-elected will be given employment consideration over applicants not currently employed by the House of Commons for a period of six months from the date of loss of employment if the employee:



has a minimum of one year’s service as a regular employee in a Member’s or House Officer’s office.

5. Members Not Seeking Re-election This section describes the following:

Members’ Salary and Benefits

Resettlement Provisions

Travel

Budgets


Employees

For more information about closing Members’ offices or about winding up parliamentary business, see IntraParl.

5.1 Members’ Salary and Benefits

Salary and Allowances: The Members’ sessional allowance and any additional salary or allowances as applicable are paid up to and including the day of the election. Final payment of the sessional allowance is made within 30 calendar days following the date of the general election. Members may obtain specific information about their personal entitlements by contacting Pay and Benefits.

Retirement Benefits: Members may be entitled to a retirement or withdrawal allowance:

Retirement Allowance: Contributions made under the Members of Parliament Retiring Allowances Act cease as of election day for Members who do not seek re-election. Members may be entitled to an immediate or deferred retirement allowance, depending on their age and length of service.

Withdrawal Allowance: Upon ceasing to be a Member, Members who have contributed to the Members of Parliament Retiring Allowances Account and the Retirement Compensation Arrangements Account for a period of less than six years will receive a withdrawal allowance. This allowance is a lump sum payment equal to the total amount of the contributions paid by a Member plus interest.


March 20, 2014 Page 18 of 26

Severance Allowance: Members who do not seek re-election and who do not meet the minimum pensionable credits of six years are entitled to a full severance allowance equal to 50% of the sessional allowance and any additional salary or allowances payable to Members as of the day before the dissolution of Parliament. Members who are under 55 years of age, who do not seek re-election and who are entitled to an immediate or deferred pension receive a reduced severance allowance.

For more information about Members’ retirement benefits, see IntraParl or contact Pay and Benefits.

Insurance Benefits: Coverage for all life insurance, health and dental care plans are affected by the Member’s decision to not seek re-election. For more details about Members’ insurance benefits, see IntraParl or contact Pay and Benefits.

Employee Assistance Program: This program is a confidential service that provides counselling services on personal, social, financial, legal and other health matters. The former Member is entitled to use this program for up to six months following the election. For more information, contact Occupational Health, Safety and Environment.

Relocation Benefit: If the former Member did establish a secondary residence in the National Capital Region following their election to the House of Commons, the Member who did not seek re-election may relocate back from the National Capital Region to a residence in Canada, outside the National Capital Region, within one year of ceasing to be a Member.


Parliamentary Dining Room Access: Members who do not seek re-election and their spouses continue to have access to the Parliamentary Dining Room and the cafeterias in the Parliamentary Precinct. However, Members’ credit privileges end on election day and outstanding accounts must be paid within 17 calendar days following the election.

5.2 Resettlement Provisions

Members who do not seek re-election are entitled to Resettlement Provisions to help re-establish themselves as of the date of dissolution. Members should contact Financial Management Operations before incurring any commitments or expenditures under these provisions.

Members who do not seek re-election may use up to $15,000, as of the day of dissolution, for the following:

financial, retirement and re-employment counselling, as well as out-placement services, if started and completed within 12 months of the dissolution of Parliament; and

educational or training, including language training, and reasonable expenses required by the course. Only courses started and paid for within 12 months of the dissolution of Parliament will be reimbursed. These courses can end after this 12-month period.


March 20, 2014 Page 19 of 26

These costs must be incurred in Canada with a recognized firm or organization. The following guidelines are to be used to determine which firms or institutions will be recognized by the House of Commons for payment of fees. All firms and organizations must meet the following conditions:

The selected firm or institution must have a business address, a publicly listed telephone number and its own official letterhead.

Rates charged to the former Member must be no greater than those normally charged by the firm or institution to its other customers for similar work.

There must be an arm’s length relationship between the former Member and the selected firm or institution.

No remuneration can be earned by the former Member from the firm or institution with respect to the contract nor can the former Member at any time directly or indirectly retain any portion of the amount paid by the House under this arrangement.

