The Parliament of Canada Act authorizes the Board of Internal Economy to make by-laws with regard
to the use of funds, goods, services and premises provided to Members. [325]
The Members’ Manual of Allowances and Services, produced in accordance with the By-laws
of the Board of Internal Economy, contains administrative guidelines on the availability and use of
all the funds, goods, services and premises to which Members are entitled.
The Thirty-Fifth Parliament (1993-97) was the first Parliament to operate with a complete set of by-laws.
The By-laws were first enacted by the Board of Internal Economy in 1993 and are a series of guidelines
concerning the handling by Members of public funds put at their disposal to help them carry out their
parliamentary functions. Parliamentary functions are defined as duties and activities related to the
position of Member of the House of Commons and includes public and official business and partisan matters
but does not include the private business interests of a Member or of a Member’s immediate family. [326]
Each year, the Board of Internal Economy publishes a Finance By-law (By-law 501) which establishes the
financial provisions for the fiscal year (April 1 to March 31). These include the Members’ Budget
(including the Member’s Office Budget, the Constituency Furniture and Equipment Allowance and Members’
Travel Expenses), House Officers’ Budgets [327]
and Committees’ Budgets. [328]
The other By-laws set out the terms governing Members’ use of their budgets and other benefits
provided by the House including travel points, printing privileges, staff, and the purchase of goods.
The Board determines the terms and conditions of managing and accounting for the funds by the Members and
has exclusive authority to determine whether their use is or was proper. [329]
In the event the By-laws are contravened, the Board of Internal Economy may pursue a number of options,
including withholding money from one of the Member’s budgets or allowances, or freezing any budget or
allowance or payment that may be available to the Member. [330]
Each Member is entitled to an office in the precinct of Parliament, office furniture and furnishings and
equipment for this office. [331]
Every Member is also entitled to establish one or more offices in his or her respective constituency and is
provided with furniture and equipment for these offices. Furniture and equipment provided to Members are
the property of the House of Commons. Each Member is provided with several budgets, including an Office
Budget and a Constituency Furniture and Equipment Allowance. [332]
Members may spend their budgets as they choose so long as they conform to the regulations prescribed by the
Board of Internal Economy. The Members’ Office Budget is used to pay expenses for the Member’s
parliamentary precinct office, including staff remuneration. This budget also pays expenses incurred in
establishing and operating a constituency office, including staff remuneration, office rent and utilities,
and office furnishings, supplies and equipment. [333]
Each Member is the employer of all his or her employees and each Member has the prerogative to recruit,
hire, promote and release employees. [334]
A Member is allowed full discretion in the direction and control of the work performed on his or her behalf
by employees and is subject only to the authority of the Board of Internal Economy and the House of Commons
in the exercise of that discretion. Members determine the duties to be performed, hours of work, job
classifications and salaries, and are responsible for employee relations. Subject to specific terms and
conditions, Members may enter into contracts for services with individuals, agencies or organizations and
use a portion of the Member’s Office Budget for the payment of these contractors. Members may not
hire or enter into a contract for consulting and professional services with members of their immediate
family (spouses and children and their spouses and children).
The House covers the cost of printing newsletters, commonly known as “householders”, sent by the
Member to all constituents. Members have free mailing privileges to send out householders and other
materials. [335]
These mailing privileges are often referred to as “franking” privileges. “Franking”
is the process by which Members of the House of Commons, by affixing their signatures to an addressed piece
of mail, may have that mail delivered postage-free anywhere in the country. It is available only for mail
that is addressed to places in Canada and may not be used for parcels, special delivery or other special
services offered by Canada Post. Mail addressed to Members of the House is also delivered free of charge if
sent to a Parliamentary Hill address. These mailing privileges begin on the day the notice of the Member’s
election is published by the Chief Electoral Officer in the Canada Gazette and end 10 calendar
days after a dissolution of Parliament or 10 days after that person ceases to be a Member. [336]
The House of Commons provides Members with modern office equipment and services such as extensive
long-distance calling, electronic mail and internet facilities, internal mail and messenger services,
printing, security and language training. The Library of Parliament, through its research and reference
services, provides Members, upon request, with research papers, background information and press clippings.
Members are allowed regular return trips to travel between Ottawa and the constituency and on occasion
elsewhere in Canada. [337]
Members or persons representing the Member can be reimbursed for travel costs while travelling within the
constituency or within the province or territory in which the constituency is situated to a maximum amount
established by the Board of Internal Economy. [338]
Receipts must be submitted and the amount reimbursed is deducted from the Member’s office budget.
When Parliament is dissolved, Members of the House of Commons are discharged from their responsibility to
attend the sittings of the House and cease to be Members of Parliament. However, the Parliament of
Canada Act provides for the continuation of a number of provisions upon dissolution. For purposes of
the allowances payable, a Member is deemed to continue to be a Member of the House until the date of the
following election. [339]
Between the date Parliament is dissolved and the day of the election, budgetary funds, goods, services and
premises made available by the House to its Members are to be used to carry out Members’ parliamentary
functions.
Members who are defeated or who did not seek re-election are provided with travel benefits to come to Ottawa
to close their office. If a Member resigns before Parliament is dissolved, his or her travel benefits cease
as of the day of resignation. Household moving expenses from the constituency to Ottawa and back are covered
once per Parliament.
On behalf of the Board of Internal Economy, the Speaker tables in the House an annual report of Members’
expenses. Members receive a copy of their annual expenditures prior to disclosure. [340]