green book - parliamentary expenses guide 2009

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The Green BookA guide to Members allowances


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Published March 2009

Published by the House o Commons

London SW1A 0AA

Parliamentary copyright 2009

ISBN 978-0-9562029-0-1

Printed and bound in Englandon to paper manuactured rom

100% recycled fbre.


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Foreword by Mr Speaker

Tis new edition o the Green Book is the

result o decisions taken by the House over the

last year. Its text has been agreed by the House.

Te principles and rules the Green Bookcontains, together with the Practice Notesagreed by the Committee on Members

Allowances, should guide Members in all theclaims which they make. Te Department o

Resources has the task o administering the

rules, o ensuring compliance with them ando giving help and advice to Members. I urgeMembers to make use o that advice in any

case o doubt or diculty.

Speaker

The Green Book

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The Green Book

1

Contents

Foreword by Mr Speaker i

Principles governing Members allowances 31.1 Welcome 4

1.2 Governance o the allowances 5

1.3 Fundamental principles 6

1.4 Applying the principles 8

The allowances 112.1 Personal Additional Accommodation Expenditure 12

2.2 Administrative and Ofce Expenditure 20

2.3 Stafng Expenditure 262.4 Travel Expenditure 35

2.5 Communications Expenditure 42

2.6 House stationery and postage 49

2.7 Resettlement Grant 54

2.8 Winding-up Expenditure 55

2.9 Security budget 56

2.10 Help or Members with disabilities 56

Other inormation 573.1 Transer o allowances 58

3.2 Other allowance issues 59

3.3 Taxation o allowances 59

3.4 Further inormation and contact details 60

Defnitions 63

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6/722 Enquiry and advice line020 7219 1340

The Green Book


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The Green Book

Members o Parliament are provided with nancial support inthe orm o allowances to enable them to work eectively inParliament and in their constituencies.

Parliamentary allowances are designed to ensure that Members

are reimbursed or costs properly incurred in the perormance otheir duties. Tey provide support or:

employing sta (Stang Expenditure)

provision o acilities, equipment and supplies or themselvesand their sta (Administrative and Oce Expenditure)

overnight stays away rom home whilst on parliamentary

duties (Personal Additional Accommodation Expenditure)

communicating with constituents (CommunicationsExpenditure)

House stationery and postage (Stationery and Postage)

travel between Westminster, the constituency and mainhome (ravel expenditure)

1.1


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Principles governing Members allowances

55

As a general principle, major changes impacting upon any issuewhich might require Members to enter into any long-termarrangements or materially aecting the guidance or rulingscontained in this document, should be designed to last or thelietime o a Parliament and not changed mid-term.

Governance o the allowances

A series o resolutions approved by the House over many yearsset out the purpose o each allowance and contain criteria orjudging the appropriateness o a claim. Te Members EstimateCommittee, having been advised by the Committee on MembersAllowances, has the power to modiy the provisions o theresolutions in the interests o clarity, consistency, accountabilityand eective administration and conormity with current

circumstances. However, the Committee may not create a newcharge or increase any rate o charge or payment. Te Committeeon Members Allowances has the continuing duty o keeping theGreen Book under review.

Members who are contemplating incurring an expense whichis large or unusual, or who are uncertain about any allowance,

should contact the Department beorehand or advice.Not all circumstances are covered in the Green Book, and theDepartment may be able to assist Members whose circumstancesare unusual.

Te Members Estimate Committee has conrmed theDepartments authority to administer the rules set out in theGreen Book. Te Department is expected to bring to the

attention o individual Members instances where they mayappear to be vulnerable to criticism or accusations o impropriety.

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The Green Book

Where any claim appears not to conorm to these principles,or to more detailed rules which apply to particular allowances,Department sta will contact the Member to discuss the claim.

I the issue is not resolved, the Member may ask the Committeeon Members Allowances to rule. I the Member wishes, heor she may ask the Members Estimate Committee to make anal determination on the ruling made by the Committee onMembers Allowances.

Te Committee on Members Allowances will agree PracticeNotes which will be used by the Department in administering the

rules. Tese may be on general matters, or on matters arising romparticular cases. Practice Notes will be published.

Serious cases o breaches o the rules, or o problems inimplementing them, may be reerred by the Department to theMembers Estimate Committee.

Fundamental principles

In July 1995, the House agreed to adopt the Code of Conduct forMembers of Parliament this can be ound on the internet athttp://www.publications.parliament.uk/pa/cm/cmcode.htm

which includes a number o general principles o personalconduct. Tese are based on concepts o selfessness, integrity,objectivity, accountability, openness, honesty and leadership.

Te broad principles set out below are derived rom the Code

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o Conduct and underpin the allowance regime. When makingclaims against parliamentary allowances, Members must adhere tothese principles.

Te principles are:

Claims should be above reproach and must refect actual usageo the resources being claimed.

Claims must only be made or expenditure that it wasnecessary or a Member to incur to ensure that he or she couldproperly perorm his or her parliamentary duties.

Allowances are reimbursed only or the purpose o a Membercarrying out his or her parliamentary duties. Claims cannotrelate to party political activity o any sort, nor must any claimprovide a benet to a party political organisation.

It is not permissible or a Member to claim under anyparliamentary allowance or anything that the Member is

claiming rom any other source.Members must ensure that claims do not give rise to, or givethe appearance o giving rise to, an improper personal nancialbenet to themselves or anyone else.

Members are committed to openness about what expenditurehas been incurred and or what purposes.

Individual Members take personal responsibility or all expensesincurred, or making claims and or keeping records, even i theadministration o claims is delegated by them to others.



The Green Book

Te requirement o ensuring value or money is central inclaiming or accommodation, goods or services Membersshould avoid purchases which could be seen as extravagantor luxurious.

Claims must be supported by documentary evidence,except where the House has agreed that such evidence isnot necessary.

Tese principles recognise that, in the nature o our democraticsystem, Members will wish to explain their views about policies.However, public money must not be used to give unair politicaladvantage to one political party, and or this reason there arespecic controls on particular allowances.

Applying the principlesIn the majority o cases, the application o these principles will bestraightorward. But the role o Members is constantly evolvingand dierent Members have dierent needs, priorities and wayso perorming their duties. Tereore there will always be areas ouncertainty and the need to exercise individual judgement.