The education or training referred to below must be in a field or endeavour related to the vocation that the former Member is intending to pursue.

Also,

Financial, Retirement, Re-employment Counselling and Out-Placement Service Firms: These firms must be registered federally or provincially or hold membership in a professional association.

Educational or Training and Language Training Firms: Recognized educational or training institutions must issue official receipts for Income Tax purposes for tuition or registration fees. They may also be under written contract with the former Member, permit the Member to work on-site, to receive on-the-job instruction, tutoring, training or supervision in order to allow the Member to renew old skills or acquire new ones (e.g., teaching, legal, accounting, engineering, trade skills).

Members who do not seek re-election may also claim the following expenses related to resettlement services:


postal services;

temporary help agencies for typing, secretarial or clerical services;

stationery and office supplies; and

accommodations, meals and incidentals at an approved per diem rate when the former Member is at, in transit to, or returning from a location that is more than 100 kilometres from the Member’s previously declared primary residence. For current per diem rates, see the Schedule of Rates in the Budgets chapter. Reimbursement for accommodation may only be claimed for rented or leased lodgings.


March 20, 2014 Page 20 of 26

Members may not claim the following expenses under the Resettlement Provisions:

accommodation costs, meals and incidentals if these expenses were reimbursed by another source, or the Member did not personally incur the expenses;

the acquisition of assets such as computers, peripherals, office furniture and equipment;

domain name registration fees and other expenses related to any Web site, including the former Member’s designated Web site.

Tax Implications: The reimbursement of educational and training costs is a taxable benefit. However, the reimbursement of counselling fees for mental, physical, re-employment or retirement purposes is not a taxable benefit.

Reimbursement Process: Members must complete the Resettlement and Winding-up Expense Claim form and submit it with original receipts to Financial Management Operations.

For courses, claims must be submitted promptly after the expense is incurred and no later than 90 calendar days after the course end-date. Proof of payment and of completion are required;

For all other expenses, claims must be submitted promptly after the expense was incurred and no later than 15 months after the dissolution of Parliament.

For more information or a copy of the form, contact Financial Management Operations.

Resettlement Travel: From the date of dissolution and up to 12 months following the election, Members who do not seek re-election are entitled to up to four return trips in Canada (economy class, without stopover) for the purposes of resettlement. Reasonable travel expenses will be reimbursed. Use the Travel Expenses form along with the Resettlement and Winding-up Expense Claim form. Original receipts must be provided and Members must provide the purpose of travel for which these expenses occurred.

5.3 Travel

Members who do not seek re-election are entitled to two return trips (no stopovers, economy class only) between their constituency and Ottawa, within 30 calendar days after the election. The Member’s designated traveller and dependants may each use up to two return trips between the Member’s constituency and Ottawa within 30 calendar days after the election. Only transportation expenses will be reimbursed. Former Members must submit all travel claims to Financial Management Operations promptly and no later than 90 calendar days after the general election.

Constituency Travel: Since constituency travel ceases as of dissolution, the costs of constituency travel incurred between the date of dissolution and election day will not be reimbursed to former Members or to authorized travellers travelling on behalf of the Member in the constituency. Former Members must submit any outstanding travel claims for expenses incurred before dissolution within 30 calendar days after the election.


March 20, 2014 Page 21 of 26

All unused airline or railway tickets issued to former Members, their designated traveller, dependants or employees must be returned to Members’ Travel Services as soon as possible. The cost of any unused flight pass segments must be reimbursed to the House of Commons by the former Member.

5.4 Budgets

Members who do not seek re-election may not use the Member’s Office Budget as of the day before the election, unless otherwise stated below.

Petty Cash: Members who do not seek re-election must submit a final claim with original receipts for office expenses incurred up to the day before the election to Financial Management Operations by election day. They must also submit a cheque payable to the Receiver General for Canada for the unspent petty cash balance by election day.

Contracts: All contracts terminate on election day. If the mandatory termination clause was omitted from a contract, the Member will be held personally responsible for any expenses incurred due to early termination. For more information, see the Contracts chapter.

