FINANCE &
ADMINISTRATION
HOUSE OF COMMONS
D EPARTMENT OF FINANCE AND ADMINISTRATION - J UNE 2003
UPDATED JULY 2004
The Green Book
Parliamentary Salaries,
Allowances and Pensions
Speaker’s Introduction
I am pleased to introduce this new version of the
Green Book, which incorporates changes made to
the allowances since April 2002.
Its principal aim is to set out in clear terms to
Members the information they need on pay,
allowances, pensions and responsibilities for
employees. Further information on the services
provided to Members by the Department of
Finance and Administration (and other House
Departments) can be found in the Members’
Handbook.
The Green Book does not publish financial limits
on the salary and allowances for Members.
This information is available from the ‘Quick Guide’
which provides up to the minute details on these
areas as well as useful contact numbers for the
Department. The ‘Quick Guide’ is updated each
April when salary and allowances are increased.
Both the Green Book and the Quick Guide are
available on the Intranet.
Members themselves are responsible for ensuring
that their use of allowances is above reproach.
They should seek advice in cases of doubt and
read the Green Book with care. The Finance and
Administration Department is there to relieve
Members of the bulk of the day to day
administration of Parliamentary allowances whilst
helping Members to provide the necessary
accountability.
I do hope that Members will find this new version
of the Green Book to be a helpful and useful
source of advice.
Speaker
Contents
Introduction 3
Allowances 4
1 Members’ Salaries 5
P11D/P9D 6
2 Pensions 7
Members 7
Members Staff 8
3 Additional Costs Allowance (ACA) 9
4 London Supplement 13
5 Incidental Expenses Provision (IEP) 14
6 Staffing Allowance 19
7 Travel 22
General 22
Mode of travel 23
Warrants 23
Standard travel 24
Constituency travel 24
Extended travel 25
European travel 25
Members’ spouse & children 26
Members’ staff 26
8 Short Money 27
9 Members who leave the House 29
10 Redundancy for Members’ Staff
& Other Employment Matters 32
11 Dissolution Arrangements 34
12 Computer Equipment, 37
Help For Members With Disabilities
& Security Measures
1
Department of Finance & Administration
The Department of Finance & Administration
is located on the third and part of the fourth floor of
7 Millbank.
The Department also runs a Members’ Advice Centre
every Tuesday and Thursday afternoon in the Cloisters
corridor in the Palace. Ring ext. 1340 for details.
Department of Finance & Administration
House of Commons
London SW1A OAA
1 Norman Shaw North
2 Norman Shaw South
3 1 Derby Gate
4 1 Parliament Street
5 Portcullis House
6 7 Millbank
2
Introduction
The Green Book aims to set out clearly what
Andrew
allowances and expenses you are entitled to claim,
Walker
how to make your claim, and what supporting
information you should provide. When you make a
claim you are responsible for ensuring that your
expenditure is wholly, exclusively and necessarily
incurred on Parliamentary duties, and that it meets
the requirements for that particular allowance.
My Department helps you to do that by setting out
the rules, subject to Mr Speaker’s approval, and by
checking your claims for obvious errors. We also offer
you advice which you can obtain via the help numbers
displayed in each section, or by calling at the
Members’ Advice Centre (MAC) situated in the
Cloisters corridor. Opening times are advertised on the
Finance & Administration Intranet site. You can book
Archie
an appointment by ringing ext. 1340.
Cameron
The Personnel Advice Service (PAS) for members
provides up-to-date information and guidance on
personnel and employment issues. You can contact
the service on ext. 2080 or by e-mailing
[email address].
Within the Department, the Operations Directorate
(formerly known as the Fees Office1) led by Archie
Cameron, is responsible for the payment of salary,
pensions and allowances to Members.
The Directorate acts as an agent for Members
and makes payments on their behalf to staff and
suppliers. We also pay select committee and
international parliamentary delegation expenses,
as well as telephone charges for calls made on
the Parliamentary Estate.
We also provide an Occupational, Health, Safety
and Welfare Service (OHSWS) for Members.
You can find out further information about this in the
Members’ Handbook which complements the
Green Book.
The Department aims to provide high quality,
professional services for Members and their staff.
I should appreciate feedback on our services, and
any suggestions for improvement.
Andrew Walker
Director of Finance & Administration
1
The Fees Office became known by this name
because originally it collected the fees payable
by promoters of private bills. This role is now
carried out by the Private Bill office.
3
Introduction
What’s new in this edition?
Various travel entitlements, which include:
There are a number of small changes to the sections on
Warrants or reimbursement for free travel whilst
the additional costs allowance for Ministers, on the
on Parliamentary business in the UK
staffing allowance, the incidental expenses and travel
Season tickets in certain circumstances
entitlements.
Motor Mileage Allowance
What are the main entitlements for Members?
Motorcycle Allowance
Bicycle Allowance
A Salary and Pension
Up to 15 designated return journeys¹ each
Details are at sections 1 and 2.
year for the Member’s spouse and children
Up to 12 designated return journeys¹ shared
An
Additional Costs Allowance to reimburse certain
between all employees of the Member
Members for additional costs incurred when staying
Up to 3 journeys a year to certain European
overnight away from their main home whilst
destinations.
performing Parliamentary duties.
See section 7 for further information.
See section 3 for details.
Centrally provided computer equipment which may
A
London Supplement, which Members receive with
be borrowed free of charge, for Parliamentary use only.
their salary (in some circumstances).
In addition, Members can call on:
Section 4 gives further information.
Additional equipment, facilities or help if they
have a disability
An
Incidental Expenses Provision to meet
Additional contributions to security costs.
the costs of:
Further details are at section 12.
Accommodation for office or surgery use
Equipment and supplies for the office or surgery
Claims against these allowances must be
Work commissioned and other services
made within 2 months of the end of the
Certain travel and communications.
allowances year in which the expenditure was
incurred, ie by the end of May.
See section 5 for details.
A
Staffing Allowance to pay up to the equivalent of
3 full time staff. The Department also offers a
complementary Personnel and Advice Service (PAS).
See section 6 for details.
1 Between 1st January 2004 and 31st March 2005
transitional arrangements will apply.
4
Members’ Salaries, Section 1
Information For Members
HELP NUMBERS
P11D queries 020 7219 0341/1421
FREQUENTLY ASKED QUESTIONS
When will I get paid?
Everyone is paid on the last working day of the month.
When do I have to notify the Department of any
By the 15th day of the month.
changes affecting the payment of my salary?
When do I receive my P60?
By the end of May. Please keep it safe as we are not
allowed to issue duplicate copies.
When do I receive my P11D, to enable me to
By 6th July, the Inland Revenue statutory deadline.
complete my tax return?
Does the Department pay my
No, individual Government Departments
Ministerial salary?
will pay these.
When I cease to be a Minister am I entitled to
Yes, if you are under the age of 65 you are entitled
severance pay?
to three months’ Ministerial salary, provided you are
not appointed to another Ministerial post within
three weeks.
What arrangements are made for salaries during
Members and their staff are paid up to and including
Dissolution?
the day of the general election and continue
uninterrupted if the Member retains their seat.
5
Members’ Salaries Section 1
1.1.1.
1.4.2.
The Department deals with Members’ pay, and the
The Tax office that deals with you and your
pay and expenses of Members’ staff. All salaries are
employees is:
paid monthly in arrears, on the last working day of
Public Department 1
every month.
Ty Glas Road
Llanishen
1.1.2.
Cardiff CF14 5XZ
If you change your address or your bank account
Telephone (switchboard) 02920 325000
please ensure that details reach us by the 15th of the
Fax number 02920 325954
month in which they are to be effective.
1.5.1. Pay and Tax Information
1.2.1. Members’ payroll
Everyone paid through the Department will receive a
Members’ salaries are governed by Resolutions of the
P60 by the end of May, if they are still in employment
House, and are increased annually on 1st April in line
at 5th April. This contains statutory information
with Senior Civil Service pay. The Department also
relating to payments and deductions.
pays Parliamentary Office Holders, the Chairman of
Ways and Means and both Deputies. The employing
1.5.2.
Department of State pays Ministerial salaries.
The Department will also send you your form P11D that
sets out the taxable expenses and benefits you have
1.2.2.
received. Employees paid via the Department will also
The Department cannot pay a salary until a new
receive a P11D, except for those earning less than
Member takes the oath or affirms.
£8,500 p.a. who will receive a P9D. These are
normally sent out at the end of June or early July,
1.2.3.
to meet the Inland Revenue deadline of 6th July.
Contributions are automatically deducted from salary
The Department automatically sends copies to the
in respect of the Parliamentary Contributory Pension
Tax Office.
Scheme and the Members’ Fund.
1.5.3.
1.3.1. London Supplement
Any claims that are paid after the P11D has been sent
Further details are available at section 4.
to you will have to be reported to the Inland Revenue
independently by you.
1.4.1. Tax and National Insurance
Income Tax and National Insurance contributions are
deducted from salary payments.
6
Pensions Section 2
HELP NUMBERS Members’ pensions 020 7219 5759 Members’ staff pensions 020 7219 6122
Norwich Union - 01603 686583 or e-mail [email address] AXA - 08453 003175
This is a brief summary of the main points. Please contact the Pensions Unit for further copies of
the relevant booklet(s), application forms etc, and any other information you may require.
Am I in a pension scheme?
Yes. Once you have sworn the Oath of Allegiance,
you are a member of the Parliamentary Contributory
Pension Fund (PCPF) from the day after you were
elected.
The PCPF has a supplementary section for paid
Ministers and Office Holders. Details will be supplied
at the time they become relevant.
Do I have to be in the PCPF?
No, you may opt out at any time provided you give at
least one month’s notice, and sign the special form
available from the Pensions Unit to confirm that you
understand the valuable benefits you are giving up by
choosing not to be in the PCPF.
How much does it cost me?
You can choose to make contributions of either 6% or
9% of gross pay (see below). Once you have made
your choice, you cannot later change your mind, even
if you have a break in service.
The effect on your take home pay is much less than
the 6% or 9% contribution, as you benefit from tax
relief (currently 40%), and also pay a lower rate of
National Insurance.