Te ollowing questions are designed to assist Members incoming to a decision about whether or not costs incurred areappropriate to be met rom the allowances:

Is this expense genuinely incurred by me in my role as aMember of Parliamentas opposed to my personal capacity?

Is this purchase supporting me in carrying out myparliamentary duties? Dening parliamentary duties is dicult

but Members may wish to consider (i) the generally acceptedparliamentary unctions: the legislative role; the oversight

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1.2

and accountability role; and the representative role, includingdealing with constituents problems and (ii) obligations theymay have, or example as a small employer. Anything which isdone or personal benet or or electioneering or or the directsupport o a political party will not be part o a Membersparliamentary duties.

Does the claim match thepurposeo the allowance in question

as set out later in the Green Book?

Could the claim in any way damage the reputation oParliament or its Members?

How comortable do I eel with the knowledge that my claimwill be available to the public under Freedom o Inormation?

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Theallowances



Personal Additional AccommodationExpenditure (PAAE)

Purpose o the allowance

PAAE is available to reimburse Members or the additionalexpenses necessarily incurred in staying overnight away rom their

main home or the purpose o perorming their parliamentaryduties. It may only be used to meet the ollowing costs:

Rent or mortgage interest

Hotel expenses

Utilities and telecommunications charges

FurnishingsMaintenance, service agreements, cleaning and insurance

Subsistence

Eligibility

PAAE can be claimed i the principles set out in Part I have been

complied with, and

2.1

2.1.1

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I your main home is in the constituency, or overnight staysin London

I your main home is in London, or overnight stays in theconstituency

I your main home is neither in London nor the constituency,you can choose in respect o which o these areas to claim PAAE

For these purposes, constituency is regarded as any point within20 miles o the constituency boundary.

PAAE may also be claimed i a Member perorms parliamentaryduties in an area o his or her constituency where a stay overnightis reasonably necessary in view o the distance rom his or hermain home.

Members representing inner London constituencies are noteligible to claim this allowance. Instead, there is an automaticLondon Costs Allowance (LCA) that is paid with salary.

Members representing constituencies outside inner London canchoose between receiving the LCA and PAAE. A choice may bealtered no more than once a year.

Examples o appropriate expenditure

Te ollowing provides examples o expenditure which areappropriate under various categories mentioned above.

Whilst these examples are not exhaustive, they are designed to indicate

the types of costs that are appropriate and so guide Members for otherexpenditure they wish to incur which is not on this list.

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The Green Book

14 Enquiry and advice line020 7219 1340

Rent or mortgage interest

In respect o one additional home in either London orthe constituency:

EitherRent

Te cost o a deposit (although this must be repaid when

the deposit, or a proportion thereo, is returned)

OrMortgage interest

Increase to mortgage costs (interest only) to pay orreurbishments; to extend the lease; or to purchase thereehold

AndLegal and other costs associated with obtaining (andselling) (or example, stamp duty, removal expenses,valuation ees)

Hotel Expenses

Cost o overnight accommodation

Utilities and telecommunications charges

Electricity, gas

Water service charges

Council tax

elephone, television and communications charges(mobile phone charges should be claimed rom AOE)

2.1.3.1

2.1.3.2

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Furnishings

White goods (or example, rerigerator, washing machineor cooker)

Electrical equipment

General household urniture (or example, soa, chairs, tableor bed)

General household items (or example, cutlery or crockery)

Maintenance, service agreements, cleaningand insurance

Necessary repairs to make good dilapidations

Decoration

Cleaning (services or equipment)

Service charge/ground rent

Insurance services and maintenance contracts

Basic security measures

SubsistenceA fat-rate sum o 25 may be claimed or any night whicha Member spends away rom his or her main home onparliamentary business. No other payment in respect osubsistence may be claimed

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Issues needing particular attention

Furnishings

Te total costs claimed in respect o urnishings in any allowanceyear (except the rst year ater a Member is newly elected) arelimited to 10 per cent o the PAAE or that year.

Mortgage and rental arrangements

PAAE must not be used to meet the costs o renting a propertyrom yoursel; a partner or amily member (including a spouseor civil partner); a close business associate; or an organisation orcompany in which you or a amily member have an interest (otherthan as an ordinary investor).

PAAE must only be used or mortgages taken out with a companysubject to regulation by the Financial Services Authority.

Members are not prevented rom taking out a joint mortgage butonly joint mortgages with a Members spouse/civil partner/partnerwill be ully covered by PAAE. In all other circumstances Membersmust contact the Department.

Members are also strongly encouraged to keep mortgagearrangements as straightorward as possible. Complicated nancialproducts, which may make it dicult or the Department to adviseMembers as to their validity, should be avoided.

Re-mortgaging

Te Department must be consulted in advance beore any changeto mortgage provider or to the terms o a loan.

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Property used as an ofce

Te Department must be inormed i PAAE is being claimed ona property and you wish to claim against AOE or any o the costsassociated with an oce on those premises (or example, heating,lighting, decoration, urniture). You must ensure that you do notclaim twice or any element o these costs.

Documentation required

Members are required to provide the Department with the addresso their main home when they enter Parliament by completingorm PAAE1. Members must inorm the Department i theaddress o their main home changes. Tis inormation is essentialto ensure the proper assessment o a Members PAAE and travel

entitlements. Save in exceptional circumstances (on whichthe Committee on Members Allowances will adjudicate),Members may only change the respective designationso main home and additional home once in any year.

I you have a mortgage, a copy o your annual statement ointerest must be provided each year to the Department. Iit is not clear rom this documentation what the amount

o interest payable is on the property, urther evidence maybe required. You must also inorm the Department o anyalterations to the terms o your mortgage.

I you rent a property, a copy o the lease agreement mustbe provided to the Department. Relevant documentationmust be submitted when any o the terms and conditions

are revised (or example, a change in rent charges).Evidence in the orm o invoices or receipts must be

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provided or all items o expenditure o 25 or more. No receipt isnecessary in respect o the fat-rate payment or subsistence.

I a copy o annual agreements (or example, council tax statement,service charge) is deposited with the Department, you will not needto submit invoices when claiming or relevant costs.

How PAAE works in practice

PAAE is a reimbursement allowance. Te Department cannotpay any bill directly. You must pay bills yoursel and claim relevantsums back using a PAAE2 orm.