5.5 Services and Offices

Services: Various services provided to Members are impacted when a Member does not seek re-election.

TeleCanada Calling Cards: These cards are cancelled the day of the election.

Wireless Devices: Members who are not seeking re-election must return all telecommunication equipment, including cell phones and Smartphones to Telecommunications Services before election day. All services related to these devices will be discontinued the day before the election or once the devices are returned, whichever comes first. The former Member must also sign the Telecommunications Information Management System Profile Report indicating that the assets were returned.

Library of Parliament: As of the day of the election, borrowing privileges for Members who are not seeking re-election and their employees cease. All borrowed books must be returned at the latest on election day.

Office Supplies: Personalized stationery, franked envelopes and other such materials should be destroyed. For more information, contact Secure Storage Facility. All other office supplies provided by the House Administration are to be left in the office.

Other Services: All other services such as postal, translation and telephone services, as well as language training end on the day of the election.


March 20, 2014 Page 22 of 26

Offices

Parliamentary Office: Members who do not seek re-election must vacate their parliamentary office no later than election day.

Asset Inventory: All assets, whether provided to Members by the House Administration or charged to any budget, are the property of the House of Commons and must remain in the Member’s parliamentary office and are not to be removed from the premises.

Members are required to account for these assets before closing their parliamentary office by signing the Asset Inventory Report and returning it to Materiel and Contract Management. The Member will be invoiced for any missing House of Commons assets, including furniture, laptops and wireless devices.

All leased or rented equipment in the parliamentary office must be returned to prevent additional charges to the former Member. For assistance in returning these assets, contact Materiel and Contract Management.

Purchase of Assets: Members may not purchase House of Commons assets for their personal use, with the exception of a Member’s chair in the Chamber, which may be purchased at replacement cost plus applicable taxes. For more information, contact Building Management.

Computers and Peripherals: All computers, peripheral equipment and supporting infrastructure used in the parliamentary office must be kept securely in their current location.

All laptops must be returned to Materiel and Contract Management and all wireless devices, such as Smartphones and cell phones must be returned to Telecommunications Services before election day. All services related to these devices will be discontinued the day before the election. Members must ensure that all House of Commons assets assigned to their employees are returned.

Members who are not seeking re-election are responsible for ensuring that all data on their parliamentary office computers is backed up and then deleted. For more information, contact the Information Services IT Service Desk.

Parliamentary Precinct Network: Access to the network ends on the day before the election.

Constituency Office: Members who do not seek re-election are required to vacate their constituency offices no later than election day. All assets, whether provided to Members by the House Administration or charged to any budget, are the property of the House of Commons and must remain in, or be returned to, the constituency office. Members must ensure that all House of Commons assets assigned to their employees are returned.


March 20, 2014 Page 23 of 26

Office Leases: Members who do not seek re-election must advise their landlords and cancel their constituency office lease as soon as possible. Normally, the lease will terminate on the date of the election, with payment of two months’ rent in lieu of notice. For more information, see section 4.2 Office Leases in the Offices chapter.

In the event a lease agreement does not include the standard three month termination clause, payments will only be made for the 12 month period from the date of commencement of the lease or of its most recent anniversary. The House Administration will never pay more than 12 months’ rent. Former Members will be personally responsible of these expenses.

Leased or Rented Equipment: All leased or rented equipment must be returned to prevent additional charges to the former Member. After 30 calendar days, any remaining leases, except office leases, become the responsibility of the former Member. For assistance in returning these assets, contact Materiel and Contract Management.

Inventory Reports: The former Member must sign the Asset Inventory Report and the Telecommunications Information Management System Profile Report. All assets in the constituency office will be transferred to the newly elected Member. The transfer of responsibility for these assets is not complete until the newly elected Member or Materiel and Contract Management provides written confirmation. Former Members will be invoiced for any missing assets, including furniture, laptops, wireless devices, etc. For more information, contact Materiel and Contract Management and Telecommunications Services respectively.

Purchase of Assets: Members may not purchase House of Commons assets for their personal use.

