During each session of Congress, every Member of the House of Representatives is allocated a Members’ Representational Allowance (MRA). This allowance is designed to support the official and representational duties that connect them to the district they represent. But Who Pays For Congressional Travel Home, and what exactly does this allowance cover?
The MRA is used for ordinary and necessary expenses incurred by the Member or their employees. These expenses must directly support the Member’s official duties to the district from which they were elected and must align with the regulations outlined in the Members’ Congressional Handbook.
“Ordinary and necessary” refers to reasonable expenditures that facilitate official and representational duties to the Member’s constituency. These expenditures must comply with all applicable federal laws, the Rules of the House of Representatives, and the regulations set by the Committee on House Administration (the Committee). These duties encompass a range of activities, including:
- Legislative process participation
- Congressional functions generally
- Constituent services
- Facilitating interaction between constituents and the Federal government
- Day-to-day operations of Congress
- Federal issues of public concern
- Actions taken as a representative of the elected district
- Soliciting constituent opinions on policy issues
- Addressing issue areas or programs established by the House
The Members’ Congressional Handbook (Handbook) details all regulations governing MRA expenditures. This document helps Members determine whether an expense is reimbursable. While the Handbook provides broad descriptions of reimbursable expenses, it is not exhaustive. Members are encouraged to consult with the Committee before incurring any expense if they are unsure about its eligibility for reimbursement.
What the MRA Covers and Doesn’t Cover
The MRA may only be used for expenses that are primarily official and representational in nature, and which align with the guidelines in the Handbook.
The MRA may not be used for:
- Settlements or awards related to claims filed with the Office of Congressional Workplace Rights or in federal court for conduct prohibited under the Congressional Accountability Act of 1995
- Expenses related to primarily social activities or events (e.g., sporting events, concerts, personal events)
- Expenses related to charities or fundraisers
- Personal expenses
- Campaign expenses or campaign-related political party expenses
- Capital improvements to the district office
- Committee expenses
- Expenses incurred outside the United States, its territories, and possessions
The U.S. Capitol Building dome, symbolizing the center of legislative activity and congressional duties.
Furthermore:
- Committee resources cannot be used to pay for a Member’s official and representational expenses.
- A Member cannot maintain an unofficial office account to defray or reimburse expenses related to official duties, except for using personal or campaign funds under specific circumstances authorized by the Committee on Ethics.
- Members cannot accept in-kind support from private sources for an official activity, except for support from entities qualified under § 170(c) of the Internal Revenue Code for co-sponsoring a constituent service event.
- Only appropriated funds, not personal or unofficial funds, can be used for mail sent under the frank (the privilege of sending mail postage-free).
- Each Member is responsible for any official expenses that exceed the MRA or are not reimbursable under these regulations.
- Unless specifically authorized, no Member, their relative, or anyone with a professional or legal relationship with the Member may directly benefit from the expenditure of the MRA.
- Official resources cannot be used to advertise for private individuals, firms, charities, or corporations, or imply government endorsement of specific commercial products or services.
- The MRA is available for services provided and expenses incurred from January 3 of one year through January 2 of the following year and is not transferable between years.
- Members cannot use official resources to misrepresent their current official positions or titles within the House.
- All expenditures must be part of an “arms-length marketplace transaction,” ensuring that goods and services are acquired under the same terms available to the public.
Budgeting, Disclosure, and Incidental Use
Each Member is expected to establish a budget at the beginning of each session and monitor expenditures monthly using financial statements. These expenditures are compiled and published in the quarterly Statement of Disbursements, a public document accessible online.
Incidental personal use of official equipment and supplies is allowed only when negligible in nature, frequency, time consumed, and expense. Each Member office may adopt a more restrictive incidental use policy.
Overspending
Each Member is personally responsible for paying any official expenses exceeding the authorized MRA. If the Member fails to pay, the CAO will deduct the amount owed from any pay, mileage, or expense reimbursement due to the Member, or through legal action in the case of a former Member.