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Administrative and Ofce Expenditure(AOE)


Te AOE is an allowance designed to provide or acilities,equipment, supplies and services or Members and their sta.

It may only be used to meet the ollowing costs:Accommodation or oce or surgery use or or occasionalmeetings

Equipment and supplies or the oce or surgery

Work commissioned and other services

Certain travel costs not met out o travel expenditure

Eligibility

All Members can claim or this allowance when their claimcomplies with the principles set out in Part I.


Te ollowing provides examples o expenditure which areappropriate under the various categories shown under purposeabove.

Whilst these are not exhaustive, they are designed to indicate the

types of costs that are appropriate and so guide Members for other

expenditure they wish to incur which is not on the list.

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2.2.1

2.2.2

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Accommodation

Oce rent

Hiring acilities or surgeries or meetings

Payments to utilities: rates, water, gas, electricity

Repairs and alterations i required when rst occupying a

property or by your lease, provided that these do not go beyondmaking good dilapidations and thus enhance the value o theproperty

Measures to ensure oce security, better health and saety oraccessibility or the disabled

Additional costs o using part o your home as an oce provided this is set aside as an oce. I you claim PAAE or

this home you must take particular care to ensure that you donot claim twice or the same expenses

Insurance or oce premises

Equipment and supplies

Purchase or lease o photocopiers, axes, scanners, phones and

other oce equipment, including computers and printersPurchase o oce urniture

Purchase o stationery and oce consumables

Purchase o hardware and sotware

Insurance or oce contents other than centrally providedcomputers and legal costs insurance

elephone costs

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2.2.3.2


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Postage over and above that provided by the House

Annual data protection registration subscription

Work commissioned and other services

Maintenance services or hardware, sotware and equipment

Interpreting and translation services

raining or Members or sta

Recruitment services

Work that you would reasonably expect a member o yoursta to undertake, or example, a piece o research

Certain travel costs not met out o the

travel expenditure

Certain travel incurred over and above that provided rom yourtravel expenditure: this may be related to sta travel or taxis andprivate hire cars or permitted UK travel. Receipts and journeydetails must be provided in ull.


Arrangements or Members constituency ofces

I the accommodation is leased rom a political party or aconstituency association, you must ask an independent valuer to assessthe property in order to ensure that it is being rented at no morethan the market rate. See also the ollowing heading on agreements

or accommodation and services in combination. You must seekadvice rom the Registrar o Members Financial Interests i thepremises are provided rent ree or at a rental below market rates.

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The allowances

Contracts or sta, services etc in combinationwith accommodation

You must have documented contractual arrangements whichdistinguish between accommodation and services (eg: stang,telephony, use o photocopiers etc). Charges must be or actual,not notional, services, and the service charges must accuratelyrefect the levels o service provided. You must lodge a copy o the

agreement with the Department and ensure that any subsequentchanges are notied in writing immediately to the Department.

Sharing arrangements

When a Member shares his or her oce with another Memberor with a member o a devolved legislature or o the EuropeanParliament, separate billing arrangements are desirable. But where

that is not easible he or she must lodge with the Department acopy o the agreement setting out how the costs will be divided. Ione Member agrees to meet the costs in ull initially, and to recoverrom the other parties to the arrangements, he or she must lodgewith the Department the agreement to do this. Te sums recoveredmust be remitted to the Department or credit to the AOE.

SubletsYou must not sublet accommodation which you lease and payor out o the allowances. Exceptions may be allowed or subletsexisting in January 2002 when this restriction was introduced.

Homes used as ofces

You may use as an oce or your parliamentary duties any part o

your home, or o any other building which you personally lease orown. You may claim or anyadditional costs incurred (eg: extratelephone lines, heat, light) but not leasing or mortgage costs.

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2.2.4.3

2.2.4.4

2.2.4.5

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Enquiry and advice line020 7219 1340

Occasional use o ofce premises by others

You must charge or occasional use o your premises by others.Tis must not exceed 20 days per year. Te charge must be setat a level which refects a proportion o the leasing costs and thecost o any services used. You must ensure that ull and properaccounts are kept o all relevant transactions. All income receivedmust be credited back to your AOE.

Petty Cash

Members may be reimbursed or petty cash, the limit being 50per month. Any claims or items costing 25 or more will need tobe accompanied by relevant receipts. You must keep a petty cashbook recording what items petty cash is spent on.

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Proo o payment must be provided or all items o expenditure o25 or more.

In addition, the ollowing documentation must be lodged with theDepartment:

A copy o your lease and any subleaseA copy o a recent independent valuation (required only i youlease rom a political organisation or i you sublet part o thepremises). Tis must be updated i and when rental costs dierrom gures shown in independent valuations

A copy o any agreement or cost sharing (required only i youshare with another Member, with a member o a devolved

legislature or an MEP)

A copy o any agreement or services with your constituencyassociation or other party political organisation

You must also inorm the Department o any alterations to theterms o these.

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How AOE works in practice

Tere are three payment options available rom the Department:

You can meet the bill yoursel and claim the sum back. Usea Members Reimbursement orm (C1). (You can also use aDirect Payment to Sta orm (SA3) to reimburse a member osta who has purchased supplies or you.)

Te Department can pay the supplier direct. Use a DirectPayment to Tird Parties orm (C2) and attach a copy othe invoice.

You can set up a regular payment arrangement. Use a PeriodicPayments orm (B1) and attach a copy o your contract withthe supplier.

Stafng Expenditure


Stang Expenditure is available to meet the costs incurred in theprovision o sta to help you perorm your parliamentary duties.It may be used to meet the ollowing costs:

Sta salaries and Employers National Insurance Contributions

Bonuses and overtime payments

Payments or bought-in services

Additional sta costs

Redundancy payments

Settlements made at tribunals and court hearings

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The allowances

Eligibility

All Members are eligible or this allowance when their claimcomplies with the principles set out in Part I. Members mustensure their sta are:

employed to meet a genuine need in supporting the Memberin perorming his or her parliamentary duties;

able and (i necessary) qualied to do the job; and

actually doing the job

and that the resulting costs, in so ar as they are charged tothis allowance, are reasonable and entirely attributable to theMembers parliamentary duties.


Te ollowing provides examples o expenditure which areappropriate under certain o the categories mentioned above.

Whilst these examples are not exhaustive, they are designed to indicate

the types of costs that are appropriate and so guide Members for other

expenditure they wish to incur which is not on the list.