Computers and Peripherals: All computers, peripheral equipment and supporting infrastructure must be kept securely in their current location. All laptops must be returned to Materiel and Contract Management.

Members who are not seeking re-election are responsible for ensuring that all data on their constituency office computers is backed up and then deleted. For more information regarding the management and disposal of this equipment or for assistance, contact the Information Services IT Service Desk.

Parliamentary Precinct Network: Access to the network ends on the day before the election.

Web sites: If the former Member has a designated Web site, the last monthly hosting fee for the designated Web sites chargeable to the Member’s Office Budget will include the day before the election. After this last charge, all expenses related to the former Member’s designated Web site will become a personal expense. If the former Member decides to cancel the Web site hosting services, the cancellation fees, if applicable, may be charged to the Member’s Office Budget within 30 days of the election.


March 20, 2014 Page 24 of 26

Internet in the Residence: The last monthly service fee chargeable to the Member’s Office Budget will include the election day. After this last charge, Internet service fees in the residence will become a personal expense. If the former Member decides to cancel the Internet service, the cancellation fees, if applicable, may be charged to the Member’s Office Budget within 30 days of the election.

Fax in the Residence: If the former Member has a fax machine installed in their residence, it must be returned to the constituency office before election day.

5.6 Employees

When Members do not seek re-election, their employees may be eligible for the following entitlements and benefits upon termination of their employment. For more information, contact Pay and Benefits or consult section 5. Employee Departures in the Employees chapter.

Separation Entitlement: When their employment is terminated because the Member does not seek re-election, regular and short-term employees will continue to receive an amount equal to their salary for 60 calendar days starting the day after the Member ceases to be a Member, or the end of their term of employment, whichever comes first, subject to certain conditions.

Severance Entitlement: When a Member does not seek re-election, a regular employee is entitled to two weeks’ pay for the first completed year of continuous employment and one week’s pay for each succeeding complete year of continuous employment to a maximum of 28 weeks upon termination, subject to certain conditions.

Maternity or Parental Leave: When a Member not seeking re-election has approved maternity or parental leave prior to the election, the eligible employee is entitled to the maternity allowance or parental allowance provided the employee begins the leave before or within 60 days following the election. The employee will have the option of receiving the remaining applicable weeks of maternity allowance or parental allowance or the 60-day Separation Entitlement, whichever is more beneficial to the employee.

Sick Leave: Accumulated sick leave credits lapse the day after the Member ceases to be a Member. Accumulated sick leave credits are not payable upon termination of employment. However, if there is no break in service, an employee who transfers to another Member or federal government department or agency may transfer accumulated sick leave credits.


March 20, 2014 Page 25 of 26

Subsequent Employment: Regular employees of Members and House Officers who have lost their positions because the Member does not seek re-election will be given employment consideration over applicants not currently employed by the House of Commons. This applies for a period of six months from the date of loss of employment if the employee:



has a minimum of one year’s service as a regular employee in a Member’s or House Officer’s office.

6. House Officers and Recognized Parties Salary, Additional Allowances and Benefits: House Officers are entitled to additional remuneration in accordance with the Parliament of Canada Act. For most House Officers, their additional salary is paid from the date of their appointment. For the Speaker and the Deputy Speaker, their additional salary is paid from the date of their election to their respective position.

Following a general election, the Speaker and Deputy Speaker continue to receive their additional salaries until such time as a new Speaker and a new Deputy Speaker are elected. The additional salaries of Leaders of the opposition parties, Opposition House Leaders and Chief Whips resume if they are re-elected as Members.

Budgets: Following a general election, the budgets of national caucuses and House Officers of recognized parties are established based on a budget formula approved by the Board of Internal Economy. They are calculated using party representation in the House and pro-rated until the end of the fiscal year. They exclude any carry-forward from the previous Parliament.

Thereafter, these budgets are allocated at the beginning of each fiscal year on April 1, and only adjusted by a decision of the Board of Internal Economy, normally through Estimates process. These budgets are not adjusted in the event of a change in party representation in the Chamber during a Parliament. For details on this formula, see the Budget Formula Following a General Election for House Officers and National Caucuses appendix in this chapter.