Why is my National Insurance contribution
While you are a member of the PCPF, you continue to
reduced?
build up rights to the Basic State Pension, but not to
the Additional State Pension. (This used to be the
State Earnings Related Pension, and is now the State
Second Pension). The PCPF is allowed to “contract
out” because it provides benefits which meet - and
indeed substantially exceed - certain minimum criteria.
What are the benefits?
If you pay 6% contributions, you normally build up
benefits at 1/50th of your final salary for each year you
are contributing to the PCPF. If you pay 9%, you
normally build up benefits at 1/40th.
Why “normally” 1/40th or 1/50th - what are the
The rules of the PCPF place limits on maximum
exceptions?
pension you can build up. If you have “retained
benefits” (pension benefits from other sources, such as
a previous company scheme or personal
pension/retirement annuity contract, whether or not
they have come into payment) at the time you join the
PCPF, these may restrict your PCPF benefits.
For your own protection, it is vital that you ask the
Pensions Unit for more information, and then
discuss this with your own professional advisers.
Can I top up these benefits?
You may be able to do so by paying extra personal
contributions. Limits apply both to the amounts you
can contribute and to the benefits you can build up.
Please ask the Pensions Unit for more information.
7
Pensions Section 2
HELP NUMBERS Members’ pensions 020 7219 5759 Members’ staff pensions 020 7219 6122
Norwich Union - 01603 686583 or e-mail [email address] AXA - 08453 003175
At what age can I draw my pension?
You cannot draw your pension until you cease to be
an MP. The normal pension age under the PCPF is
65. Early retirement (including on grounds of ill health)
is possible, as is late retirement. Again, please ask
the Pensions Unit for more information.
What benefits are payable if I die while I am a
A death gratuity of 4 x basic salary may be payable at
serving MP?
the Trustees’ discretion (unless you have opted out of
the PCPF). Please complete a Nomination Form to
let the Trustees know to whom you would like any
such benefit to be paid.
Spouses and dependent children are normal y eligible
for dependents’ pensions.
Can I continue to contribute to my existing
Please check with your personal pension provider.
personal pension?
It may be possible where you either have a source of
earned income from outside the House; or if your P60
earnings (from all employments, if you had more than
one) in 2000/01, 2001/02 or 2002/03 were
under £30,000.
What about pensions for my employees?
Employees who are paid out of the staffing allowance
are normally entitled to have a payment equal to 10%
of salary made to the Portcullis Pension Plan.
The Portcullis Pension Plan is a group Stakeholder
arrangement. (A Stakeholder is a special form of
personal pension, with lower charges and more
flexible contract terms than older style personal
pensions). The 10% can be paid to one of the
nominated providers (currently AXA and Norwich
Union) or split between them in the proportions
requested by the employee concerned.
How do I make sure my employees get their full
New employees are sent full details of the Portcullis
pension entitlement?
Pension Plan with their contract of employment.
8
Additional Costs Allowance (ACA)* Section 3
HELP NUMBERS
Additional costs allowance (ACA) 020 7219 1584/2948/0582/6651/5509/1390/5580
FREQUENTLY ASKED QUESTIONS
What can I claim?
Only those additional costs wholly, exclusively and
necessarily incurred to enable you to stay overnight
away from your only or main residence either at
Westminster or in the constituency. If you receive the
London Supplement you may not be eligible.
What supporting documents do I have to provide?
We ask for receipts for items of expenditure of
£250 or more (except for food), and for all hotel bills. If
you are claiming rental or mortgage interest we ask for
a copy of your rental agreement or your latest
mortgage interest statement.
Section 3.6 explains the requirements more fully.
Can you pay my rates or rent direct?
No, you must pay them yourself and claim
reimbursement from us.
Can I transfer costs into the next year’s allowance
No, we can only reimburse expenses for the financial
budget?
year in which they occurred.
What do I have to do if I move home?
Please inform us promptly. You may need to change
the nomination of your main home.
*
Sometimes referred to as the Living Away from
Home Allowance, Overnight Allowance,
Accommodation Allowance
9
Additional Costs Allowance (ACA) Section 3
HELP NUMBERS
Additional costs allowance (ACA) 020 7219 1584/2948/0582/6651/5509/1390/5580
3.1.1. Scope of allowance
3.4.1. Avoiding duplicate claims
The additional costs allowance (ACA) reimburses
Please inform the Department if you claim ACA for
Members of Parliament for expenses wholly,
a second home and you wish to claim against the
exclusively and necessarily incurred when staying
incidental expenses provision for any of the costs
overnight away from their main residence (referred to
associated with an office on these premises
below as their main home) for the purpose of
(eg heating, lighting, decoration, furniture, telephones
performing Parliamentary duties. This excludes
etc). You must make sure that you do not claim twice
expenses that have been incurred for purely
for any element of these costs.
personal or political purposes.
3.4.2.
Eligibility
You must not claim ACA for more than one location
3.2.1. You can claim ACA if:
at any time.
a You have stayed overnight in the UK away from
your only or main home, and
3.4.3.
b This was for the purpose of performing your
Please inform the Department if you are claiming
Parliamentary duties, and
ACA in respect of a property which you share with
another Member.
c You have necessarily incurred additional costs
in so doing, and
3.5.1. Subletting, lodgers, paying guests etc
d You represent a constituency in outer London
You are strongly advised to avoid subletting or renting
or outside London.
out any part of a property for which you claim the
Note: You cannot claim ACA if you represent an inner
additional costs allowance. However, if you have such
London constituency.1 Instead you will automatically
an arrangement you should send a copy of
receive the London supplement with your salary.
the agreement with your tenant or lodger to the
If you represent an outer London constituency1 you
Department. We will reduce the ceiling on your claims
can choose between receiving the London
for that year by the rental income for that year.
supplement and ACA.
3.6.1. Documentation needed
What you can claim if you are eligible for the
Please supply the following:
allowance
If you have a mortgage, a copy of your last
3.3.1. Location of overnight stays
statement of interest - and future statements at
If your main home is in the constituency, you can
annual intervals. If this does not demonstrate that
claim ACA for overnight stays in London - or in
the mortgage is in your name, further evidence may
another part of the constituency if reasonably
be required
necessary in view of the distance from your only
If you lease a property, a copy of your lease
or main home.
agreement
If you sublet or rent out a portion of your property,
If your main home is in London you can claim for
a copy of the relevant agreement with your tenant
overnight stays in the constituency.
or lodger
If your main home is neither in London nor the
If you stay in a hotel, all hotel receipts
constituency you can choose in which of these areas
(including those under £250)
to claim ACA.
Any documentation relating to changes to these
arrangements
Invoices/receipts for all items of expenditure of
£250 or more (except for food.)
See section 3.9.1. for definition of your main home.
1
See section 4 on the London Supplement, which lists
inner and outer London constituencies.
10
Additional Costs Allowance (ACA) Section 3
HELP NUMBERS
Additional costs allowance (ACA) 020 7219 1584/2948/0582/6651/5509/1390/5580
3.6.2.
3.9.1. Definitions
You must supply the address of your second home or
Main home
hotel every time you complete a claim form.
When you enter Parliament we will ask you to give the
address of your main UK home for the purposes of
3.7.1. Making a claim
ACA and travel entitlements. It is your responsibility to
Please submit your claim monthly or quarterly using the
tell us if this changes. This will remain your main home
ACA claim form. We cannot pay suppliers direct - you
unless you tell us otherwise.
can only be reimbursed for expenses which you have
already paid.
The location of your main home will normally be a
matter of fact. If you have more than one home, your
3.7.2.
main home will normally be the one where you spend
If you wish to claim a fixed sum per month in order to
more nights than any other.
cover council tax, mortgage interest or rental costs, you
If there is any doubt about which is your main home,
may submit a statement of expected expenditure at the
please consult the Department of Finance and
beginning of the allowance year, along with a copy of
Administration.
your latest council tax statement, mortgage interest
statement or rental agreement as appropriate. Each
Constituency
month we will pay you a fixed sum, which will not
For the purposes of the additional costs allowance,
exceed 1/12 of the annual allowance. You must then
overnight stays within 20 miles of your constituency
submit a statement of actual spend at the end of the
boundary are regarded as overnight stays within
year, together with documentation (as listed in
your constituency.
paragraph 3.6.1.) This will mean that you do not have
to submit monthly claims. However, this arrangement
London
is conditional on your providing the required
Similarly, for the purposes of this allowance,
documentary evidence at the end of the year.
overnight stays within 20 miles of the Palace of
Westminster are deemed to be overnight stays
You cannot claim a fixed sum per month for items
within London.
other than council tax, mortgage interest or rental
costs.
3.10.1. Changes to your living arrangements
3.8.1. Allowable expenditure
If you change the location of your main or second
home please let us know promptly, as it may affect
You should avoid purchases which could be seen
your ACA claim. For example, if your constituency is
as extravagant or luxurious.
outside London and you move your main home from
the constituency to London, this will mean that you
3.8.2.
can no longer claim ACA in London.
Subject to paragraphs 3.1.1. to 3.10.1. you can claim
reimbursement for the expenses listed provided that
they are wholly, exclusively and necessarily incurred in
the course of your Parliamentary duties.
11
Additional Costs Allowance (ACA) Section 3
HELP NUMBERS
Additional costs allowance (ACA) 020 7219 1584/2948/0582/6651/5509/1390/5580
3.12.1. The following expenditure
3.11.1. Examples of expenditure allowable
is not allowable:
under additional costs allowance
Living costs for anyone other than
Rental Costs - on one additional home in either
yourself; repayments of the capital
London or the constituency. (If you claim for a
element of your mortgage
rental deposit you must repay this when the deposit
interest foregone or notional interest on loans
is returned to you.)
payments toward endowment policies &
Mortgage costs - for one additional home in either
life insurance premiums
London or the constituency. This is limited to the
interest on any additional mortgages, advances
interest paid on repayment or endowment
or loans secured on the same property
mortgages, and legal and other costs associated
rental or mortgage costs for any part of your
with obtaining that home (eg stamp duty, valuation
property occupied by a lodger, paying guest
fees, conveyance, land searches, removal
etc, unless this is offset against your claim
expenses), or
computer equipment or services
Hotel expenses - in either London or the
repairs which go beyond making good
constituency. (This may include overnight
dilapidations and enhance the property.
accommodation and food but no alcohol)
Please seek advice on what is allowable
before committing to building works of
Other food - reasonable additional costs while you
any sort.
are away from your main home
The costs of leasing accommodation
from yourself.
