Fillable Vehicle Lease Attachment Instructions (US House of Representatives)

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Vehicle Lease Attachment Instructions (US House of Representatives)

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Vehicle Lease Attachment – Instructions
(Member is Lessee)
The Vehicle Lease Attachment (“Attachment”) is a four-page document that must accompany each
vehicle lease that the Member/Member-Elect signs and wants to be paid from the MRA.
• Nothing needs to be filled out on Pages 1, 2 or 3.
• All that is required on Page 4 is the signature of both the car dealer/leasing company and the
Member/Member-Elect. The box in the middle of Page 4 requests contact information for the
person in the Member’s office whom we should call if there are any problems or questions (the
scheduler, district director, etc.).
• 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 Administrative Counsel for review
and approval. If the proposed terms and conditions of the lease are determined to be in
compliance with applicable law and House Rules and Regulations, the Administrative Counsel
will notify the Member/Member-Elect that (s)he may proceed with the signing of the lease.
Please submit the proposed lease and Attachment either by e-mail in PDF form
(leases@mail.house.gov) or fax (202-226-0357).
• Member/Member-Elect (“Lessee”) must personally sign the Lease and the Attachment.
• Once signed by both parties, the lease and the Attachment must be submitted to the
Administrative Counsel for final approval. They may be sent by email in PDF form or faxed to
202-226-0357. If approved, Administrative Counsel will send them to Finance so that payment
can begin. If there are errors, you will be contacted and required to correct them before the lease
is approved.
• If the lease extends beyond the length of the congressional term (i.e. past January 2, 2023), then
the Member must also submit the “Member Statement Acknowledging Personal Responsibility
for Vehicle Lease,” which can be found on www.house.gov under “Vehicle Lease Forms”, or by
contacting the Administrative Counsel.
• 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.
Note: If the Lessee is the District, use the “Vehicle Lease Attachment-District is Lessee” form.
NO LEASE OR ATTACHMENT CAN BE SIGNED BEFORE THEY HAVE BEEN
APPROVED BY THE ADMINISTRATIVE COUNSEL.
For new Members, the term for a vehicle lease for the 117th
Congress may not commence prior
to January 3, 2021.
Payments in excess of $1,000 per month cannot be charged against a Member’s Representational
Allowance (“MRA”). This limit does not apply to mobile offices.
For payments to be made from a MRA, a leased vehicle must be selected from the list of vehicles
designated by the Environmental Protection Agency as “low greenhouse gas emitting vehicles.”
To find out which vehicles qualify, visit https://www.epa.gov/regulations-emissions-vehicles-and-
engines/federal-fleets-using-low-greenhouse-gas-emitting-vehicles and review the links under
“What vehicles are considered low GHG-emitting.”
U.S. House of Representatives
Washington, D.C. 20515
Vehicle Lease Attachment (Member is Lessee)
(Page 1 of 4 – 117th
Congress)
1. Incorporated Vehicle Lease Attachment. Lessor (Car Dealer/Leasing Company) and Lessee
(Member/Member-Elect of the U.S. House of Representatives) agree that this Vehicle Lease
Attachment (“Attachment”) is incorporated into and made part of the Vehicle Lease (“Lease”)
to which it is attached.
2. Performance. Lessor expressly acknowledges that neither the U.S. House of Representatives
(the “House”) nor its Officers are liable for the performance of the Lease. Lessor further
expressly acknowledges that payments made by the Chief Administrative Officer of the House
(the “CAO”) to Lessor to satisfy Lessee’s rent obligations under the Lease -- which payments are
made solely on behalf of the Member in support of his/her official and representational duties as a
Member of the House -- shall create no legal obligation or liability on the part of the CAO or the
House whatsoever. Lessee shall be solely responsible for the performance of the Lease and
Lessor expressly agrees to look solely to Lessee for such performance.
3. Modifications. Any amendment to the Lease must be in writing. Lessor and Lessee also
understand and acknowledge that the Administrative Counsel for the CAO (“Administrative
Counsel”) must review and give approval of any amendment to the Lease prior to execution.
4. Compliance with House Rules and Regulations. Lessor and Lessee understand and
acknowledge that the Lease shall not be valid, and the CAO will not authorize the disbursement
of funds to the Lessor, until the Administrative Counsel has reviewed the Lease to determine that
it complies with applicable federal law including but not limited to P.L. 110-140, with the Rules
of the House and the Regulations of the Committee on House Administration, and has approved
the Lease by signing on page 4 of this Attachment.