The Speaker’s and Deputy Speaker’s budgets continue until a new Speaker and a new Deputy Speaker are elected. If a new Speaker and Deputy Speaker are elected, they are provided with budgets that are prorated until the end of the fiscal year. However, if the incumbents of these positions are re-elected, the prorating does not apply and they may use the unused portions of their budgets until the end of the fiscal year.

Following a general election, Party Leaders are responsible for the budgets of their Research Office until a new Member is designated.


March 20, 2014 Page 26 of 26

Contracts: If the House Officer ceases to be a House Officer following the election, contracts for professional services are automatically assigned to the new House Officer. If the termination and assignment clauses were omitted from a contract for goods and services other than professional services, the former House Officer will be held personally responsible for any expenses incurred due to early termination.

In the event the party loses its recognized party status following a general election, all contracts entered into by House Officers and the Member responsible for the Research Office terminate the day of the election. If the mandatory termination clauses were omitted from a contract, the former House Officer and the former Member responsible for the Research Office will be held personally responsible for any expenses incurred due to early termination. For more information, see the Contracts chapters.

Travel: Following a general election, Opposition Party Leaders receive prorated travel points based on the number of days from the date of the general election to the end of the fiscal year (March 31). For more information, see section 3. Travel Points System in the Travel chapter.

Web Servers: Following the election, the servers assigned to Chief Whips, House Leaders and Research Offices prior to dissolution will be reactivated if they maintain recognized party status. Computers and peripheral equipment will be reassigned based on party representation. For more information, contact Information Services IT Service Desk.

Employees: Employees of House Officers and Research Offices may be impacted by a general election. For more information, see the Employees chapter.


Elections

Appendix Budget Formula following a General Election

for House Officers and National Caucuses After a general election, the budgets of national caucuses and House Officers of recognized parties are established using party representation in the House of Commons and pro-rated until the end of the fiscal year. They exclude any carry-forward from the previous Parliament.

Thereafter, these budgets are allocated at the beginning of each fiscal year on April 1, and only adjusted by a decision of the Board, normally through the Estimates process. These budgets are not adjusted in the event of a change in party representation in the Chamber during a Parliament. The table below summarizes the budget formula for House Officers and national caucuses as of the general election of May 2, 2011, adjusted by any decisions of the Board of Internal Economy since that time.

House Officers Office Budgets as of April 1, 2014 $

Party Leaders For each opposition party with 12 to 25 Members 744,441

+ For each Member, from 26 to 50 49,629



+ For each Member, from 101 or more 4,963

Chief Whips For each party with 12 Members 99,259








House Leaders For each opposition party with 12 Members 74,444




Caucus Chairs For each parties with 12 Members 53,003

+ For each additional Member 337

National Caucus Budgets as of April 1, 2014 $

National Caucus Research Offices

For each party with 12 Members 496,294






Information Technology

For each party with 12 to 25 Members 49,629


+ For each Member, from 51 or more 993

Translation Services

For each recognized party 120,459

National Caucus Meetings

For each recognized party 44,329

November 13, 2013 1

Glossary

All references in this chapter refer to the Members By-law.

Authorized traveller Members’ authorized travellers include their:

designated traveller;

dependants;

eligible employees; and

parliamentary interns.

Exclude: On-call employees, volunteers, contractors or employees of government departments or agencies.

(Part 2, Division 2)

Board Board of Internal Economy established by section 50 of the Parliament of Canada Act.

(subsection 1(1))

Consolidated Revenue Fund

Aggregate of all public moneys that are on deposit at the credit of the Receiver General for Canada.

Constituency Office An office, established by the Member, in or near the Member’s constituency, to serve constituents and carry out the Member’s parliamentary functions.


Continuous employment Periods of employment with a Member, a House Officer, the Research Office, the House of Commons, a Senator, the Senate, the Federal Public Service (as defined in the Public Service Superannuation Act) and the Library of Parliament that have not been interrupted for more than three months for regular employees and not more than five working days for short-term employees.