Sta payments

Salaries and other payments to sta, all o which are paiddirectly to the member o sta by the Department

2.3.2

2.3.3

2.3.3.1

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Payments or bought-in services

Proessional advice, or example rom accountants or solicitors

Cleaning, janitorial or reception services

Maintenance services or hardware and sotware andequipment

Interpreting and translation servicesRecruitment services

raining or Members and their sta

Research and consultancy services

Secretarial services

Additional stafng costs

Meals and subsistence or interns, volunteers or permanentemployees who are working away rom their main placeo employment

ravel to and rom a permanent or temporary workplace

Additional pension contributions

Contributions to private healthcare scheme

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Rates o pay and contracts

Sta must be paid in accordance with the pay ranges linkedto the job descriptions and standard contracts prepared by theDepartment and approved by the Committee on MembersAllowances. Tese are available on the parliamentary intranetat:

http://dfaweb.parliament.uk/members/pas/jobpayguidance2.htm.

Te Department provides standard employment contracts whichyou must use when taking on new sta. However, you, not theDepartment, have the responsibilities as employer towards stapaid rom the allowance. It is your responsibility to ensure thatyou comply with employment law. Te contract must be provided

to your sta within eight weeks o them starting work, and a copymust be deposited with the Department (see below).

Exceptions or both contract terms and pay ranges may be madeor sta who were employed beore 5 July 2001 and thereore havepre-existing employment rights; sel-employed contractors (whoare recognised as such by HMRC); and certain sta approved bythe Department who are employed on non-standard jobs.

Advice

A Personnel Advice Service is available to Members and is staedby proessional HR practitioners. Tey are able to provide adviceon issues that concern your role as employer. A link to theirservices is available at:http://dfaweb.parliament.uk/members/pas/pasmain.htm.

2.3.4

2.3.4.1

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Bonus payments

o help you get the job done, you may wish to give incentivesto sta or to reward them by giving them one-o bonuses. Suchpayments are limited to 15 per cent o the gross annual salaryreceived by that member o sta in the allowance year in question.

Record keeping

As part o its payroll service, the Department keeps recordso payments made. However, you are responsible or all otherprocedures connected with sta employment, or examplecontractual changes (o which the Department must also beinormed), holidays taken and sickness absence.

Absence rom ofce

I a member o sta is absent because o sickness, you must inormthe Department in order that pay can be adjusted. Tis willalso assist Members in managing long-term sick absences. Anyrelevant certicates must also be orwarded.

I the absence is or more than two weeks (and is caused bysickness, adoption leave, maternity leave or disability within the

meaning o the Disability Discrimination Act 1995), you may beable to claim temporary stafng expenditure to meet the cost o asubstitute member o sta or contractor, or o additional hours orexisting sta. Documentary evidence o the reason or absenceis required. Details are available on the parliamentary intranet:http://dfaweb.parliament.uk/members/payroll/tsa.htm.

2.3.4.3

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Pension contributions

I a member o sta is paid rom Stang Expenditure, theDepartment will make regular payments rom central unds,equivalent to 10 per cent o salary, to the Portcullis Pension Plan.Tis is a group stakeholder arrangement.

Te 10 per cent can be paid to one o two nominated providers

or split between them, either as the member o sta chooses, or50:50 as a deault arrangement.

A Portcullis Pension Plan leafet is available on the parliamentaryintranet at:http://dfaweb.parliament.uk/members/pensions/pensions.htm or in hard copy rom the Department. Tis givesdetailed inormation and advice to both sta and Members.

Tribunals and court hearings

Stang Expenditure can be used to pay or settlements madeboth prior to and during court and tribunal hearings concerninga member o sta. But the allowance will not meet the costs oany punitive damages awarded against a Member by a court ortribunal.

Members are advised to contact the Department as soon as theythink litigation may be commenced against them or advice aboutthe assistance that the Department can provide.

2.3.4.7

2.3.4.6
http://dfaweb.parliament.uk/members/pensions/pensions.htmhttp://dfaweb.parliament.uk/members/pensions/pensions.htmhttp://dfaweb.parliament.uk/members/pensions/pensions.htmhttp://dfaweb.parliament.uk/members/pensions/pensions.htmhttp://dfaweb.parliament.uk/members/pensions/pensions.htm


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Every sta member must be provided with a new starter packwhich contains inormation or a new member o sta and a copyo a orm SA1 or completion. Tis pack is available on requestrom the Department. Te SA1 orm enables you to providerelevant pay and personal details o the new starter. Tis mustthen be orwarded to the Department so that payroll action canbe taken.

Members o sta are paid on the last working day o each month.Income ax and National Insurance Contributions are deductedrom salary payments under PAYE regulations. P60s, containingstatutory inormation relating to pay and deductions, are sent outannually to all sta still in employment at 5 April. For this reason,no payments should be made directly by you to a member o sta.Stang Expenditure is increased each year in line with the

average earnings index. However, sta pay is not up-ratedautomatically. Tis is a decision or you as employer each year.

You can advise the Department o a change o salary, and bonus orovertime payments, on orm SA2.

When a member o sta leaves your employment, you must advise

the Department using orm SA4. Tis can also be used to notiythe Department o any holiday not taken or which paymentneeds to be made.

All orms must be submitted to the Department by the 15th oeach month in order or changes to be refected in that monthspayroll run. Tis is especially important or new starters who may,or nancial reasons, be unable to wait a urther month to receive

their rst salary payment and or leavers to avoid an overpaymento salary.


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Payments or bought-in services can either be paid directly by theDepartment to the relevant organisation (using a C2 orm) orpaid by you and reimbursement sought (using a C1 orm).

Travel Expenditure


Members can claim or reasonable travel and associated costsprovided that journeys are undertaken or the purpose operorming their parliamentary duties. For the purposes o thisallowance, travel with All-Party Groups does not constituteparliamentary duties.

In addition, sta, spouses and civil partners, and children up to the

age o 18 are entitled to certain travel allowances.