Service charges
Capital additions to the home
(ie improvements which add to the value of your
Utilities
property.)
heat
furnishings or fittings which are antique, luxury
light
or premium grade
water.
Entertainment or hospitality
Travel
Telecommunication charges
(These costs should be claimed in the usual way)
Congestion charges
Furnishings
Any expenses incurred during the dissolution
white goods
of Parliament
electrical equipment
other furnishings.
If you are unsure about whether an expense may
be met from the allowance please contact the
help numbers for advice.
Maintenance & service agreements
necessary non-capital repairs
(ie repairs to make good dilapidations)
decoration.
Cleaning
Insurance
buildings
Basic security measures
door/window locks
intruder alarms
external security
Other
TV licence, parking
12
London Supplement Section 4
HELP NUMBER 020 7219 1421
4.1.1. Scope of the London Supplement
The London Supplement is payable to Members who represent certain constituencies in London. It is
automatically paid to these Members with their salary and is subject to income tax and national insurance.
4.2.1. Eligibility
You will automatical y receive the London Supplement if:
a You represent an inner London constituency.1
b You are a Minister or paid office holder2 (unless you are provided with an official residence)
If you represent an outer London constituency3 you must choose between the London Supplement or the
Additional Costs Allowance. (See section 3 for details on this allowance.)
1. Inner London Constituencies
Battersea
Islington North
Bethnal Green & Bow
Islington South & Finsbury
Camberwell & Peckham
Kensington & Chelsea
Cities of London & Westminster
Lewisham Deptford
Deptford
Lewisham East
Dulwich & West Norwood
Lewisham West
Eltham
North Southwark & Bermondsey
Greenwich & Woolwich
Poplar & Canning Town
Hackney North & Stoke Newington
Putney
Hackney South & Shoreditch
Regent’s Park & Kensington North
Hammersmith & Fulham
Streatham
Hampstead & Highgate
Tooting
Holborn & St Pancras
Vauxhall
2. Paid Office Holders
Chairman of Ways & Means
Chief Whip
Deputy Chairman of Ways & Means
Deputy Chief Whip
Leader of the Opposition
Assistant Chief Whip, as designated
3. Outer London Constituencies
Barking
Harrow East
Beckenham
Harrow West
Bexleyheath & Crayford
Hayes & Harlington
Brent East
Hendon
Brent North
Hornchurch
Brent South
Hornsey & Wood Green
Brentford & Isleworth
Ilford North
Bromley & Chislehurst
Ilford South
Carshalton & Wallington
Kingston & Surbiton
Chingford & Woodford Green
Leyton & Wanstead
Chipping Barnet
Mitcham & Morden
Croydon Central
Old Bexley & Sidcup
Croydon North
Orpington
Croydon South
Richmond Park
Dagenham
Romford
Ealing North
Ruislip Northwood
Ealing Southall
Sutton & Cheam
Ealing, Acton & Shepherd’s Bush
Tottenham
East Ham
Twickenham
Edmonton
Upminster
Enfield North
Uxbridge
Enfield, Southgate
Walthamstow
Erith & Thamesmead
West Ham
Finchley & Golders Green
Wimbledon
Feltham & Heston
13
Incidental Expenses Provision (IEP) Section 5
HELP NUMBERS 020 7219 1584/2948/0582/6651/5509/6843/5875/5580
Budget queries 020 7219 5744 [email address]
FREQUENTLY ASKED QUESTIONS
What can I use the IEP for?
You can use it to pay for:
Office and surgery accommodation
Equipment and supplies for the office and/or
surgery
Work commissioned and bought in services
Communications and travel
Certain staff related costs. (In order to meet these,
you must transfer funds into the staffing allowance)
Please see the detailed guidance in section 5.13.
How do I claim?
There are three main ways to claim:
You can meet the bill yourself and claim the sum
back. Use a Members’ Reimbursement form (C1).
(You can also use a Direct Payment to Staff form
(C3) to reimburse an employee who has purchased
supplies for you)
We can pay the supplier direct. Use a Direct
Payment to Third Parties form (C2) and attach a
copy of the invoice
You can set up a regular payment arrangement.
Use a Periodic Payments form (B), and attach a
copy of your contract with the supplier.
How long does it take for payment to be made?
We aim to pay invoices within 7 working days of an
invoice reaching us. Please submit invoices promptly.
What statements will I get?
The Department will send you a monthly statement
showing actual expenditure to date and known
projected commitments (periodic payments) to
31st March.
14
Incidental Expenses Provision (IEP) Section 5
HELP NUMBERS 020 7219 1584/2948/0582/6651/5509/6843/5875/5580
Budget queries 020 7219 5744 [email address]
5.1.1. Scope of the allowance
5.5.2.
The incidental expenses provision (IEP) is available
Some of the items allowable under the incidental
to meet costs incurred on Members’ Parliamentary
expenses provision may nevertheless give rise to a tax
duties. It cannot be used to meet personal costs,
charge. For information about tax implications see the
or the costs of party political activities or campaigning.
booklet ‘MPs, Ministers and Tax’, obtainable from the
The paragraphs which follow outline the main areas
Department, or contact Peter Gurney in the Inland
of expenditure which we recognise as incurred in
Revenue on 0207 273 8052.
supporting these duties, but it is each Member’s
responsibility to ensure that all expenditure funded by
5.6.1. Transfers out of the IEP
the IEP is wholly, exclusively and necessarily incurred
You may choose to transfer money from the IEP to the
on Parliamentary duties.
staffing allowance at any point in the allowances year.
You may not however transfer money out of the staffing
5.2.1. Eligibility
allowance to the IEP at any time.
It is open to all Members of Parliament to apply for
the IEP.
5.7.1. Annual adjustment
The IEP will be adjusted annually in line with the
5.3.1. Allowable expenditure
movement in the Retail Prices Index. Each April,
The IEP may be used to meet the following expenses:
the Department will announce the increase in IEP
Accommodation for office or surgery use -
for the year ahead.
or for occasional meetings;
Equipment and supplies for the office or surgery.
5.8.1. At the end of the allowances year
Work commissioned and other services.
If part of the IEP remains unspent at the end of the
Certain travel and communications.
al owances year, then - providing the spend was
incurred during that year - claims may be made
In addition, you may transfer money from the IEP to
against it for 2 months ie until the end of May.
the staffing allowance to meet staffing costs.
5.3.2.
5.8.2 Carry forward of unspent amounts at year-
Section 5.13. lists examples of allowable and
end and provision for advances
non-allowable expenditure under these headings.
If you have specific spending plans you can apply
Even if an item is listed in the category of allowable
to carry forward up to 10% of the IEP at year end.
expenditure, it is only allowable if the spend is wholly,
There are specific criteria to be met. In certain
exclusively and necessarily incurred on Parliamentary
circumstances you can also ask for an advance¹.
duties. For further guidance please contact the help
numbers above.
5.9.1. Avoidance of overspends
We can only process claims whilst there are sufficient
5.4.1. Proportion of the allowance which may be
funds remaining in the IEP to cover these costs.
claimed during the year
If you exhaust the IEP the Department of Finance and
The allowances year runs from 1 April to 31 March.
Administration will not honour further commitments.
Subject to paragraph 5.4.2., there is no ceiling on
the proportion of this allowance which you may draw
5.9.2.
down at any point in the year.
You must not top up the IEP with funds from
elsewhere. If you have exhausted the IEP it will be your
5.4.2.
responsibility to meet any bills due from your own
If you enter or leave Parliament part way through the
resources. The Department will not process these.
allowances year your entitlement will be calculated on
a quarterly basis. For example, if you leave in July
5.10.1. Verifiable expenditure
(ie during the second quarter) you will be entitled to
Evidence in the form of invoices or receipts must be
two quarters’ worth of the IEP. If you have spent more
provided for all items of expenditure of £250.00or
than this you will be asked to repay the excess.
more.
5.5.1. Tax implications
The IEP is taxable and must be included in your tax
return, but expenses which the Inland Revenue accepts
as wholly, exclusively and necessarily incurred in the
¹Further details are on the Intranet at
performance of your Parliamentary duties are eligible for
http://dfaweb.parliament.uk/dfaweb/hpandg/iep_factsheet.ht
tax relief.
m
15
Incidental Expenses Provision (IEP) Section 5
HELP NUMBERS
Incidental expenses provision 020 7219 1584/2948/0582/6651/5509/1390/5580
5.11.1. Spend which may be met from the
Other issues
incidental expenses provision
The following arrangements require
Pages 17-18 give examples of expenditure which are
particular care:
allowable, provided that they are incurred wholly,
5.12.3. Contracts for staff, services etc in
exclusively and necessarily on Parliamentary duties.
combination with accommodation
There are also examples of expenditure which is not
You must negotiate a separate contract for
allowable. If in doubt please consult the help numbers
accommodation and another one for services
given at the top of this page.
(eg staffing, telephony, use of photocopiers etc). Any
agreement for staffing facilities and/or services,
Rules on the arrangements for Members’
and the charges, must be set out in writing separately
constituency Offices
from any agreement for accommodation.
Charges must be for actual, not nominal, services,
5.12.1. Principles
and the service charges must accurately reflect the
You are advised to ensure that arrangements for your
levels of service provided. You must lodge a copy of
office and surgery premises are above reproach and
the agreement with the Department and ensure that
that there can be no grounds for a suggestion of
any subsequent changes are notified in writing
misuse of public money.
immediately to the Department.
You must avoid any arrangement which may give rise to
5.12.4. Sharing arrangements between Members,
an accusation that you - or someone close to you - is
and sharing with Members of Devolved Bodies
obtaining an element of profit from public funds;
and Members of the European Parliament
or that public money is being diverted for the benefit
Secure separate billing arrangements wherever
of a political organisation.
possible. Where separate billing is not feasible a
copy of the agreement setting out how the costs
5.12.2. Propriety
will be divided should be lodged with the Department.