Continuous travel Continuous travel starts at the scheduled departure time and ends with the arrival at destination, or with an overnight stop, or layover equivalent to an overnight stop.

Members’ Allowances and Services Glossary

November 13, 2013 2

Contract for professional services

Agreement to retain a person or entity to directly assist a Member in carrying out their parliamentary functions, including assistance in research, writing, communications as well as temporary office assistance, but not including the provision of legal advice or representation.

(subsection 1(1))

Dependant Child of a Member, including a stepchild, an adopted child, a foster child, a child for whom the Member is appointed legal guardian, or a child of their spouse who is financially dependent on the Member for necessary maintenance or the necessities of life, such as food, lodging, medical care, clothing and education and who is:

a) under 21 years of age;

b) between 21 and 25 years of age and in full time attendance at a recognized educational institution; or

c) regardless of age, wholly dependent upon the Member by reason of physical or mental disability.

(subsection 1(1))

Designated traveller Traveller designated by the Member other than:

the Member’s employees; or

a Member who is not the Member’s spouse.


Dissolution period Period starting at 11:59 p.m. (Eastern Time) on the day before the dissolution of Parliament and ending at 11:59 p.m. (Eastern Time) on the day of the general election.

(Part 5)

Eligible employee Employee of a Member or House Officer who regularly works, and is paid for, a minimum of 15 hours a week.

(section 34)

Employee There are three categories of Members’ employees:

Regular employee: Full-time or part-time employee engaged for an employment period of more than six months;

Short-term employee: Full-time or part-time employee engaged for an employment period of six months or less; and

On-call employee: Person hired for a specified or unspecified period of employment and who reports to work on an "as required" basis.


November 13, 2013 3

Former Member Member who resigned, did not seek re-election, was not re-elected or died.

(section 106)

Franking privilege Member’s right to free mailing privileges in accordance with the Canada Post Corporation Act. Mailed items, excluding parcels, must be marked with an official signature, initials or sign indicating this privilege. This mark is called a frank.

House Administration The Clerk of the House of Commons and the employees under the Clerk’s authority.

(subsection 1(1))

House Officers Members occupying the following positions:

Speaker of the House of Commons,

Deputy Speaker of the House of Commons and Chair of Committees of the Whole House,

Deputy Chair of Committees of the Whole House,

Assistant Deputy Chair of Committees of the Whole House,

Government House Leader,

Leader of a recognized party, but does not include the Prime Minister of Canada,

House Leader of a recognized party,

Whip of a recognized party, or

Chair of the national caucus of a recognized party, or

any Member who is a former Prime Minister.

(subsection 1(1))

Householder Printed material sent by Members to inform their constituents about parliamentary activities and issues, which are prepared and distributed by the House Administration exclusively.

Immediate family Member’s father, mother, brother, sister, spouse and children as well as the spouses and children of the Member’s children.

(subsection 1(1))


November 13, 2013 4

Layover Means a necessary stop—until the trip can be resumed—that occurs at a place other than the trip destination, in either of the following circumstances:

o the stop is necessary because of external factors outside the control of the traveller, such as a strike or weather-related problems; or

o it is necessary in order to make a connecting flight or in order to continue the trip by another means of travel.

(section 34)

National Capital Region Region described in the schedule to the National Capital Act.

(section 34)

National caucus All the Members of a recognized party. Reference to the national caucus is not considered to be a reference to a sub-group of the national caucus.

(subsections 1(1) and 1(2))

On-call employee Person hired for a specified or unspecified period and who reports to work on an "as required" basis.

Parliamentary functions Duties and activities that relate to the position of Member, wherever performed and whether or not performed in a partisan manner, namely, participation in activities relating to the proceedings and work of the House of Commons and activities undertaken in representing the Member’s constituency or constituents.

