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Vehicle Leases

Vehicle Leases

A Member/Member-elect may lease a vehicle for official use within the Congressional District.

Only the Member and full-time staff with valid driver’s licenses are permitted to operate the vehicle.

Lease payments in excess of $1,000 per month cannot be charged against the Members’ Representational Allowance (“MRA”).

An official leased vehicle must be selected from the list of vehicles designated by the Environmental Protection Agency ("EPA") as "low greenhouse gas emitting vehicles." The list is available at the EPA Website.

The lease may extend beyond the length of the current congressional term (which ends January 2, 2027). However, the Member/Member-elect must submit a “Member/Member-elect Statement Acknowledging Personal Responsibility for Vehicle Lease.”

The Vehicle Lease Attachment (“Attachment”) must accompany each vehicle lease that is signed by the Member/Member-elect and paid from the MRA.

The provisions of the Attachment cannot be deleted or changed.

There are two versions of the Vehicle Lease Attachment for vehicles leased:

There is no legal difference between these two forms, but dealers and/or insurance companies may have certain requirements related to the name on the lease.

To avoid late fees, the monthly payment due date should be the 20th of the month or later.

Any fees, charges, or penalties for termination, cancellation, traffic violations, depreciation loss based on premature return and the like are not reimbursable from the Member’s MRA.

The MRA can be used to pay the cost of insurance.

For Members-elect, vehicle leases for the 119th Congress may not commence prior to January 3, 2025.

Vehicle Lease Approval Process

After identifying a vehicle included on the EPA Website, the Member/Member-elect should negotiate the rental terms with the Lessor.

The House does not have a standard vehicle lease but instead uses the Dealer’s lease.

The Member/Member-elect should give the Dealer a copy of the Vehicle Lease Attachment, which must be accepted by the Lessor without changes.

If the vehicle is leased in the name of the Member, the Member/Member-elect must sign a Statement Acknowledging Personal Responsibility for Vehicle Lease and will be responsible for lease payments if the Member is in possession of the vehicle after leaving Congress.

If the vehicle is leased in the name of the Congressional District:

  • The Member/Member-elect must sign a Statement of Authority affirming that the Member/Member-elect is permitted to sign contracts under the name of the Congressional District.
  • The name of the Lessee should be: (District number) Congressional District of (State), U.S. House of Representatives.
  • When signing the lease, the Member/Member-elect must write the same phrase italicized above, then “by” followed by the Member/Member-elect’s signature.
  • The Member/Member-elect should not sign as a “co-lessee.”

Prior to either party signing a lease, the Member/Member-elect must submit the proposed lease, accompanied by a copy of the Attachment, to the Office of Administrative Counsel via e-mail in PDF form (house.leases@mail.house.gov) or fax (202-226-0357) for review to ensure the lease complies with Federal law and House rules. If the Member/Member-elect executes a lease prior to the Office of Administrative Counsel review and the lease is subsequently determined to be non-compliant, payments cannot be charged against the MRA.

If changes are necessary, the Office of Administrative Counsel will contact the office of the Member/Member-elect to explain the changes that must be made to comply with Federal law and House rules.

If the Office of Administrative Counsel determines that the proposed terms and conditions of the lease comply with Federal law and House rules, the Office of Administrative Counsel will notify the Member/Member-elect to proceed with the signing of the lease and Vehicle Lease Attachment.

After the lease is executed by both parties, the Lease and the Attachment must be sent to the Office of Administrative Counsel via e-mail in PDF form (house.leases@mail.house.gov or fax (202-226-0357) for final approval. The Office of Administrative Counsel will notify the Office of Finance (“Finance”) that automatic monthly payments can begin.

Frequently Asked Questions

Leasing a Vehicle

How long does it take the Office of Administrative Counsel to review a lease?
The Office of Administrative Counsel attempts to review all leases within 24 hours of receipt.

Does the Member/Member-elect need to personally sign the lease?
Yes. Only the Member/Member-elect may sign.

Should the dealer complete the W9/ACH Vendor Form?
Only if payments should be made to the dealer. If the monthly lease payment should be made to a third party, such as a financing company, the third party should complete the W9/ACH Vendor Form.