The allowances must not be used to meet the costs
If one Member agrees to meet the costs in full initially,
of leasing accommodation from:
and to recover from the other parties to the
arrangements, the agreement to do this must be
Yourself (But see paragraph 5.12.7. on
lodged with the Department. The sums recovered
using an office in your home)
must be remitted to the Department for credit to the
A close business associate, or any organisation
incidental expenses provision.
in which you - or a partner or family member -
have an interest
5.12.5. Sublets
A partner or family member (which includes
In view of the practical difficulties which may arise,
relatives by blood and by marriage.)
you may not sublet accommodation which you lease
and pay for out of the allowances. [Exceptions may be
allowed for sublets existing in January 2002 whenthis
Exercise particular care if the accommodation is leased
restriction was introduced.]
from a political party or a constituency association.
You must ask an independent valuer to assess the
If this is not practicable and the sublet continues
property in order to ensure that it is being rented at no
you should
more than the market rate. See also paragraph 5.12.3.
on agreements for accommodation and services in
Lodge a copy of the lease with the Department
combination.
and update it as required;
Obtain a valuation of the rental from an
You should seek advice from the Registrar of
independent valuer. You should ensure that you
Members’ Interests if the premises are provided
are charging the market rate;
rent free or at a rental below market rates.
Deduct the income from the sublet(s) from the
total rental charge and claim the net amount from
your IEP, and
Ensure that full and proper accounts are kept of
all relevant transactions.
16
Incidental Expenses Provision (IEP) Section 5
HELP NUMBERS
Incidental expenses provision 020 7219 1584/2948/0582/6651/5509/1390/5580
5.12.6. Documentation required
5.13.1. Examples of expenditure allowable
You must lodge the following with the
under the incidental expenses provision
Department of Finance and Administration
Office and surgery accommodation
A copy of your lease
You must lodge copies of all office leases with the
A copy of a recent independent valuation
Department of Finance and Administration, keep
(required only if you lease from a political
them updated and ensure that they comply fully
organisation or if you sublet part of the premises)
with the rules issued in January 2002 on Members’
offices, detailed on page 16.
A copy of any agreement for cost sharing
(required only if you share with another Member,
with a Member of a devolved body or a MEP)
Allowable expenditure:
A copy of any agreement for services with your
Rental, surveyors’ and lawyers’ fees
constituency association or other party political
Hiring facilities for surgeries or meetings
organisation.
Payments to utilities: rates, water,
gas, electricity
You must also inform the Department of any
Repairs and alterations if required
alterations to the terms of these.
by your lease, provided that these
do not go beyond making good
5.12.7. Homes used as offices
dilapidations and thus enhance the
You may use as an office for your Parliamentary duties
value of the property; measures to
any part of your home, or of any other building which
ensure security, better health and
you lease or own. You may claim for any additional
safety or accessibility for the
costs incurred (eg extra telephone lines, heat, light)
disabled¹.
Please seek advice
but not leasing or mortgage costs.
from the Department of Finance
and Administration on what is
5.12.8. Occasional use of office premises
allowable before committing to
by others
building works of any sort
You may charge for occasional use of your premises
Additional costs of using part of the home as
by others. (This must not exceed 20 days per year.)
an office - provided this is set aside as an
The charge should be set at a level which reflects a
office. If you claim ACA for this home you must
proportion of the leasing costs and the cost of any
take particular care to ensure that you do not
services used. You should ensure that full and proper
claim twice for the same expenses.
accounts are kept of all relevant transactions.
Insurance for office premises (It is your
responsibility to arrange insurance for your
5.12.9. Information required by the
office premises. You are advised to check
Inland Revenue
whether your policy includes cover for acts of
terrorism.)
You should note in your tax return any income derived
from letting or sharing your office, and for occasional
use of the premises by others etc.
Expenditure not allowable:
Buying accommodation or vehicles
Rental or mortgage costs for the
Member’s home
Capital repairs and alterations (But certain
security measures may be permissible.)
Security for the Member’s home. (However, the
allowances may be used for additional security
measures limited to any part of a home which is
used as an office.)
1
Further details are available on the Intranet
http://cfinw01/fanda/hpandg/security.htm and
from ext. 5732
17
Incidental Expenses Provision (IEP) Section 5
HELP NUMBERS
Incidental expenses provision 020 7219 1584/2948/0582/6651/5509/1390/5580
Equipment and supplies for the office
Work commissioned and bought in services
and/or surgery
Note: With the exception of costs associated with
publications and websites, the costs listed below
Allowable expenditure:
may also be met from the staffing allowance,
provided that in any given year the costs of work
Purchase or lease of photocopiers, faxes,
commissioned do not exceed 25% of that budget.
scanners, phones and other office equipment,
including computers3
Allowable expenditure:
Purchase of office furniture
Professional advice eg from accountants,
Purchase of stationery and consumables
valuers or lawyers
Purchase of hardware and software.
Cleaning, janitorial or reception services
Maintenance services for hardware, software
Expenditure not allowable:
and equipment
Hospitality and entertainment
Interpreting and translation services
Camcorders
(This includes sign language, interpretation and
Braille translation)
Research and media scanning services
Communications and travel
Consultancy eg on software or websites
Allowable expenditure:
Insurance for office contents other than centrally
provided computers
Postage from the constituency
Occupational health advice or services for staff
Constituency telephone costs including line rental
Printing and sending newsletters, establishing
Training for Members and/or their staff1
and maintaining websites, provided that these
Recruitment services
meet Department standards and do not amount
Work that you would reasonably expect a
to political campaigning4
member of your staff to undertake.
Accommodation during trips funded by
extended travel
Subscriptions eg to newspapers or periodicals
Expenditure not allowable:
Recruitment and recruitment advertising costs
Advice for individual Members on self promotion,
or PR for individuals or political parties.
Notification to the Information Commissioner
Any insurance which is bought by the House
Staff travel if warrants are not used
2 :centrally. This includes
Taxis and private hire cars
• public liability
(You must provide receipts.) See Section 7.1.2.
• employers’ liability
• personal accident for Members and their
Expenditure not allowable:
spouses
Campaigning on behalf of a political party
• travel for Members while abroad
or cause
• defamation
Communications or travel on personal or
• accidental loss and damage for centrally
party political matters
provided computers etc
Travel and/or accommodation for anyone who
• professional liability.
is not a Member or their employee
Wreaths, greetings messages and cards etc
Hospitality and entertainment.
1
Details of e-learning, training for seminars and induction
4
Factsheets:
for Members’ staff can be obtained via the website
Guidance for Members of Parliament on publications
www.working4anMP.org.uk. and from the Learning
funded from the IEP.
Centre ext.6008.
http://cfinw01.parliament.uk/fanda/hpandg/ieppub.htm
2
Further details on insurance are available on the Intranet
Guidance for Members of Parliament on Members’
http://cfinw01/fanda/pmatters/pas/persmp.htm
websites funded from the IEP.
and from the Department (ext 5973 or 2080).
http://cfinw01.parliament.uk/fanda/hpandg/memweb.htm
3
Members can borrow centrally provided IT equipment -
further details are on the Intranet.
http://pdvnsco.parliament.uk/ccat/catalogue.doc
18
Staffing Allowance Section 6
Budget queries 020 7219 6121/2126/2616 or e-mail [email address]
Queries about payroll or payments made or due 020 7219 4905/5756/1422/0833/1425
Advice on personnel or employment practice 020 7219 2080 or e-mail [email address]
FREQUENTLY ASKED QUESTIONS
How do I know how much money I have in this
The Department will tell you at the start of the
budget each year?
al owances year, which begins on 1 April.
See explanation in section 6.7.
How do I arrange payment for a new employee?
Ask the Department for a new starter pack which
contains information for your new employee and a
copy of a form A for you to fill in before your
employee is paid.
Do I need to give my staff a contract of
Yes. You must send a copy of the contract of
employment?
employment to the salary services section within
8 weeks of your employee starting work.
How do I change the salary of an existing
Ask the Department for a change of rate form.
employee?
What monitoring information wil I receive?
We will issue a projection at the beginning of the
al owances year. We will update this as needed when
your staffing arrangements change.
Can I make a payment to an employee myself
No.
and then claim reimbursement from my staffing
allowance?
Can you pay for cover when employees are off
Yes. If they are off for more than 2 continuous weeks
on maternity leave or sickness absence?
you can claim temporary secretarial allowance.1
Please contact us via the payroll help numbers.
Staff Payroll Queries (Alpha split)
Help Numbers (by Members’ surname)
A-Coo 020 7219 4905
Cor-Hea 020 7219 0833
Hen-Mar 202 7219 1422
1 Factsheet:
Mat-Say 020 7219 5756
Temporary Secretarial Allowance (TSA) Guidance
Sed-Z 020 7219 4888
http://cfinw01.parliament.uk/fanda/pcoca/tsa/tsa.htm
19
Staffing Allowance Section 6
Budget queries 020 7219 6121/2126/2616 or e-mail [email address]
Queries about payroll or payments made or due 020 7219 4105/5756/1422/0833/1425
Advice on personnel or employment practice 020 7219 2080 or e-mail [email address]
6.1.1. Scope of allowance
6.4.2.
The staffing allowance is available to meet the costs
If you enter or leave Parliament part way through the
wholly, exclusively and necessarily incurred on the
allowances year your entitlement will be calculated on
provision of staff to help Members perform their
a quarterly basis. For example, if you leave in July
Parliamentary duties. Further details of allowable
(ie during the second quarter) you will be entitled to
expenditure are set out at paragraph 6.10.1.
two quarters' worth of the staffing allowance. If you
have spent more than this you will be asked to repay
6.2.1. The proper use of the staffing allowance
the excess.
Subject to the paragraphs which follow, all Members
6.5.1. Approved contracts and pay ranges
of Parliament may draw on the staffing allowance to
pay their staff. It is a Member’s responsibility to
Staff who are paid from Members' staffing allowances
ensure that staff paid from this allowance are
must be paid in accordance with the pay rates linked to
job descriptions and standard contracts prepared by
employed to meet a genuine need in
the Department of Finance and Administration, and
supporting you, the Member, in performing
approved by the Speaker's Advisory Panel. The only
your Parliamentary duties;
staff who are not required to conform with these
able and (if necessary) qualified to do the
arrangements are those who were employed before
job;
5 July 2001 and therefore have pre-existing
actually doing the job
employment rights; self-employed staff who are
recognised as such by the Inland Revenue (Public
and that the resulting costs, in so far as they are
Department 1), and a very small number of staff
charged to this allowance, are reasonable and entirely
approved by the Department of Finance and
attributable to the Member’s Parliamentary work.