5. Payments. The Lease is a fixed term lease with monthly installment payments for which
payment is due in arrears on or before the end of each calendar month. In the event of a payment
dispute, Lessor agrees to contact the Office of Finance of the House at 202-225-7474 to attempt
to resolve the dispute before contacting Lessee.
6. Void Provisions and Additional Charges. Any provision in the Lease purporting to require the
payment of a security deposit shall have no force or effect. Furthermore, any provision in the
Lease purporting to vary the dollar amount of the rent specified in the Lease by any cost of living
clause, operating expense clause, pro rata expense clause, escalation clause, or any other
adjustment or measure -- other than an adjustment for excess mileage, vehicle wear and tear,
registration fees, applicable personal property taxes or applicable use taxes -- during the term of
the Lease shall have no force or effect. Likewise, any provision in the Lease allowing for any
disposition fee, expiration fee, installment sale, lease-to-purchase, lease with option to purchase,
or similar arrangement shall have no force or effect, and Lessee shall acquire no equity or other
interest in the vehicle title under the Lease. Any fees, charges or penalties for termination,
cancellation, traffic violations, depreciation loss based on premature return, and the like, shall be
the direct responsibility of the Lessee and shall not be paid by the CAO on behalf of the Lessee.
This version is to be used if the vehicle is leased to the Member – not to the District.
Vehicle Lease Attachment (Member is Lessee)
(Page 2 of 4 – 117th
Congress)
7. Option if Lease Exceeds Member’s Constitutional Term. In the event the term of the Lease
exceeds the constitutional term of the Congress to which the Member was elected (or reelected)
and, during such Lease term, the Member is not reelected (either because (s)he resigns, retires, is
defeated, does not seek reelection, or for any other reason other than death), Lessor agrees that
the Member may, at his or her sole option, either: (a) assume all obligations of the Lease,
provided the Member is otherwise qualified and pays any applicable fees; or (b) terminate the
Lease without charge or penalty by giving thirty (30) days’ prior written notice to Lessor. The
commencement date of such thirty (30) day termination notice shall be the date such notice is
delivered or, if mailed, the date on which such notice is postmarked. In the event the Member
does not exercise either option specified in this Section 7, the Lease shall terminate, without
charge or penalty to the Lessee, on the last day of the calendar month which follows the month in
which the Member leaves office.
8. Death, Resignation or Removal. In the event the Member dies, resigns or is removed from
office during the term of the Lease, the Clerk of the House may, at his or her sole option,
terminate the Lease without charge or penalty by giving thirty (30) days’ prior written notice to
Lessor. The commencement date of such thirty (30) day termination notice shall be the date such
notice is delivered or, if mailed, the date on which such notice is postmarked.
9. Early Termination. If either Lessor or Lessee terminates the Lease pursuant to the terms of the
Lease, the terminating party agrees to promptly file a copy of any termination notice with the
Office of Finance, U.S. House of Representatives, O’Neill Federal Building, Suite 3220, Attn:
Jason Washington, Washington, D.C. 20515, and with the Administrative Counsel, Office of the
Chief Administrative Officer, U.S. House of Representatives, 217 Ford House Office Building,
Washington, D.C. 20515.
10. Statutory Changes. If, after the initial lease date contained in the fully executed and approved
Lease, the Congress enacts a statute or the House adopts a regulation restricting the availability of
Member’s Representational Allowance reimbursement to a dollar level below the recurring
monthly lease payment for this vehicle, then Lessee may elect in writing (after review by
Administrative Counsel), within thirty (30) days of such statute or regulation becoming effective,
to terminate this Lease without incurring any early termination liability set forth in the Lease;
provided, however, that Lessee must remit to Lessor any past due and unpaid payments, fees and
charges due under the Lease and Lessee shall remain liable for any: (a) excess wear and use
charges (based on a pro rata basis for mileage); (b) fees, charges, or penalties for traffic
violations, and (c) allowable taxes incurred during the period of Lessee’s possession of the
vehicle. Upon Lessee’s election to terminate the Lease pursuant to this Section 10, Lessee shall
deliver the vehicle to Lessor pursuant to Lessor’s instructions.