Te House will meet the cost o:

Fares or journeys by public transport

Mileage or cars, motorbikes and bicycles

Reasonable parking

axis and private hire car cost (or which a standard mileagerate applies)

Reasonable cost o overnight accommodation where a journeyhas had to be broken due to unoreseen circumstances beyondthe control o the person undertaking the journey

2.4

2.4.1


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Extended Travel

Extended travel allows Members to travel within the UK onjourneys outside their routine travel pattern. Te journeys must:

Relate to a matter currently beore the House

Relate to a matter currently beore a select committee onwhich you serve

Relate to a constituent or general constituency matter; or

Be to a devolved legislature

European Travel

Members may claim up to three return visits a year to the nationalparliaments o Council o Europe member states. EU institutions

and agencies may also be visited.

For each visit, Members may claim travel, up to the cost o abusiness class airare to the relevant destination, and a maximumo two nights subsistence at the Civil Service Class A rate.

Family Travel

Spouses and civil partners are entitled to up to 30 single journeyseach year between London and the constituency or the Membersmain home.

Dependent children (including stepchildren, oster children etc)who are under 18 or over 18 and still in ull time secondaryeducation until the end o the academic year in which their 18th

birthday alls are each entitled to up to 30 single journeys each year

2.4.4.2

2.4.4.3

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between London and the constituency or Members main home.By arrangement with the Department, children over the age o 18who have a disability are also entitled to 30 single journeys a year.

Sta Travel

Sta may share up to 24 single journeys each year. Tese journeysmust be between London and the constituency and be made in

connection with the Members parliamentary duties. Additionaljourneys may be claimed rom AOE or Stang Expenditure.

Parking

Reasonable parking charges may be claimed but Members cannotclaim or parking nes.


Mileage rate

Journeys undertaken by car, motorbike or bicycle are reimbursedat a standard mileage rate which refects the current HMRCapproved rates. Te mileage rate is paid on the basis that the

person claiming owns and maintains the vehicle. When this isnot the case, a reduced mileage rate may be payable. You shouldcontact the Department where this applies.

Te mileage rate covers the costs o running a vehicle suchas insurance, repairs, maintenance and depreciation. You arethereore not entitled to claim any additional cost in respect othe vehicle.

2.4.4.5

2.4.4.6

2.4.5

2.4.5.1


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The allowances

39

Constituency Travel

You must provide a ull breakdown as ollows:

I your constituency is under 25 sq miles, or mileage above200 miles

I your constituency is over 25 sq miles but under 200 sq miles,or mileage above 350 miles

I your constituency is over 200 sq miles, or mileage above600 miles

Constituency travel includes:

ravel within the constituency boundary

ravel outside the constituency but within 20 miles o the

constituency boundaryravel between the constituency and local or regional oces oGovernment departments and oces o local authorities1

Congestion charges

Congestion charges cannot be claimed rom travel expenditure.

Taxis and hire cars

ravel expenditure will only reimburse you at the standardmileage rate or allowable journeys undertaken in taxis and privatehire cars. However, you may use AOE to reclaim the ull cost.

2.4.5.2

2.4.5.3

2.4.5.4

1 Members may also use the extended travel provision or travel to oces outside their constituency.


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The Green Book


Value or money

Tere is no restriction on the class o travel or Members.However, you are encouraged to purchase tickets through theParliamentary ravel Oce so that the House can benet romroute deals. You are also encouraged to purchase the best valuetickets, or example by advance purchase. Members are able toclaim the cost o an advance purchase ticket which they buy but

cannot in the event use.

Season tickets may be purchased or allowable journeys iMembers are satised that value or money is being achieved.

Extended travel and European travel

You must notiy the Department at least three days beore the

journey, giving the purpose, location, duration and persons ororganisation to be visited. Te Departments authorisation or thejourney is necessary.

Select Committee and Delegation Travel

Committee and delegation visits are not unded through ravelExpenditure. You should contact the Committee Clerk or the

Overseas Oce or advice on how to claim or costs incurred orthese visits. Your House o Commons ravel Card must not beused to pay or these journeys.

2.4.5.5

2.4.5.6

2.4.5.7


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The allowances


A signed travel card acknowledgement: this conrms that youhave received the card; and have acknowledged that the conditionso use have been explained to you, and that its use is restricted topaying or journeys specied in the Green Book.

A signed Car Assessment Form: this conrms that you are

content with the routine journeys produced by the Department.

How Travel Expenditure works in practice

When using your own vehicle, you will be reimbursed or mileageat standard rates. A reduced rate applies when this is not the case.

Mileage or each journey is calculated using a digitisedmapping system.

When you are rst elected, or when there is a change o locationo your main home, the Department will register a set o routinejourneys, each o which will have an agreed distance andjourney code. Mileage can then be claimed using a 1 orm,quoting the relevant code and requency o that journey during

the claim period.

2.4.6

2.4.7

41


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The Green Book


Te same orm should also be used to claim amily or stamileage, tolls and parking charges and constituency mileage.When travelling by public transport, you should use your Houseo Commons ravel Card to pay or your tickets. Alternatively,you can buy the ticket rom your own unds and claim back thecost using orm 2.

All transactions on your House o Commons ravel Card willbe shown on a monthly statement. It is your responsibility tocomplete relevant inormation on the statement (or example,date and destination, who travelled etc) and return it to theDepartment within the time allowed. Further inormation iscontained in the ravel Card older.

Communications Expenditure


Communications Expenditure is designed to help Memberscommunicate proactively with their constituents about their workin urtherance o their parliamentary duties.

Te allowance may be used to meet expenses or:Regular reports and constituency newsletters; questionnaires,surveys and petitions

Contact cards

Distribution costs

Advertising o surgeries and constituency meetings

Websites

Some capital purchases

2.5

2.5.1


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The allowances

43

Eligibility

All Members are eligible for this allowance when their claimcomplies with the principles set out in Part I and the moredetailed guidance found in the booklet CommunicationsExpenditure and the use of House stationery. Tis can be found onthe internet at:http://www.parliament.uk/documents/upload/HofCCommunicationsAllowanceBooklet.pdf.

Examples of appropriate expenditure

Te following provides examples of expenditure which are appropriateunder the various categories shown under purpose above.

Whilst these are not exhaustive, they are designed to indicate the

types of costs that are appropriate and so guide Members for otherexpenditure they wish to incur which is not on the list.