Administration who are employed on non-standard
jobs, eg facilitators for Members with disabilities.
6.3.1. Calculation of staffing allowance for
individual Members
6.6.1. Relationship with the incidental expenses
The Department will calculate a ceiling on the staffing
provision, and paying for bought-in services
allowance for individual Members at the beginning of
You may supplement the staffing allowance by
the allowances year. We will not adjust this ceiling
drawing on any surplus funds either from your own
in-year if your staffing arrangements change.
Parliamentary salary or from the incidental expenses
provision.
6.3.2.
If you have a London constituency you will
6.6.2.
automatically receive an increased staffing allowance.
The staffing allowance is ring-fenced. You may not
switch funds out of the staffing allowance for use
6.3.3.
elsewhere.
If you have a constituency elsewhere you will also
receive an enhanced staffing allowance if you have
6.6.3.
an employee or employees based wholly or mainly
The costs of bought-in services may be met from the
in London. The maximum staffing allowance which
IEP, or alternatively from the staffing allowance. If you
you receive will be equivalent to the staffing allowance
charge bought-in services to the staffing allowance
for London Members. The purpose of the
the total costs in any allowances year may not exceed
enhancement is to take account of the higher
25% of that allowance. (See section 6.10.1. for
employment costs involved.
guidance on those bought-in services which are
regarded as allowable.)
6.3.4.
The enhancement described in paragraph 6.3.3. will
6.7.1. Annual adjustment
be calculated to take account of the number of
The ceiling on the staffing allowance will be adjusted
permanent staff, and staff on fixed term contracts
annually in line with the movements in pay for similar
which on 1 April of the year concerned have at least
jobs outside the House. At the beginning of each
3 months yet to run, who are employed by you.
allowances year the Department will advise Members
These staff must be based wholly or mainly in London.
of the ceiling for their staffing allowance. We will not
Members with part-time staff will attract a proportion
however uprate the pay of Members’ staff
of the extra money available in respect of full-timers.
automatically. If you wish to increase the pay of your
staff, please notify the salary services section.
6.4.1. Period for which claims may be submitted
The allowances year runs from 1 April to 31 March.
Subject to the paragraph which follows, there is no
ceiling on the proportion of this allowance which you
may draw down at any point in the year.
20
Staffing Allowance Section 6
HELP NUMBERS Budget queries 020 7219 6121/2126/2616
Queries about payroll or payments made or due 020 7219 4105/5756/1422/0833/1425
Advice on personnel or employment practice 020 7219 2080 or e-mail [email address]
6.8.1. At the end of the allowances year
Travel, subsistence and/or expenses for staff
If part of the staffing allowance remains unspent at
and volunteers4 (This must be paid through
the end of the allowances year, then for a further
the payroll as a tax charge may be incurred)
2 months, until the end of May, you may draw on the
Reasonable cover for staff absences
unspent allowance, eg for bonuses or overtime
(eg for caring, maternity, parental leave or
payments - providing that these relate to work done
sickness absence) of up to 2 weeks
during the year in question. See also paragraph
6.10.1. for rules on bonuses.
Pay of cleaning staff
(Exceptionally, the new pay guidance does not
6.8.2 Carry forward of unspent amounts at year end
apply.)
and provision for advances
Meals and subsistence
If you have specific spending plans you can apply to
Additional pensions contributions for
carry forward up to 10% of the staffing allowance at
Members’ staff 5
year-end. In certain circumstances you can also ask
4
for an advance¹.
Childcare costs 6
Contributions to private healthcare schemes for
6.9.1. Avoidance of overspends
Members’ staff 5
You must ensure that funds are available to meet
Non-repayable season tickets for Members’
all commitments. If the staffing allowance is
staff. 5
exhausted and you have commitments to pay staff, the
Department of Finance and Administration will only
honour these if you transfer money into the staffing
Expenditure not allowable:
allowance in advance from the incidental expenses
provision or out of your own Parliamentary salary.
Salaries of staff taken on since 31 July 2001
The Department of Finance and Administration is not
who are employed on pay rates which do not
empowered to honour your commitments if you do
conform with the pay guidance issued by the
not do this.
Department of Finance and Administration;
or on non-standard contracts unless specially
6.10.1. Allowable expenditure
authorised by the Department
The following list below gives examples of expenditure
Staff who are employed on party political duties
which are allowable, provided that the expenditure
or non-Parliamentary duties
is wholly, exclusively and necessarily incurred on
Gifts valued at over £10
Parliamentary duties. It also gives examples of
Hospitality or entertainment, such as Christmas
expenditure which is not allowable. If in doubt please
parties or lunches.
consult the help numbers given.
1 Further details are on the intranet
http://dfaweb.parliament.uk/dfaweb/hpandg/iep_fact
sheet.htm
Allowable expenditure
2
Bonuses paid during the year may not exceed 15% of
Staff salaries and employer’s NI - provided that
that employee’s gross annual salary.
3
for any staff taken on since 5 July 2001, they are
Litigation. Members finding themselves involved in
employed on the new standard contracts and
litigation solely relating to actions arising from the
performance of their duties as a Member of Parliament
their salaries and contracts meet the
or as an employer should contact the Head of the
Department rules
Operations Directorate immediately. If the action relates
Overtime payments
to an employee, please seek advice from the Department.
4
Bonuses/performance awards
You are encouraged to pay subsistence for your staff if
²
they attend training activities away from their work place.
Payments to self-employed staff recognised as
5
These should be considered as part of the overall
such by the Inland Revenue in Cardiff.
remuneration package for the purpose of the guidance
(Public Department 1)
on salaries issued by the Department of Finance and
Administration. They should not be paid in addition to
Payments for bought-in services
the recommended salary levels.
(See section 5 for further guidance)
6
Members’ employees may claim childcare vouchers from central
Severance pay or pay in lieu of notice if payable
funds. Further details are available from [email address]
or on the Intranet at
Settlements made at tribunals and court
http://dfaweb.parliament.uk/dfaweb/pmatters/childcare/
hearings (and in advance of such hearings)
vchmnu.htm
The allowances will not meet the costs of
punitive damages. ³
21
Travel Entitlements Section 7
HELP NUMBERS
UK Travel 020 7219 5744 European community institutions 020 7219 5565
Season tickets & warrants 020 7219 1317 Select committee & delegations 020 7219 1317/5744
7.1.1. General
7.1.4. Allowable journeys
The House will fund reasonable travel provided that it
is wholly exclusively and necessarily undertaken for
The following are allowable provided that the travel
Parliamentary duties such as:
was undertaken on Parliamentary duties.
a Standard travel: Travel by the recognised direct
Attendance in the Chamber, in Westminster Hall
route between any two of the following three
or in committees of the House
points:
Visits to constituents
Your main home1, Westminster, the
Other visits to undertake constituency casework
constituency.
or where required for general constituency
Section 7.2. gives further details.
matters
b Constituency travel: Travel within
Surgeries and advice sessions
the constituency, and travel between the
constituency and local or regional offices of
Other issues relating to matters currently before
government departments, offices of local
the House or before a select committee on which
authorities, or the regional or Parliamentary
you serve
assembly.
This is limited to journeys listed in 7.1.4. below.
Section 7.3. gives further details.
c Extended travel within the UK.
7.1.2.
(This requires advance authorisation.)
Provided that the journey is allowable under one of the
Crown dependencies are not allowable.
four categories listed in 7.1.4. below, the House will
Section 7.4. gives further details.
meet the costs of:
d European travel
(This requires advance authorisation.)
Fares for journeys by public transport. This may
Section 7.5. gives further details.
include sleeping berths for overnight journeys
Mileage for cars, motorbikes or bicycles
Taxis and private hire cars at car mileage rates only.
These are described in more detail below.
(If you wish to claim the full costs, you may use
your incidental expenses provision.
Journeys which are not allowable
You must provide receipts.)
7.1.5. You cannot claim for:
Journeys on party political business eg to party
7.1.3. What cannot be claimed?
conferences, party events
You cannot claim for:
Journeys to private destinations
Subsistence
Journeys within the UK other than a to d above
(Except for European and extended travel.)
Journeys to European destinations - other than
Travel fares for anyone other than you, your staff
those allowed under European travel.
and family as set out in the guidance which
fol ows. You may however carry passengers with
you in your car
Congestion charges, tolls, and car parking
(An allowance for these is included in the car
mileage rates.)
Costs of leasing or purchasing a vehicle
(The car mileage rates include an element to
cover purchasing costs.)
1
If you are claiming additional costs al owance, this home
must be the same as the main home for ACA. Please
see section 3 on the ACA for a definition of your main
home.
22
Travel Entitlements Section 7
HELP NUMBERS
UK & European community institutions 020 7219 5744/5565
Season tickets & warrants 020 7219 1317 Select committee & delegations 020 7219 1317/5744
Mode of travel
7.1.6. Using your car
7.1.16. Using warrants
You will be reimbursed for car mileage at standard
You may be given books of warrants for use when
rates, found in the Quick Guide to Members’
buying public transport tickets for standard journeys,
allowances. This is updated each April.
and for spouse and employee travel. You are
personally accountable for the use made of warrants
7.1.7.
issued to you. Please follow the following rules:
We calculate car mileage for standard travel using the
Use each warrant for one journey only
Autoroute digitised mapping system.
Enter all journey details and the date
Use the warrant and the ticket bought with it only
7.1.8.
for travel for allowable journeys
Please note that you must notify us if you are driving
If you have unused tickets which are no longer
in a car which is partly but not wholly owned and
valid please return them to the Department in
maintained by you, as a lower mileage rate will be
order to obtain a refund
paid.
Use the warrants via the Parliamentary Travel
7.1.9.
Office where possible, so that we can obtain
bulk discounts
If you use your car for constituency travel you may
need to record mileage in some circumstances.
Let the Department know promptly about any
Section 7.3.2. explains.
warrants lost or stolen.
7.1.10.
7.1.17. Class of travel
The current mileage rate includes an element for car
There is no restriction on the class of travel for
parking and road tolls, so you cannot claim these
Members.
separately. And you cannot claim for congestion
charges or similar.
7.1.18.