For greater certainty, the following activities, when performed by a Member, are not parliamentary functions:

(a) activities related to the private interests of a Member or a Member’s immediate family;

(b) activities related to the administration, organization and internal communications of a political party, including participation in a party leadership campaign or convention, solicitations of contributions and solicitations of membership to a political party;

(c) activities related to a Member’s re-election;

(d) activities designed, in the context of a federal, provincial, or municipal election, or any other local election, to support or oppose a political party or an individual candidate; and

(e) activities that are related to a meeting of an electoral district association, as defined in the Canada Elections Act, and that are carried out for nomination, electoral or sponsorship


November 13, 2013 5

purposes or that relate to soliciting contributions or membership.

The funds, goods, services and premises provided by the House of Commons to a Member may be used by the Member for partisan activities only if those activities fall within the parliamentary functions of the Member.

(subsections 1(1), 4(2) and 4(3))

Parliamentary intern University graduate selected for the Parliamentary Internship Program assigned to work in the office of a Member.

Parliamentary office Office that is located on or near Parliament Hill.

(subsection 1(1))

Parliamentary precinct Area accommodating the House Administration and Members’ parliamentary offices in and around Parliament Hill.

Petty cash Accountable advance on the Member’s Office Budget used to pay suppliers directly for office expenses.

Political party executive Any person who:

has been identified under section 366 of the Canada Elections Act as an officer, auditor or chief agent of a political party, or under section 382 of that Act as an officer, auditor or chief agent of a registered political party; or

holds an office or occupies a position identified in the constitution of a registered political party.

Note: The constitution of a registered political party refers to the constitution of a political party that is registered under the Canada Elections Act.

(subsection 1(1))

Premises Any place provided for the use of the House of Commons, its committees, Members or the House Administration, including Members’ constituency offices.

(Part 1)

Presiding Officers Members elected or appointed to the following positions:

the Speaker;

the Deputy Speaker and Chair of the Committees of the Whole House;

the Deputy Chair of the Committees of the Whole House; and

the Assistant Deputy Chair of the Committees of the Whole House.


November 13, 2013 6

Primary residence Residence of a Member that is designated by the Member as the primary residence, and does not include a seasonal or recreational dwelling or a recreational vehicle.

(section 34)

Private accommodation Non-commercial dwelling other than a Member’s residence.

Recognized party Party that has a recognized membership of 12 or more persons in the House of Commons.

(subsection 1(1))

Regular employee Full-time or part-time employee engaged for a period of more than six months.

Regular trip Trip between Ottawa and a Member’s constituency.

(section 34)

Research office Office of the National Caucus of a recognized party that conducts research to support its Members and House Officers in carrying out their parliamentary functions.


Secondary residence Member’s residence that is in the National Capital Region other than his or her primary residence, a seasonal or recreational dwelling or a recreational vehicle.

(section 34)

Sessional allowance Annual allowance paid to Members in accordance with the Parliament of Canada Act.

Short-term employee Full-time or part-time employee engaged for a period of six months or less.

Special trip Trip in Canada, elsewhere than between the Member’s constituency and Ottawa, as well as a trip between Ottawa or the Member’s constituency and Washington D.C. or New York City.


Spouse With respect to a Member at any time, means a person who, at that time, is married to the Member; is cohabiting with the Member in a conjugal relationship, having so cohabited for a period of at least one year; or is cohabiting with the individual in a conjugal relationship and is the parent of a child of whom the Member is a parent. It does not include a person from whom the Member is separated where all support obligations and family property have been dealt with by a separation agreement or by a court order.

(subsection 1(1))


November 13, 2013 7

Ten percenter Printed or photocopied material reproduced and distributed by the House Administration to households in quantities not exceeding 10% of the total number of households in the Member’s constituency.


Travel status Members are in travel status when they are at least 100 kilometres from their primary residence and travelling:

between Ottawa and their constituency;

within their constituency, province or territory;

within the National Capital Region;

elsewhere in Canada; or

in and between Washington D.C. or New York City and Ottawa or their constituency.


Trip Means a trip, by any means, to one destination for a particular purpose and that is direct or without any interruption other than a single stop that is not longer than the period determined by the Board and that is not a layover.

(section 34)

Members Allowances and Services Manual

Documents

Transcript of Members Allowances and Services Manual