Staffing and Employee Regulations
The Handbook also covers regulations related to congressional staff.
Staff training sessions are an essential part of ensuring congressional offices run efficiently and effectively.
General Staff Regulations
- “Staff” includes employees, fellows, unpaid interns, and volunteers.
- “Employee” refers to individuals appointed to a position of employment in the House of Representatives.
Each Member determines the terms and conditions of employment for their staff, consistent with applicable federal laws and House Rules. Personnel actions must be free from discrimination based on race, color, national origin, religion, sex, military service, disability, marital or parental status, or age.
Employee Ceiling
Under 2 U.S.C. § 5321, each Member may employ eighteen (18) permanent employees and four (4) additional employees, appointed to one of the following categories:
- Interns paid from the MRA
- Part-time employees
- Shared employees
- Temporary employees
- Employees on leave without pay status
Paid Interns
Paid interns must perform services on a temporary basis as part of an educational plan. They may work for no more than 120 calendar days in a 12-month period. The rate of pay is determined by the Member but cannot be less than $1,200 annually or exceed the maximum rate set by the Committee.
Teleworking
Teleworking is at the discretion of the Member, subject to Telework Policy regulations, and a Member is under no obligation to offer teleworking.
Fellows
Fellows perform services on a temporary basis as part of an established mid-career education program and do not count against the Member’s employee ceiling.
Volunteers
Volunteers perform services without compensation. Their service should be of significant educational benefit and should not supplant the duties of paid employees.
General Office Expenses
The MRA also covers various office expenses.
- Small appliances (microwaves, coffee makers, etc.) under $500 are reimbursable.
- Bottled water, water coolers, and water filtration systems are reimbursable.
- Business cards for Members and employees are reimbursable.
- Contractors may be hired for general, non-legislative, and non-financial office services.
- Ordinary and necessary photography expenses related to a Member’s official and representational duties are reimbursable.
Travel Regulations in Detail
The Handbook provides detailed guidance on official travel.
General Travel Guidelines
- Official travel must support the Member’s official duties to their district.
- It must originate and terminate in Washington, D.C., the Member’s District, or another location of official business.
- Official travel cannot be used for personal, campaign-related, or committee purposes.
- The MRA may be used to reimburse the cost of a Member’s individual, annual CLEAR Plus membership.
Modes of Transportation
Members may not use personal, official, or campaign funds for a flight on an aircraft unless specifically authorized in House Rule XXIII, clause 15(b). Chartered aircraft require prior written approval from the Committee under certain circumstances.
Rental Vehicles
Members and employees may be reimbursed for vehicle rental charges, gasoline, and Collision Damage Waiver (CDW) insurance if the government rate is unavailable.
Privately-Owned Vehicles
A Member or employee using their privately-owned vehicle may be reimbursed on a rate per mile basis.
Vendor Official Travel
Official travel includes travel by a vendor providing service or training to Member offices.
Understanding Disbursements
Disbursements from the MRA require supporting documentation and Member certification. Reimbursements and payments may only be made to the Member, their employees, or a vendor providing services.
Advance payments are allowed for:
- Public information booth and facility rentals
- Educational expenses
- Authorized insurance premiums
- Telecommunications devices and services
- Post-office box rentals
- Original Equipment Manufacturers’ warranties
- Web and information technology services
Congressional Member Organizations (CMOs)
CMOs are informal organizations established to pursue common legislative objectives. The MRA may not directly support a CMO as an independent entity. Members may use employees and official resources under their control to assist the CMO in its legislative objectives.
Conclusion
Understanding who pays for congressional travel home and the intricacies of the Members’ Representational Allowance is essential for transparency and accountability in government. The MRA, governed by comprehensive regulations, ensures that Members of Congress can effectively fulfill their duties to their constituents while adhering to strict guidelines. By adhering to these guidelines, Members can effectively represent their districts and uphold the public trust. The Members’ Congressional Handbook provides a comprehensive guide to navigating these regulations, promoting responsible use of taxpayer dollars.