Members’ employees are generally expected to travel
7.1.11. Using cars owned by other people We
via standard class.
will also pay the mileage rate if you drive or are
driven in a car owned and maintained by
7.1.19. Prompt submission of claims
someone else. You must undertake to pass this
We ask you to submit claims promptly, and in any
sum on to them.
case within 2 months of the end of the allowances
year to which they relate.
7.1.12. Travelling by public transport
If you (or your staff or family) make an allowable
7.1.20. Tax
journey by public transport you may either:
There are complex rules on the taxability of journeys.
Buy a ticket yourself and claim back the costs, or
These are set out in the booklet ‘MPs, Ministers and
Use a travel warrant, if you have one.
Tax’, available from the Department.
7.1.13.
You are encouraged to purchase your tickets via the
Parliamentary Travel Office if at all possible, so that the
House can benefit from route deals. You can use your
warrants at the Travel Office.
7.1.14.
You may claim for a season ticket to the Westminster
area if you make four return journeys per week during
sitting weeks.
7.1.15. Claiming reimbursement of ticket costs
If you pay for the ticket yourself you should inform
the Department in writing. You will need to submit the
ticket or a copy of it, or supply the ticket number.
23
Travel Entitlements Section 7
HELP NUMBERS
UK & European community institutions 020 7219 5744/5565
Season tickets & warrants 020 7219 1317 Select committee & delegations 020 7219 1317/5744
Standard travel Constituency travel
7.2.1. Allowable journeys
7.3.1. Allowable journeys
Standard travel is travel between any two of the
Constituency travel includes:
following three points: the constituency, Westminster
and your main home.(as defined in paragraph 3.9.1)
Travel within the constituency and
Travel outside the constituency, but within 20
How to claim
miles of the constituency boundary, and
7.2.2. Registering your journeys
Travel between the constituency and local or
You must pre-register your standard journeys.
regional offices of government departments,
Normally this is done when you first enter the House,
offices of local authorities, and the regional or
but you must tell us of any change to your standard
Parliamentary assembly.
destinations, such as a move of home.
How to claim
7.2.3.
7.3.2. Mileage
When you register standard journeys you will be given
Use a Standard Mileage form (T1). If you drive 350
a code for each part of the journey.
constituency miles or more per month you must
provide a breakdown by date, destination, frequency
7.2.4. Obtaining reimbursement
and miles for all constituency miles driven that month.
To claim, complete a Standard Mileage form (T1) and
quote the code that has been given for that part of the
7.3.3. Public transport
journey, and the date, for example:
Either use a travel warrant or submit a request for
car from home to station
reimbursement together with ticket details.
(Birmingham New Street) (A) 23 September 02
train from Birmingham to London (B) 23 September 02
(You do not need to claim for journeys made using a
warrant. You simply use one of the warrants issued to
you to buy a ticket in advance.)
7.2.5.
You are encouraged to purchase your tickets via the
Parliamentary Travel Office if at all possible, so that the
House can benefit from route deals. You can use your
warrants at the Travel Office.
7.2.6. How to claim for a diverted journey
Please notify us if you divert from a standard journey to
undertake another engagement. Unless it is a
destination allowable for extended travel, you will only
be able to claim for the standard journey.
24
Travel Entitlements Section 7
HELP NUMBERS
UK & European community institutions 020 7219 5744/5565
Season tickets & warrants 020 7219 1317 Select committee & delegations 020 7219 1317/5744
Extended travel European travel
7.5.1. Allowable journeys
7.4.1. Allowable journeys
You can claim for travel on Parliamentary duties to:
Extended travel is travel within the UK other than
constituency or standard travel. Any expenditure
EU institutions and agencies
must be wholly, exclusively and necessarily
National Parliaments of
incurred on Parliamentary business and the
•
EU member states
journey must:
•
European Free Trade Association
Relate to a matter currently before the House; or
member states
Relate to a matter currently before a select
•
EU candidate countries
committee on which you serve; or
•
EU applicant countries
Be to a constituent (eg a jailed constituent)
or relevant as a general constituency matter
(eg a road about to be built through the
7.5.2.
constituency)
The Department can provide a list of allowable
destinations.
7.4.2.
7.5.3. What you can claim
Travel to Crown dependencies is not allowable.
You can claim each year2 for up to:
7.4.3. How to claim
3 return visits (subject to an annual cost ceiling
equivalent to three times the business class
Complete an Extended Travel form (T2) at least three
airfare per Member) and
days before your journey, and await authorisation.
Two nights’ subsistence per visit. This will be
paid at the Civil Service Class A rate.
7.4.4.
You can either buy the ticket yourself and claim back
the costs by informing the Department in writing, or use
7.5.4.
a special travel warrant, obtainable from the travel
You may travel by car, bicycle or motorbike, in which
section. Please do not use a normal warrant for this
case you may claim mileage and/or by air or sea or by
journey.
any other means of public transport excluding taxis.
You cannot use a travel warrant for European travel.
7.4.5.
You must buy any tickets yourself and claim back the
costs.
You are encouraged to purchase your tickets via the
Parliamentary Travel Office, so that the House can
benefit from route deals. You can use your warrants
7.5.5.
at the Travel Office.
You are encouraged to purchase your tickets via the
Parliamentary Travel Office, so that the House can
7.4.6.
benefit from route deals.
If you want to claim mileage, use a Standard Mileage
form (T1).
7.5.6. How to claim
You will need to write to the Department to seek
7.4.7. Subsistence
authorisation. We will communicate this to you in
writing. After the journey inform the Department in
You can claim subsistence for extended travel, but you
writing of the costs incurred and submit supporting
must charge this to your own incidental expenses
documents.
provision.
7.5.7. Select committee and delegation travel
7.5.8.
If you are a member of a select committee, the Clerk
will advise on how to claim.
7.5.9.
If you visit the Council of Europe, the Western
European Union or the North Atlantic Assembly as
part of a delegation, the Overseas Office will advise
on how to claim.
2
Beginning on 1 April.
25
Travel Entitlements Section 7
HELP NUMBERS
UK & European community institutions 020 7219 5744/5565
Season tickets & warrants 020 7219 1317 Select committee & delegations 020 7219 1317/5744
Spouse and child travel
7.7.4. Class of travel
Members’ employees are generally expected to travel
7.6.1. Allowable journeys
via standard class.
Members’ spouses and children up to the age of
7.7.5. Subsistence
183 are each entitled to up to 15 return journeys⁴
If your employees have to spend more than 5 hours
each year between London and the constituency
away from home and away from your normal
or the Member’s home⁵.
workplace, we recommend that you pay subsistence
out of your staffing allowance. Any arrangement for
7.6.2.
subsistence must be agreed between the Member
and the employee before the journey.
You will be asked for the names of your spouse and
children, so that we can provide books of warrants.
Please let us know of any relevant changes, for
7.7.6.
example any changes to your marital status.
We recommend that staff claim at the rates specified
by the Department of Finance and Administration6.
7.6.3. Definition of child
These figures also apply to House staff. They are
updated periodically.
For these purposes a child also includes a step child,
an adoptive child, a foster child and any other child
living with you as one of your family.
7.7.7.
Staff may claim the actual cost of bed and breakfast,
7.6.4. How to claim
provided that the arrangement and the cost ceiling
was agreed in advance with the Member. These
Your spouse and/or children may travel by car, bicycle
costs must not exceed those of staying in a 3-star
or motorbike, in which case you may claim mileage;
hotel in the locality. The employee must provide
or by air or sea or by any other means of public
receipts.
transport. You can either buy the ticket yourself and
claim back the costs, or use a travel warrant
7.7.8.
obtainable from the travel section.
Members’ staff may not claim for laundry, entertainment,
Employee Travel
or for meals which have been provided free.
7.7.1. Allowable journeys
7.7.9.
You are entitled to up to 12⁴ return journeys each
Staff based outside the Parliamentary estate are also
year shared between all your employees. These
entitled to free travel to undertake training if:
journeys must be between Westminster and the
Its purpose is to improve skills needed for the
constituency. This entitlement can only be used for
job,
and
employees paid through the staffing allowance.
The training is provided via the Parliamentary
Learning and Development Project.
7.7.2. How to claim
This entitlement applies both to training in London and
You can either pay for the ticket yourself and claim
elsewhere.
back the costs by informing the Department in writing,
or use a travel warrant obtainable from the travel
This travel is paid for on a reimbursement basis only.
section. You are encouraged to purchase your tickets
Apply using form TE2.
via the Parliamentary Travel Office, so that the House
can benefit from route deals.
7.7.3.
If your employees undertake other travel in the course
of their duties for you, you may submit claims for this.
We will normally pay such claims from your staffing
allowance or IEP. Some may be liable for tax and/or
national insurance.
5
For child travel only, you can nominate one other
destination or starting point instead of one of these
3
and, by individual arrangement with the Department of
three. The cost of the new journey must not exceed
Finance and Administration, Members’ children over 18
that of the journey it replaced. You must register the
who have a disability.
alternative destination with the Department of Finance
4
During a transitional period from 1st January 2004 to
and Administration in advance of any travel.
31st March 2005 the allowance for staff travel is 15
6
see Intranet:
return journeys, and for spouse and child travel the
http://cfinw01/fanda/tands/hstftrav/subsrate.htm.
allowance is 19 return journeys.
26
Short Money Section 8
HELP NUMBER
Short money 020 7219 6130
FREQUENTLY ASKED QUESTIONS
What is Short Money?
Financial assistance paid to Opposition parties.
How do I claim?
You do not have to claim, other than for travel.
8.1.1.
8.5.1. Travel claims
Each political party is responsible for the allocation of
A separate budget is available for travel and
individual entitlements.
associated expenses necessarily incurred by
Opposition parties’ spokesmen. Travel claims should
8.1.2.
be sent to the Department monthly.
The provision of financial assistance to Opposition
parties or ‘Short Money’, as it is commonly known,
8.6.1. Independent audit
is governed by a resolution of the House. It is only
Each party claiming Short Money must provide a
available to assist Opposition parties to carry out their
certificate from an independent professional auditor, no
Parliamentary business. It is automatically paid in
later than nine months after 31st March each year, to
arrears every month.
the effect that all expenses relating to Short Money
payments for the year were incurred exclusively in
8.2.1. Conditions of eligibility
relation to the party’s Parliamentary business.