Regular reports and constituency newsletters;questionnaires, surveys and petitions

Production and design costs

Distribution costs

Freepost facilities

Contact cards

Production and design costs

Advertising of surgeries and constituency meetings

Cost of placing advertisements

2.5.2

2.5.3

2.5.3.1

2.5.3.2

2.5.3.3
http://www.parliament.uk/documents/upload/HofCCommunicationsAllowanceBooklet.pdfhttp://www.parliament.uk/documents/upload/HofCCommunicationsAllowanceBooklet.pdfhttp://www.parliament.uk/documents/upload/HofCCommunicationsAllowanceBooklet.pdfhttp://www.parliament.uk/documents/upload/HofCCommunicationsAllowanceBooklet.pdfhttp://www.parliament.uk/documents/upload/HofCCommunicationsAllowanceBooklet.pdf


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The Green Book


Content

Te purpose o a publication or website must be to inormconstituents about your work as a Member, to consult withconstituents or local groups, or to provide inormation about howto contact you.

No party political material is permitted in any part o a

publication or website unded wholly or in part rom theallowance. You must not use party logos or slogans. You may usethe House o Commons Portcullis provided the document meetsthe rules.

You must take care not to publish material which could beconstrued as campaign expenditure within the scope o the

Political Parties, Elections and Reerendums Act 2000.

You may only use Hansard extracts i the entire publication orwebsite including the extract complies with the prohibition onparty political content.

You must take care when using photographs not to promote otherelected oce-holders or candidates or oce. Captions must be

neutral and kept within the context o the publication.

You must take care when using or quoting statistics that the use osuch statistics cannot be construed as politically selective.

Surveys may ask questions on national or international issues.

2.5.4.3


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The allowances

47

Distribution

Members must use their best endeavours to ensure thatdistribution arrangements or newsletters do not strayunreasonably beyond the boundaries o their constituency.

Joint publications

Members are entitled to produce newsletters in conjunction withother elected oce-holders. However the entire content mustsatisy the rules o all the bodies involved in unding it. I materialis included that is not allowed, the whole cost o the publicationmust be unded rom another source.

Capital purchases

Only equipment and sotware purchased solely to assist Membersin the production and distribution o newsletters, websites orother publications unded rom Communications Expendituremay be claimed rom the allowance. Equipment that is used orgeneral oce purposes should be claimed rom AOE.

Stafng costs

Where sta are employed, in whole or in part, to assist with theproduction o material unded through the allowance, salary andNational Insurance costs will continue to be met rom StangExpenditure. However, the cost o bought-in or sel-employedsta may be met rom Communications Expenditure.

2.5.4.4

2.5.4.5

2.5.4.6

2.5.4.7


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The Green Book



A copy o any agreement or cost sharing (when a publicationis produced with another Member; a member o a devolvedlegislature; or an MEP).

A copy o any agreement or services (or example or stangor acilities) with your constituency association or other party

political organisation.

How Communications Expenditure worksin practice

Tere are three payment options available rom the Department:

You can meet the bill yoursel and claim the sum back. Use a

Members Reimbursement orm (Comms1)

Te Department can pay the supplier direct. Use a DirectPayment to Tird Parties orm (Comms2) and attach a copy othe invoice

You can set up a regular payment arrangement. Use a PeriodicPayments orm (B1), and attach a copy o your contract with

the supplierClaims or the costs o any survey or o production o anypublication costing more than 1000 will only be met i thepublication has been cleared in advance with the Department.I this approval is not given, you will not be able to claim or thecosts o the publication. You are strongly encouraged to submit allitems or which you are intending to claim rom Communications

Expenditure to the Department or approval in advance.

2.5.5

2.5.6


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The allowances

Te Department will also review the homepage o websitesthat are being unded rom Communications Expenditure.Tis may lead to urther scrutiny when a claim or a relevantcost is submitted. Members are expected to make allrecommended changes.

House stationery and postage

Purpose o the acility

A cash-limited provision o House stationery and pre-paidenvelopes is made available to Members or theirparliamentary duties.

Eligibility

Each Member is entitled to a total sum each year which includesthe cost o the various types o stationery and the postage costs opre-paid envelopes.

2.6

2.6.1

2.6.2

49


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The Green Book


Appropriate use of stationery and pre-paid envelopes

More specic guidance can be ound in the bookletTe Communications Allowance and the use of House stationeryat:http://www.parliament.uk/documents/upload/

HofCCommunicationsAllowanceBooklet.pdf.

Pre-paid envelopes

Pre-paid envelopes are designed to enable you to reply to lettersor other contacts you receive, and to write to individuals andorganisations in pursuit o your parliamentary duties. Teyshould not be used to send mail to people on issues on whichthey have not previously contacted you. You can use stationeryand pre-paid envelopes to respond to contacts you have receivedthrough any medium.

Pre-paid envelopes may not be used to transmit mail intendedgenerally to inorm your constituents about your work asa Member. Such communications may be unded throughCommunications Expenditure.

Examples o the proper use o pre-paid envelopes include:

administrative correspondence enabling you to run your oce,such as current working documents sent between Westminsterand the constituency

correspondence with Members or staf o either House, wherethis cannot be sent using the internal mail system

2.6.3

2.6.3.1
http://www.parliament.uk/documents/upload/HofCCommunicationsAllowanceBooklet.pdfhttp://www.parliament.uk/documents/upload/HofCCommunicationsAllowanceBooklet.pdfhttp://www.parliament.uk/documents/upload/HofCCommunicationsAllowanceBooklet.pdfhttp://www.parliament.uk/documents/upload/HofCCommunicationsAllowanceBooklet.pdf


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The allowances

51

correspondence with public bodies in the United Kingdomsuch as Government Departments, Agencies and NDPBs,devolved legislatures, local authorities, and internationalorganisations, where this cannot be sent using the IDS

correspondence with constituents in connection with an issueon which they have previously contacted you

Pre-paid envelopes may only be used to send updates toconstituents on an ongoing basis where the updates relate tospecic cases (such as the progress on asylum applications).Pre-paid envelopes may not be used to send general updates.

Pre-paid envelopes must not be used:

or correspondence o a personal or commercial nature

or correspondence to or on behal o All-Party Groups whichinclude persons who are not Members o either House

in connection with und raising or the benet o a politicalparty or supporting the return o any person to public oce

or internal mail

or mail sent rom the House o Commons to GovernmentDepartment addresses within the M25 system (which shouldbe ully addressed marked VIA IDS and posted in an InternalMail posting box without payment o postage)

or questionnaires and surveys

or birthday or greeting cards or messages

or correspondence you instigate with constituents on issues onwhich they have not previously contacted you


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The Green Book


Questionnaires and surveys; birthday or greeting cards or messagesand other personal items; circulars; newsletters and calendars must notbe attached to correspondence legitimately sent in pre-paid envelopes.