11. Notification upon Occurrence of Certain Events. Lessor agrees to promptly notify Lessee in
writing in the event Lessor sells, transfers or otherwise disposes of its business; in the event
Lessor is placed in bankruptcy proceedings (whether voluntarily or involuntarily); in the event the
Lessor’s business is foreclosed upon; or in the event of any similar occurrence. Lessee shall
promptly file a copy of any such notice with the Office of Finance, U.S. House of
Representatives, O’Neill Federal Building, Suite 3220, Attn: Jason Washington, Washington,
D.C. 20515.
12. Limitation of Liability. Lessor agrees that neither Lessee nor the House nor any of the House’s
officers or employees will indemnify or hold harmless Lessor against any liability of Lessor to
any third party that may arise during or as a result of the Lease.
Vehicle Lease Attachment (Member is Lessee)
(Page 3 of 4 – 117th
Congress)
13. Electronic Funds Transfer. Lessor agrees to accept monthly lease payments by Electronic
Funds Transfer and agrees to provide the Office of Finance, U.S. House of Representatives, with
all banking information necessary to facilitate such payments. Lessee understands and
acknowledges that for payments under this Attachment to be reimbursed from the Member’s
Representational Allowance the leased vehicle must meet the EPA criteria for Low Greenhouse
Gas Emitting Vehicles, contained in P.L. 110-140.
14. Refunds. Lessor shall promptly refund to the CAO, without formal demand, any payment made
to the Lessor by the CAO for any period for which rent is not owed because the Lease has ended
or been terminated.
15. Conflict. Should any provision of this Attachment be inconsistent with any provision of the
attached Lease (or with any subsequent or additional amendments thereto), the provisions of this
Attachment shall control, and those inconsistent provisions of the Lease (or any subsequent or
additional amendments thereto) shall have no force and effect to the extent of such inconsistency.
16. Construction. Unless the clear meaning requires otherwise, words of feminine, masculine or
neuter gender include all other genders and, wherever appropriate, words in the singular include
the plural and vice versa.
17. Fair Market Value. The Lease is entered into at fair market value as the result of a bona fide,
arms-length, marketplace transaction. The Lessor and Lessee certify that the parties are not
relatives nor have had, or continue to have, a professional or legal relationship.
18. Counterparts. This Lease may be executed in any number of counterparts and by facsimile
copy, each of which shall be deemed to be an original but all of which together shall be deemed
to be one and the same instrument.
19. Section Headings. The section headings of this Lease are for convenience of reference only and
shall not be deemed to limit or affect any of the provisions hereof.
[Signature page follows.]
U.S. House of Representatives
Washington, D.C. 20515
Vehicle Lease Attachment (Member is Lessee)
(Page 4 of 4 – 117th
Congress)
IN WITNESS WHEREOF, the parties have duly executed this Vehicle Lease Attachment (Member is
Lessee) as of the later date written below by the Lessor or the Lessee.
Print Name (Lessor) Print Name (Lessee)
Lessor Signature Lessee Signature
Date Date
This Attachment and the attached Lease have been reviewed and are approved, pursuant to the Regulations
of the Committee on House Administration:
Signed Date , 20
. (Administrative Counsel)
From the Member’s Office, who should be contacted with questions?
Name Phone ( ) E-mail @mail.house.gov
Save
Send completed forms to: Administrative Counsel, 217 Ford House Office Building, Washington, D.C. 20515.
Copies may also be faxed to 202-226-0357
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Member/Member-Elect Statement
Acknowledging Personal Responsibility for Vehicle Lease
Dear Committee Chair:
Because this vehicle lease (“Lease”) exceeds the constitutional term of the Congress for which I am elected, I agree
to assume all liability for any payments and debts that may arise if I am no longer a Member of Congress. These
costs include, but are not limited to, monthly payments, termination fees, and/or transfer fees.
Additionally, I agree to indemnify the U.S. House of Representatives (the “House”) for any charges assessed
against the House or its officers under the Lease.
Description of vehicle (Make/Model):
Lease end date: , 20
Print Name (Lessee/Member/Member-Elect of Congress)
Lessee Signature
, 20 (Date)
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This page is to be signed only by the Member/Member-Elect and is to be
submitted to Administrative Counsel along with the Vehicle Lease Attachment.
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Vehicle Lease Attachment Instructions (US House of Representatives)

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Completed 10 November 2021

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