Any sums remaining unspent at the end of the year
In order to qualify, Opposition parties must have:
(31st March) must be returned to the Department.
a At least two Members of Parliament who were
If an acceptable certificate has not been provided
elected at the previous general election as
within nine months after the end of the financial year,
members of that party;
payments will be suspended until an acceptable
or
certificate has been received. The audit certificate
b One Member elected with at least 150,000 votes.
should be in a standard form, as set out opposite.
Following the receipt of a valid audit certificate,
8.3.1. Sums payable
any underspend of the monies already paid to an
individual party will be reclaimed by the Department
The total payable to each qualifying Opposition party
of Finance and Administration.
is linked to a formula based on the number of seats
won and votes cast at the previous general election.
8.7.1. In a general election year
8.3.2.
The periods before and after an election will be
treated as separate periods. The sums payable will
Amounts are increased annually in April in line
be apportioned according to the number of days in
with RPI.
each period.
8.4.1. Leader of the Opposition
8.7.2.
Financial assistance is also available for costs
Immediately after a general election, the Department
necessarily incurred for running the office of the
will contact each Opposition party and agree a
Leader of the Opposition: this also increases every
statement of the facts, as a basis for future claims.
year in line with the RPI, and is payable in arrears at
periods of not less than one month.
*See over for claim form
27
Short Money Section 8
To
The Accounting Officer
Director of Operations
Finance & Administration Department
House of Commons
London SW1A 0AA
Certificate of an Independent Professional Auditor in Respect of Financial Assistance
Received by an Opposition Party
Certificate of the Auditor to the Accounting Officer of the House of Commons
In accordance with the requirements of the Resolution of the House of Commons of 26 May 1999 -
Section 5(1), I have audited the expenses for which the party has received
financial assistance.
Respective responsibilities of the Party and the Auditor
The party are responsible for ensuring that the expenses have been incurred
exclusively in relation to the party’s parliamentary business. It is my responsibility to form an
independent opinion, based on my audit, on the expenses received and to report my opinion to you.
Basis of Opinion
I conducted my audit in accordance with auditing standards issued by the Auditing Practices Board. I
planned and performed my audit so as to obtain all the information and explanations which I
considered necessary in order to provide me with sufficient evidence to give reasonable assurance
that the expenses for which the party have received financial assistance have
been applied to the purposes intended by Parliament.
Opinion
In my opinion, in all material respects, al expenses for which the party received
financial assistance amounting to £ for the year ended were incurred
exclusively in relation to the party’s parliamentary business in accordance with the requirements of
Section 5 (1) of the Resolution of the House of Commons of 26 May 1999.
Signature Name
Company Position
Address
Registered
Professional Qualification Date
28
Members Who Leave The House Section 9
HELP NUMBER
Resettlement grant 020 7219 1421/0341/1423
FREQUENTLY ASKED QUESTIONS
What are my entitlements?
You wil be entitled to:
The resettlement grant if you retire or are
defeated at a general election
(Section 9.1. refers.)
The winding up allowance
(Section 9.2. refers.)
The il health retirement grant if your health prevents
your continuing participation in Parliamentary duties
(Section 9.3. refers.)
Financial help from the Members’ hardship fund if
you or your dependents are in difficult straits
(Section 9.4. refers.)
If your staff become redundant because you leave the
House they may be entitled to a centrally funded
redundancy payment.
(Section 10 refers.)
Resettlement Grant
9.1.1.
9.1.3. How to Claim
The Department will pay a grant to any Member who
Claims should be made on the appropriate
leaves the House of Commons at a general election.
resettlement grant claim form and sent to the
Department. You must claim within 6 months.
9.1.2.
The amount of the grant due will vary according to
9.1.4. Tax
your, age, length of service and the annual salary in
If the grant is £30,000 or less, it is tax-free. If it is
force at the time of the Dissolution of Parliament.
more, only the first £30,000 is tax exempt. The grant
The amount of grant is calculated according to the
wil be shown on your P11D, as you are required to
table below.
declare the sums received on your tax return.
Calculation of Resettlement Grant
Percentages of Yearly Salary
Number of completed years service
Under 15 or
Age 10 10 11 12 13 14 over
Under 50 50 50 50 50 50 50 50
50 50 50 52 54 56 58 60
51 50 52 55 58 62 65 68
52 50 54 58 63 67 72 76
53 50 56 62 67 73 78 84
54 50 58 65 72 78 85 92
55 to 64 50 60 68 76 84 92 100
65 50 58 65 72 78 85 92
66 50 56 62 67 73 78 84
67 50 54 58 63 67 72 76
68 50 52 55 58 62 65 68
69 50 50 52 54 56 58 60
70 or over 50 50 50 50 50 50 50
29
Members Who Leave The House Section 9
HELP NUMBER
Winding up allowance 020 7219 1421
Winding-Up Allowance
9.2.1.
9.2.4. How to claim
An allowance equivalent to one third of the current IEP
The Department will accept instructions to make salary
and staffing allowance combined is paid to meet the
and pension premium payments from former Members
costs of any work on Parliamentary business
or in the case of deceased Members, from their legal
undertaken on behalf of a deceased, defeated or
personal representative. The payroll service is limited to
retiring Member after the date on which they cease
four months from the date of departure. Any
to be a Member of Parliament. The total winding up
outstanding debts on computer purchases under the
allowance represents a ceiling for eligible claims and
central purchasing scheme will be a primary charge,
is not an entitlement. It is normally available for 6
followed by authorised payroll payments.
months after your departure.
9.2.5.
9.2.2.
Claims for other expenses will need to be completed
The scope of the winding-up allowance is much
by the former Member or, in the case of a deceased
broader than the IEP, being designed to cover all
Member, by the legal personal representative. Attach
Parliamentary costs incurred after the date of
receipts to all claims.
cessation of Member status. All other allowances
cease on this date.
9.2.6. Special arrangements for staff of a
deceased Member
9.2.3. Eligible expenses
Where there is any doubt as to the legal personal
These are expenses incurred in connection with
representative, in order for the Department to have the
winding up, and can include the following:
authority to continue salary payments it has been
agreed that a Whip of the party concerned may
Salary and employer’s NI contributions for staff
provide written authorisation as an interim measure.
who continue to be employed, and related
pension contributions
9.2.7.
Other contractual liabilities for staff - particularly
The Department normal y contacts the Chief Whip of
where the Member is defeated or has died 1
the party concerned to ensure all arrangements are
Contractual liabilities for equipment hire
carried out as smoothly as possible.
purchase or accommodation leasing
agreements
Travel expenses
Postage, stationery and telephone costs.
1
Redundancy payments in the circumstances are made
from a separate fund. See section 10.3.1.
30
Members Who Leave The House Section 9
HELP NUMBER
Ill health retirement grant 020 7219 5759
Ill health retirement grant
The House of Commons Members’
9.3.1.
Fund (HCMF)
Any member whose health prevents their continuing
9.4.1.
participation in Parliamentary activities will be entitled
The HCMF is basically a hardship fund. It provides for
to claim this grant.
ex-Members and their financial dependents who find
The grant is calculated, and taxed, in the same way
themselves in difficult straits.
as the resettlement grant.
Currently you have to pay £2 a month from your salary
to the fund (you receive tax relief on this contribution.)
Claims
This is deducted automatically by the Department of
Finance and Administration. The fund is managed
9.3.2.
by six trustees, who are all sitting Members of
Applications should be made in writing to the
Parliament. The Public Trustee acts as Custodian
Director of Operations, Department of Finance and
Trustee, with the Pensions Unit secretariat providing
Administration.
administrative support.
For further information, or assistance apply to:
The HCMF Trustees
c/o Pensions Unit Secretariat
Department of Finance and Administration
House of Commons
London
SW1A 0AA
31
Redundancy Payments To Members’ Section 10
Staff & Other Employment Matters
Employment law & redundancy guidance 020 7219 2080 Redundancy payments 020 7219 0341/1423
Advice on personnel or employment practice e-mail [email address]
FREQUENTLY ASKED QUESTIONS
Where does the money for redundancy payments
If you make someone redundant while you are in office,
come from?
the money comes from your staffing allowance. But if
you cease to be an MP, it is paid from a separate
budget, with any additional sums payable
from the staffing allowance.
Who is entitled to this redundancy payment?
Currently, anyone who has completed two years of
continuous service with you, but only in a genuine
redundancy situation.
How much are they entitled to?
The statutory sum is based on a sliding scale, which
takes into account age, length of service and pay.
Any other sums are dependent on the agreed contract
of employment.
32
Redundancy Payments To Members’ Section 10
Staff & Other Employment Matters
10.1.1. What is a redundancy?
10.4.1. When a sitting Member makes
All dismissals on the grounds of redundancy need to
an employee redundant
comply with the Employment Rights Act 1996.
The employee is entitled to the minimum redundancy
payment, in line with current legislation, applying the
10.1.2.
same qualifying criteria as above. A Member may
Anyone who has completed two years of continuous
have a contractual obligation to pay more than this, or
service with you will be entitled to a redundancy
may wish to do so. Contracts of employment should
payment. There are slightly different rules for staff made
be consulted.
redundant as a result of the Member leaving the service
of the House, and for those who are made redundant
10.4.2.
by a sitting Member.
All redundancy payments, where the Member remains
in the service of the House, have to be met from the
10.2.1. Other reasons for dismissal
staffing allowance or the Member’s personal funds. The
There are other reasons for dismissal, which cannot
redundancy fund does not apply in this case.
be treated as a redundancy situation; these can
include poor performance, poor attendance etc.
10.5.1. Tax
If you have to pay any compensation in these
Lump sum redundancy payments made in genuine
circumstances, you may be able to claim it from the
redundancy situations will not be subject to tax, up to
staffing allowance (funds permitting). If you have any
a maximum of £30,000. However, Members are
staffing issues, please contact the Personnel Advice
advised to check with the Department or employment
Service prior to taking any action.
advisors on the current position if there is any likelihood
of a redundancy situation arising. If an additional lump
10.3.1. When a Member leaves the service
sum redundancy payment is made above the statutory
of the House
limit the tax office will require a questionnaire to be
A separate fund exists to cover redundancy payments
completed before a decision on tax implications can be
to qualifying staff when their Member leaves the House
made.
for any reason. To qualify, staff must have at least two
years service, be under the age of 65, and not be self-
10.6.1. Guidance on redundancy or
employed.
employment law
Please feel free to contact our impartial help number
10.3.2.
to clarify any points relating to redundancy or
Payments will be made in line with existing legislation,
employment law. The Citizens Advice Bureau and
which is based on weekly salary, length of service and
employment lawyers can also be consulted for legal
a statutory maximum.
advice in these situations. Any legal costs may be
claimed against your staffing allowance
10.3.3.