You are encouraged to use second-class pre-paid envelopes.First-class envelopes should only be used or priority mail.

House stationeryHouse stationery, however it is acquired, should not be used orthe ollowing purposes:

communications o a commercial nature

in connection with und raising or the benet o a politicalparty, advocating membership o a political party, or supporting

the return o any person to public oceor correspondence o All-Party Groups which include personswho are not Members o either House

I you wish to use House o Commons stationery to write topeople on issues on which they have not previously contactedyou, you must purchase it rom the suppliers, not as part o your

cash-limited entitlement. Alternatively, you may photocopystationery which includes the crowned portcullis and the wordsHouse o Commons. Any such use must also comply with thethree requirements set out earlier in this section.

Petitions

Someone who has signed a petition which has been addressed to

you, who has sent you a campaign postcard or letter, or who hasraised an issue with you in person, is considered to have contacted

2.6.3.2

2.6.3.3


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The allowances

53

you or the purpose o these rules, unless the petition or campaignwas itsel instigated by you or by someone acting on your behal.Pre-paid envelopes and House stationery provided rom aMembers cash-limited entitlement should only be used to replyonce to this kind o correspondence.

Personal correspondence

Modest use o House o Commons stationery (but not pre-paidenvelopes) or personal correspondence is permitted.

Party political content

Party political reerences are allowed in ocially providedstationery, or in correspondence sent in pre-paid envelopes.

Interaction with other allowances

Communications Expenditure

Where rules state that the stationery entitlement cannot be used(or example, circulars, newsletters, annual reports etc), relevantstationery and postage costs can be met rom Communications

Expenditure, with the proviso that the costs all within the scopeo that allowance and the principles set out in Part I o thisdocument have been met.

Administrative and Ofce Expenditure

Once the stationery entitlement has been exhausted, additionalstationery supplies can be purchased using the AOE. However,

the AOE cannot be used to purchase pre-paid envelopes. Instead,stamps (or other distribution methods) should be used.

2.6.3.4

2.6.3.5

2.6.4

2.6.4.1

2.6.4.2


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The Green Book


How the stationery entitlement worksin practice

Te Department of Resources is responsible for providing adviceon the use of stationery and Communications Expenditure.

Te ordering of stationery and pre-paid envelopes is theresponsibility of the Department of Facilities. Tis can be done

from the House of Commons stationery catalogue via the internetby ordering from your bespoke account atwww.banner-online.bizor on a bespoke stationery order form.

Resettlement Grant

Purpose of the grant

Te Resettlement Grant may be claimed to assist formerMembers with the costs of adjusting to non-parliamentary life.

Eligibility

Te Resettlement Grant is available for all Members who fail to bere-elected or who do not stand at a General Election. Members who

leave the House during a Parliament are not eligible to claim the grant.

Additional information can be found in the bookletPay and allowances for Members who leave the House at a General

Election at:

http://dfaweb.parliament.uk/members/publications/ge_payallow.pdf.

2.6.5

2.7

2.7.1

2.7.2


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The allowances

Winding-up Expenditure


Te Winding-Up Expenditure allowance is designed to meet thecost o completing the outstanding parliamentary duties o a personwho ceases to be a Member o Parliament.

Eligibility

Te allowance is available or all Members who ail to be re-electedor who do not stand at a General Election or who leave the Houseduring a Parliament. Te Department administers the allowancein the case o a Member who dies in service. A claim must complywith the principles set out in Part I.

2.8

2.8.1

2.8.2

55


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The Green Book


Additional inormation can be ound in the bookletPay and allowances for Members who leave the House at a GeneralElection at:http://dfaweb.parliament.uk/members/publications/ge_payallow.pdf

Security budget

Where the local police advise, the House will contribute to thecosts o security measures taken to saeguard Members, their staand their equipment at their constituency oce or surgery. AOEmust be used or the frst 1000 o expenditure. Te House willmeet hal o the rest o the cost up to a maximum contributiono 2000.

Full details o this acility, including how to apply, are available

on the parliamentary intranet at:http://dfaweb.parliament.uk/members/publications/security.htm.

Help for Members with disabilities

Te Department provides assistance to Members with disabilities,subject to a report rom a consultant occupational health medical

practitioner retained by the House. Assistance can take theorm o additional sta, necessary equipment or help with travelor example.

Further inormation is available on the parliamentaryintranet at:http://dfaweb.parliament.uk/members/publications/disabscheme.htm.

2.9

2.10
http://dfaweb.parliament.uk/members/publications/ge_payallow.pdfhttp://dfaweb.parliament.uk/members/publications/ge_payallow.pdfhttp://dfaweb.parliament.uk/members/publications/ge_payallow.pdfhttp://dfaweb.parliament.uk/members/publications/ge_payallow.pdfhttp://dfaweb.parliament.uk/members/publications/ge_payallow.pdfhttp://dfaweb.parliament.uk/members/publications/ge_payallow.pdfhttp://dfaweb.parliament.uk/members/publications/ge_payallow.pdfhttp://dfaweb.parliament.uk/members/publications/ge_payallow.pdfhttp://dfaweb.parliament.uk/members/publications/security.htmhttp://dfaweb.parliament.uk/members/publications/security.htmhttp://dfaweb.parliament.uk/members/publications/security.htmhttp://dfaweb.parliament.uk/members/publications/security.htmhttp://dfaweb.parliament.uk/members/publications/disabscheme.htmhttp://dfaweb.parliament.uk/members/publications/disabscheme.htmhttp://dfaweb.parliament.uk/members/publications/disabscheme.htmhttp://dfaweb.parliament.uk/members/publications/disabscheme.htmhttp://dfaweb.parliament.uk/members/publications/security.htmhttp://dfaweb.parliament.uk/members/publications/ge_payallow.pdf


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Otherinormation



Transfer of allowances

By allowance type

Subject to the limits shown below, Members may transfer funds

between certain allowances. Prior approval from the Department

is not required before authorising a transfer.

* The combined amount transerred into the AOE and Communications

Expenditure should not normally exceed 10 per cent o the total

Stafng Expenditure.

