Members' Allowances and Services Manual

242 Pages·2017·3.19 MB·English

MEMBERS’ ALLOWANCES
AND SERVICES

1. Introduction .............................................................................................................. 1-1
2. Governance and Principles ....................................................................................... 2-1
Table of Contents
1. Introduction ................................................................................................. 2-2
2. Governing Principles .................................................................................... 2-2
3. Governance Structure .................................................................................. 2-6
4. House Administration .................................................................................. 2-7
3. Members’ Salary and Benefits .................................................................................. 3-1
1. Introduction ................................................................................................. 3-2
2. Members’ Salary .......................................................................................... 3-2
3. Insurance Plans ............................................................................................ 3-3
4. Pension ........................................................................................................ 3-5
5. Relocation .................................................................................................... 3-6
6. Employee and Family Assistance Program .................................................. 3-8
7. Special Accommodations for Members ....................................................... 3-8
8. Conflict Resolution and Workplace Harassment and Violence Prevention . 3-8
Appendix: Sessional Allowance and Additional Salaries ......................................... 3-11
4. Budgets ..................................................................................................................... 4-1
1. Introduction ................................................................................................. 4-2
2. Resources Provided by the House Administration ...................................... 4-2
3. Member’s Office Budget .............................................................................. 4-3
4. Travel Allocations ......................................................................................... 4-5
5. Delegation of Authority ............................................................................... 4-6
6. Financial Reports and Public Disclosure ...................................................... 4-7
7. Accounting and Reimbursement ................................................................. 4-8
8. Summary of Budget Allocations................................................................. 4-11
Appendix: Schedule of Rates .................................................................................. 4-13
Appendix: Member’s Office Budget and Financial Limits by Constituency ............ 4-15
5. Expenses ................................................................................................................... 5-1
1. Introduction ................................................................................................. 5-2
2. General Principles ........................................................................................ 5-2
3. Advertising ................................................................................................... 5-4
4. Hospitality and Gifts .................................................................................... 5-6
5. Smartphones and Tablets ............................................................................ 5-7
6. Websites and Domain Names ...................................................................... 5-8
7. Offices ........................................................................................................ 5-10
8. Other Expenses .......................................................................................... 5-14
9. Restrictions ................................................................................................ 5-17
Appendix: Limits on the Purchase of Assets ........................................................... 5-19
6. Travel ........................................................................................................................ 6-1
1. Introduction ................................................................................................. 6-2
2. General Principles ........................................................................................ 6-2
3. Summary of Travel Allocations .................................................................... 6-3
4. Members’ Travel Services ............................................................................ 6-4
5. Authorized Travellers ................................................................................... 6-4
6. Travel Points System .................................................................................... 6-5
7. Air Travel ...................................................................................................... 6-8
8. Road Travel ................................................................................................ 6-12
9. Other Means of Transportation ................................................................. 6-14
10. Accommodations and Meals ..................................................................... 6-15
11. Residences ................................................................................................. 6-18
12. Travel for Special Circumstances ............................................................... 6-22
13. Travel Reward Programs ............................................................................ 6-23
14. Accounting and Reimbursement ............................................................... 6-23
Appendix: Travel Points System .............................................................................. 6-25
7. Employees ................................................................................................................. 7-1
1. Introduction ................................................................................................. 7-2
2. Governing Principles .................................................................................... 7-2
3. Recruitment ................................................................................................. 7-3
4. Pay and Leave Administration ..................................................................... 7-5
5. Benefits ........................................................................................................ 7-9
6. Employee and Family Assistance Program ................................................ 7-10
7. Conflict Resolution and Workplace Harassment and Violence Prevention7-10
8. Employee Departures ................................................................................ 7-11
8. Services ..................................................................................................................... 8-1
1. Introduction ................................................................................................. 8-2
2. Printing ......................................................................................................... 8-2
3. Franking Privilege and Mail .......................................................................... 8-7
4. Telecommunications .................................................................................... 8-9
5. Training ...................................................................................................... 8-10
6. Other House Services ................................................................................. 8-12
7. Services Provided by Other Organizations ................................................ 8-16
Appendix: Access to Parliamentary Dining Room ................................................... 8-19
9. Offices ....................................................................................................................... 9-1
1. Introduction ................................................................................................. 9-2
2. Governing Principles .................................................................................... 9-2
3. Parliamentary Office .................................................................................... 9-3
4. Constituency Office ...................................................................................... 9-5
5. Custody, Care and Control of Assets.......................................................... 9-10
10. Contracts ................................................................................................................. 10-1
1. Introduction ............................................................................................... 10-2
2. Contract Types ........................................................................................... 10-2
3. Requirements, Restrictions and Limitations .............................................. 10-6
4. Status of Contractors ................................................................................. 10-7
5. Invoicing and Payment Procedures ........................................................... 10-8
11. Presiding Officers, House Officers and Recognized Parties .................................... 11-1
1. Introduction ............................................................................................... 11-3
2. The Speaker and Other Presiding Officers ................................................. 11-4
3. House Officers .......................................................................................... 11-12
4. National Caucus Research Offices ........................................................... 11-21
5. Dissolution of Parliament ........................................................................ 11-25
6. Elections ................................................................................................... 11-28
7. Budget Formula Following a General Election ......................................... 11-30
12. Resignation or Death of a Member ........................................................................ 12-1
1. Introduction ............................................................................................... 12-2
2. Resignation of a Member .......................................................................... 12-2
3. Death of a Member .................................................................................... 12-8
13. Dissolution of Parliament ....................................................................................... 13-1
1. Introduction ............................................................................................... 13-2
2. Election Expenses ...................................................................................... 13-2
3. Salary and Benefits .................................................................................... 13-3
4. Member’s Office Budget ............................................................................ 13-3
5. House Officer’s Office Budget .................................................................... 13-4
6. National Caucus Research Office Budgets ................................................. 13-4
7. Travel ......................................................................................................... 13-5
8. Services and Offices ................................................................................... 13-5
9. Employees .................................................................................................. 13-7
14. Elections .................................................................................................................. 14-1
1. Introduction ............................................................................................... 14-2
2. Newly Elected Members ............................................................................ 14-2
3. Re-elected Members ................................................................................. 14-5
4. Members Not Re-elected ........................................................................... 14-7
5. Members Not Seeking Re-election .......................................................... 14-18
6. House Officers and Recognized Parties ................................................... 14-27
15. Glossary ................................................................................................................... 15-1
Glossary ................................................................................................................... 15-2
1. INTRODUCTION
Members’ Allowances and Services Manual Introduction