(funds permitting).
You can make additional payments (either contractual or
10.6.2.
non-contractual) from your staffing allowance, funds
permitting. The winding-up allowance (WUA) cannot be
Please remember that you are the employer, and are
used for this purpose.
personally responsible for how the employee is treated
and for ensuring that the terms and conditions of the
employment contract are upheld. You should ensure
they comply with employment protection legislation,
sex, race and disability discrimination legislation, and
health and safety legislation.
33
Dissolution Arrangements Section 11
Salaries, Winding up allowance, resettlement grant & redundancy payments 020 7219 1421/0341/1423
Travel 020 7219 5744/5565/1317 IEP & ACA 020 7219 5580/1390/5509
Members’ pensions 020 7219 5759 Employees’ pensions 020 7219 6122
FREQUENTLY ASKED QUESTIONS
What happens to my pay and allowances during
All entitlements except your salary, IEP and staffing
the Dissolution period?
allowance cease during this period.
What should I do if I know I wil be standing down
Please tell us. If we are forewarned, we can provide
at the next election?
you with information and claim forms to ensure you
receive any entitlements (resettlement grant, winding-
up allowance, pension etc.) due as swiftly as possible.
We can offer an exit interview to help answer any
queries you may have.
If I lose my seat at the election will I still be
Yes, and we will contact you as soon as possible to
entitled to the same benefits as Members who
arrange an exit interview or to send you any forms you
stood down at the general election?
need to complete to ensure you are able to claim your
full benefits.
What about my staff during this period?
We will continue to pay them, unless you have
instructed us otherwise, but they will only be entitled
to one free single journey from the
travel allowance.
What about redundancy packages for my staff?
A full explanation is provided in section 10.
Staff may qualify for a statutory redundancy payment if
you leave the service of the House.
This is paid from a separate fund, over and above the
staffing allowance.
34
Dissolution Arrangements Section 11
Salaries, Winding up allowance, resettlement grant & redundancy payments 020 7219 1421/0341/1423
Travel 020 7219 5744/5565/1317 IEP & ACA 020 7219 5580/1390/5509
Members’ pensions 020 7219 5759 Employees’ pensions 020 7219 6122
11.1.1.
11.4.1. Employees’ pensions
The arrangements relating to the various allowances,
Free pension premium payments for your staff will be
salaries, pensions etc. are handled by each section,
payable for the period of Dissolution. For payment of
and many have been described in previous sections.
these expenses after the election for those Members
This is an attempt to bring that information into one
not returning to the House, please see winding-up
chapter, for ease of use. Essentially all entitlements
allowance.
except your salary, IEP and staffing allowance cease
during the Dissolution period, and recommence on the
11.5.1. Additional costs allowance (ACA)
day after polling day (for re-elected Members.)
There is no entitlement to this allowance during the
Dissolution. You may only claim reimbursement of the
11.1.2.
additional costs incurred in staying away from your
You are advised to inform the Payrol and Pensions
main home for the period before Parliament is
sections if you intend to stand down at a general
dissolved. You must ensure your claim forms clearly
election, as this may help speed any payments.
state the actual dates of the claim, otherwise we will
However if you do not contact the Department and
have to return them for appropriate amendment.
either stand down or lose your seat you will be
contacted and offered an exit interview to explain
11.5.2.
your entitlements.
Entitlement to the ACA recommences on the day after
polling day for re-elected Members.
11.2.1. Members’ salaries
Your Parliamentary salary will be paid during the
11.6.1. Members’ travel
Dissolution until the end of polling day. If you leave the
Once the Dissolution has been announced, you are only
House at an election your salary will be paid up to and
entitled to one journey at public expense to return to
including polling day. If you are re-elected, you will be
either your home or constituency. You must not
paid your salary for the full month in the usual way,
use any other warrants, or claim motor mileage
provided you have taken the oath or affirmed.
allowance during the dissolution. The entitlement
recommences after polling day if you are re-elected.
11.3.1. IEP and staffing allowance
The IEP and staffing allowance will be available
11.6.2.
throughout the Dissolution, up to and including polling
If you are standing down at an election please return
day. Salary payments to your staff will continue during
all warrants in your possession. If you are not
this period unless you advise us otherwise.
re-elected, you must also return all warrants, including
spouse or employee warrants to the travel section.
11.3.2.
The allowance year runs from 1st April to 31st March
11.6.3.
each year, and entitlement for those who leave the
Please note if you use open return tickets, you are
House is based on the quarter in which they leave. For
only entitled to use one journey to return to your
example, if an election is called in May, you will be
home or constituency and you should resist using
entitled to one quarter of the current IEP and staffing
the tickets for any other journeys during the
allowance, for any expenses incurred from 31st March.
Dissolution. Any unused or part-used rail, air etc.
If you leave the House at an election you
tickets should also be returned to the travel section
will cease to be entitled to claim IEP and staffing
if you are not re-elected.
allowance for expenses incurred after polling day,
but you will be entitled to winding-up allowance in
11.6.4.
connection with any Parliamentary duties.
If you are provided with a season ticket from the
11.3.3.
Department, this should also be returned to the
travel section. Anyone re-elected will have their
If you are successfully re-elected you will continue with
ticket returned in the usual manner.
your existing allowance entitlement, once you have
taken the oath or affirmed. Existing staff salaries and
any other regular payments will continue to be made.
If you want to change this you must inform the
Department in writing, as soon as possible.
35
Dissolution Arrangements Section 11
Salaries, Winding up allowance, resettlement grant & redundancy payments 020 7219 1421/0341/1423
Travel 020 7219 5744/5565/1317 IEP & ACA 020 7219 5580/1390/5509
Members’ pensions 020 7219 5759 Employees’ pensions 020 7219 6122
11.7.1. Members’ staff travel
11.10.1. Resettlement grant
Except for the purpose of making one single journey
If you leave the House at an election you will be entitled
from Westminster to the constituency on
to claim a grant based on your age and length of
Parliamentary business within the entitlement of nine
service, but excluding any earlier periods for which you
free return journeys per year (staff paid from the
have already received a grant. The grant ranges from
staffing allowance), employees should not use travel
50% to 100% of the Parliamentary salary in force at the
warrants or claim any other travel expenses during the
time of dissolution.
period of Dissolution. You may charge any journeys
Further details are at section 9.
undertaken on Parliamentary business by your
employees during the Dissolution period against your
11.11.1. Members’ pensions
IEP, if there are sufficient funds available.
If you have announced your intention to stand down
at the election the Secretariat of the Parliamentary
11.8.1. Winding-up allowance
Contributory Pension Fund will write to you, setting
This allowance is designed to cover necessary
out your specific entitlements. All others leaving at
expenses incurred in winding up your Parliamentary
the election will also be individually advised of their
business if you retire or are defeated in a general
prospective pension entitlements.
election. Section 9 gives further details.
11.12.1. Other items
11.8.2.
It is important to ensure that any monies owed
If required, we will accept instructions relating to your
(telephone accounts etc) to the Finance and
staff to make salary and pension premium payments.
Administration Department are repaid prior to polling
These will be chargeable to the winding-
day. In exceptional circumstances we can make
up allowance for Members not returning to Parliament.
arrangements to deduct any outstanding sums owing
The payroll service is limited to a maximum of four
(including Refreshment Department bills) from the
months beyond the date of the election in these
resettlement grant payment.
instances.
11.12.2.
11.9.1. Redundancy payments for employees
All Members who are returned to the new Parliament
Any employees who are made redundant as a result
are reminded that, although salary and allowance
of you leaving the House at an election may qualify for
entitlements commence from the day following polling
a statutory redundancy payment which depends on
day, payment cannot be made until you have taken the
their employment status, age and length of service.
oath or affirmed. All new Members will also need
The cost is met from a separate fund. Any additional
to ensure they have an induction interview and provide
redundancy payments authorised by you may,
us with enough details to ensure we can pay their
however, be charged to any remaining staffing
salary and expenses.
allowance.
36
Computer Equipment, Help For Members Section 12
With Disabilities & Security Measures
HELP NUMBERS Information technolog y & communications 020 7219 2001
Disabilities 020 7219 5732 Security 020 7219 1592
Computers and other IT equipment for
Security measures for Members' offices
Members and their offices.
Subject to a report from the local police, the central
This equipment is free of charge, on loan to Members
budget may contribute to the costs of certain
for Parliamentary use only. It is provided by the
measures taken in the constituency to safeguard
Parliamentary Communications Directorate (PCD)
Members' staff, their equipment and themselves.
on behalf of the Department of Finance and
Members must apply in advance.
Administration.
Further details are available on the Intranet
The provision allows for up to:
http://cfinw01/fanda/hpandg/security.htm
and from ext. 1592.
one laptop
three desktop PCs
two CD-rewriters, and
one or two printers, depending on the
specification required.
Members can also use their IEP to buy additional
items, providing they are used solely for Parliamentary
purposes.
Further details are on the Intranet
http://pdvnsco.parliament.uk/ccat/catalogue.doc
or contact the help desk on ext. 2001.
Help for Members with disabilities
Subject to a report from a consultant occupational
health doctor retained by the House, Members with
disabilities can benefit from special equipment, extra
staff or travel facilities etc to help them to carry out
their Parliamentary duties.
Further information is available on the Intranet
http://cfinw01/fanda/hpandg/disabscheme.htm
and from ext. 5732.
37
FINANCE &
ADMINISTRATION
HOUSE OF COMMONS D EPARTME NT OF FINANCE AN D ADMINIS TRATION - J UNE 2003
UPDATED D ECEMBER 2003
FINANCE &
ADMINISTRATION
HOUSE OF COMMONS D EPARTME NT OF FINANCE AN D ADMINIS TRATION - J UNE 2003
UPDATED D ECEMBER 2003
© PARIAMENTARY COPYRIGHT 2003 £4.50