3.1

3.1.1

From To

AOE Stafng Communications PAAE

AOE n/a No limit No limit Not allowed

Stafng Up to 10%* n/a Up to 10%* Not allowed

Communications Not allowed Not allowed n/a Not allowed

PAAE Not allowed Not allowed Not allowed n/a


63/72

Other Inormation

59

By allowance year

Members may also apply to transer unds between allowanceyears. Subject to there being sucient unds available, up to10 per cent o each o the ollowing allowances can be carriedorward into the ollowing allowance year: AOE; StangExpenditure; and Communications Expenditure. In certain cases,an advance can be made into the existing year rom the ollowing

years budget.

Members wanting to make use o this acility must notiy theDepartment, providing details o specic spending plans.

Other allowance issues

Te allowance year runs rom 1 April to 31 March. Providinga spend was incurred during this period, claims may be madeagainst it or a urther two months (that is, until the end o May).Generally, claims submitted ater this date will not be acceptedor payment.

I a Member enters or leaves Parliament part way throughthe allowance year, the entitlement or each allowance will be

calculated on a quarterly basis. For example, i a Member leaves inJuly (ie during the 2nd quarter), he or she would be entitled to abudget equal to two quarters o each allowance.

Taxation o allowances

Expenditure or which reimbursement is claimed under the

provisions o the Green Book should be wholly, exclusivelyand necessarily incurred or the perormance o a Members

3.1.2

3.2

3.3


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parliamentary duties, and thereore deductible rom income ortax purposes.

Tis does not apply to Winding-up Expenditure on dissolutionto which section 291 o the Income ax (Earnings and Pensions)Act 2003 applies.

In the case o PAAE, which is an allowance to which section 292o the Income ax (Earnings and Pensions) Act 2003 applies,expenditure must be necessarily incurred in staying overnightaway rom the Members main home.

HMRC produces a booklet on MPs, Ministers and ax. Tis isavailable rom the Department or rom HMRC (telephone 02920325201). Dierent taxation rules apply to dierent allowances,

and dierent rules may also apply to payments made under eachallowance. Members are responsible or declaring any taxablebeneft they receive.

Further information and contact details

Te current edition limits guidance to the allowances that

Members are able to claim to assist them in perorming theirparliamentary duties.

For all queries regarding Members salaries and parliamentaryallowances, Members should contact the Enquiries and Adviceeam (EA).

Te team can be contacted on 020 7219 1340 or via email:[email protected].

3.4


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Other Information

61

Members seeking advice on pensions are able to requestTe Parliamentary Contributory Pension Fund MembersBooklet from the Department. Tis is currently onlyavailable in hard copy.

Te Pensions eam can be contacted on 020 7219 4962 or viaemail: [email protected].

Information regarding Short Money and RepresentativeMoney can be found in the Library factsheet at:http://pims.parliament.uk:81/PIMS/Static%20Files/

Extended%20File%20Scan%20Files/LIBRARY_OTHER_

PAPERS/STANDARD_NOTE/snpc-01663.pdf

Members with queries regarding the claiming of the above shouldcontact 020 7219 6122.

Te Department publishes a booklet Pay and allowancesfor Members who leave the House at a General Election. Tisprovides details of dissolution arrangements and what happensto pay and allowances during this period. Tis publication isavailable in hard copy and on the parliamentary intranet.

Te Parliamentary Information and Communicationsechnology service (PIC) administers the loan of computer

and other I equipment to Members.

Details are available on the parliamentary intranet or via thePIC Service Desk on 020 7219 2001.
http://pims.parliament.uk:81/PIMS/Static%20Files/Extended%20File%20Scan%20Files/LIBRARY_OTHER_PAPERS/STANDARD_NOTE/snpc-01663.pdfhttp://pims.parliament.uk:81/PIMS/Static%20Files/Extended%20File%20Scan%20Files/LIBRARY_OTHER_PAPERS/STANDARD_NOTE/snpc-01663.pdfhttp://pims.parliament.uk:81/PIMS/Static%20Files/Extended%20File%20Scan%20Files/LIBRARY_OTHER_PAPERS/STANDARD_NOTE/snpc-01663.pdfhttp://pims.parliament.uk:81/PIMS/Static%20Files/Extended%20File%20Scan%20Files/LIBRARY_OTHER_PAPERS/STANDARD_NOTE/snpc-01663.pdf


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Defnitions



Additional

home

means the home, not being the Members main

home, in respect o which a Member is entitled to

claim PAAE. It must be in the UK.

Allowance

year

means rom 1 April until 31 March.

Average

earnings

index

means the average earnings index (whole economy

excluding bonuses), or the twelve months prior to

31 December.

AOE means the Administrative and Oce

Expenditure allowance.

Civil partner means a person who is the civil partner o a Member

who together come within the denition o civil

partnership in the Civil Partnership Act 2004.

Committee

on Members

Allowances

means the Committee appointed under Standing

Order No.152G.

Department means the Department o Resources.

Devolved

legislature

means the Scottish Parliament, the National

Assembly or Wales or the Northern Ireland Assembly.


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Defnitions

6565

HMRC means Her Majestys Revenue and Customs.

Inner London means the constituencies o Battersea, Bethnal

Green & Bow, Camberwell & Peckham, Cities

o London & Westminster, Dulwich & West

Norwood, Eltham, Greenwich & Woolwich,

Hackney North & Stoke Newington, Hackney

South & Shoreditch, Hammersmith & Fulham,Hampstead & Highgate, Holborn & St Pancras,

Islington North, Islington South & Finsbury,

Kensington & Chelsea, Lewisham Deptord,

Lewisham East, Lewisham West, North Southwark

& Bermondsey, Poplar & Canning own, Putney,

Regents Park & Kensington North, Streatham,

ooting, and Vauxhall.

LCA means the London Costs Allowance.

London means any place within 20 miles o the Palace

o Westminster.

Main home is the term used in the Green Book or the term

only or main residence as used in the applicable

Resolutions o the House and the relevant legalprovisions. It is or a Member to determine where

his or her main home is based on his or her

circumstances. It must be in the UK.

Members

Estimate

Committee

means the Committee appointed under Standing

Order No.152D to consider matters relating to

Members pay and allowances. It has the same

membership as the House o Commons Commission.


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green book - parliamentary expenses guide 2009

Documents