Why is a Vehicle Lease Attachment required?
The Attachment is designed to protect the House and its Members by ensuring that the car dealer/leasing company is aware of special terms that apply to a Member of Congress.

Is it possible to provide a car dealer/leasing company with payment at delivery or signing of the lease?
Yes, if the Office of Administrative Counsel approves the payment.

There are two ways to make the initial payment*:

  1. Make payment from the Member/Member-elect’s personal funds and then be reimbursed from the MRA.
  2. After the lease has been signed and the dealer completes the W9/ACH Vendor Form for the initial payment, the Office of Finance may be able to make the initial payment.
    1. If the dealer accepts Electronic Fund Transfers (EFT), the Office of Finance may be able to transfer funds into the dealer’s account. However, the payment may take a few days to process. Depending on the dealership, the Member may not be allowed to use the vehicle until after payment is received.
    2. If the dealer does not accept EFTs, a check may be issued by the U.S. Department of Treasury, but it may be several weeks before the dealer receives the check. Again, the dealer may not allow the Member to use the vehicle until after payment is received.

*If subsequent lease payments should not be made to the dealer, the entity that will receive the monthly payments must submit a separate W9/ACH Vendor Form.

Can the lease include a payment for a security deposit?
The MRA cannot be used to pay a security deposit. However, the Member/Member-elect can use the Member/Member-elect’s personal funds to pay for a security deposit.

Can the vehicle lease include state sales/use tax?
It varies state-by-state. Contact the House Office of the General Counsel for a tax-exempt letter (202-225-9700).

Vehicle Operation

Who may drive the leased vehicle?
The Member or any full-time staff person can drive the vehicle so long as they have a valid driver’s license. The family of the Member is not permitted to drive the leased vehicle.

Which vehicle operating costs are reimbursable from the MRA?

  • Liability insurance (liability insurance is strongly recommended). The insurance policy should be specific to the vehicle being leased and should identify all authorized drivers (Member and staff). The use of the vehicle by an unauthorized driver is not permitted.
    • Excess mileage charges incurred pursuant to the terms of the lease agreement.
  • Incidental operating and maintenance expenses (gasoline, oil, general maintenance, etc.).
  • Registration and/or licensing fees.
  • Property taxes assessed during the term of the lease.

Is there a minimum level of insurance required?
The car dealer will often specify the minimum amount of insurance that the Member is required to carry on the vehicle.

  • If the car dealer/leasing company does not specify an amount, the vehicle should be insured at least for such minimum amount as may be required under the governing state’s laws.
  • If insurance is not specifically required under the terms of the lease, it is the responsibility of the Member to decide what kind and what level of insurance is prudent.

Which vehicle operating costs are not reimbursable from the MRA?

  • Security deposits
  • Termination fees
  • Traffic violations
  • Depreciation loss based on premature return, and/or
  • Penalties.

Lease Termination

Can the Member terminate the lease before the expiration date?
Generally, no. Contact the Office of Administrative Counsel at 202-225-6969 since this answer will depend on the terms of the lease. If a lease is improperly terminated, the Member could still be financially responsible for the monthly payments. However, the Vehicle Lease Attachment includes a provision that will allow the Member to terminate the lease without penalty if the Member leaves office before the lease expires.

What if the Member wants to keep the vehicle after leaving office?
If the lease is in the District’s name, the Member must agree to transfer the lease into his/her own name if the Member leaves office before the end of the lease term while retaining the leased vehicle. Car dealers/leasing companies differ in the amount of transfer fees they charge; however, the Member is personally responsible for paying any and all transfer fees. If the dealer/leasing company denies the transfer from the District’s name, the Member must therefore terminate the current lease and arrange to lease the vehicle under the Member’s own name. In that case, the Member is personally liable for paying all termination fees.

Can the Member purchase the car at the end of the lease for a discount?
No, equity may not be gained by the Member during the length of the lease. If the Member wishes to purchase the vehicle, the Member must pay the vehicle’s fair market value.

How can the Member return the vehicle?
The Member should provide thirty (30) days written notice and contact the dealership to determine the steps to return the vehicle.