The Members’ Allowances and Services Manual, which is available on the Source website and the
Parliament of Canada website, is a comprehensive guide on the Board of Internal Economy’s current
policies related to budgets, allowances, entitlements and services for Members, House Officers and
research offices. In addition, this manual outlines the provisions that apply in the event of the
resignation or non re-election of a Member or the death of a Member while in office, and explains how
the dissolution of Parliament affects budgets, allowances, entitlements and services.
The Board of Internal Economy has established four By-laws under the authority of the Parliament of
Canada Act:
• The Members By-law, which regulates the use of financial resources and administrative services
provided by the House, serves as the foundation for the Members’ Allowances and Services
Manual and should be read in conjunction with this manual.
• The Governance and Administration By-law provides the Clerk and other senior officials in the
House Administration with various authorities relating to Members, committees and the House
Administration. It provides for the establishment of budgets, allowances, rates and limits by the
Board with regard to the funds, goods, services and premises used by Members.
• The Rules of Practice and Procedure of the Board of Internal Economy establish administrative
rules relating to Board meetings, including the process by which Members may request
direction from the Board or an exception to its By-laws.
• The Committees By-law provides for the financing of committees and the administration of
goods and services for committees.
In the event of any inconsistencies between the By-laws and the Members’ Allowances and Services
Manual, the By-laws take precedence over the manual.

May 15, 2018 Chapter 1-2
2. GOVERNANCE AND
PRINCIPLES
1. Introduction ................................................................................................. 2-2
2. Governing Principles .................................................................................... 2-2
2.1 Parliamentary Functions ........................................................................... 2-2
2.2 Principles ................................................................................................... 2-3
2.2.1. Responsibilities and Accountability ................................................ 2-3
2.2.2. Management and Use of House Resources .................................... 2-4
2.2.3. Travel .............................................................................................. 2-5
2.2.4. Recruitment and Management of Employees ................................ 2-6
3. Governance Structure .................................................................................. 2-6
4. House Administration .................................................................................. 2-7
Members’ Allowances and Services Manual Governance and Principles

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
1. Introduction
well as the use of such resources. In addition, this chapter provides an overview of the governance and
administration of the House of Commons. Throughout this chapter, reference to Members should be
read to include Presiding Officers, House Officers and the national caucus research offices, unless
otherwise indicated, and any expenses are to be charged to their respective budgets.
This chapter describes the following:
Governing Principles
Governance Structure
House Administration
For more information on the Members By-law, contact the Office of the Law Clerk and Parliamentary
Counsel.

This section defines:
2. GParloiamvenetarry nFunicntiongs Principles
Principles
Responsibilities and Accountability
Management and Use of House Resources
Travel
Recruitment and Management of Employees

Pursuant to section 52 of the Parliament of Canada Act, the Board of Internal Economy can make By-
2law.s1 that Pgovaerrn lthiea umse oef fnuntdsa, groyod sF, seurvnicecs atnido prnemsis es by Members in the fulfillment of 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.”
October 21, 2019 Chapter 2-2