# C_2014466EN.01000101.xml

| 30.12.2014 | EN | Official Journal of the European Union | C 466/1 |
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30.12.2014

EN

Official Journal of the European Union

C 466/1

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DECISION OF THE BUREAU OF THE EUROPEAN PARLIAMENT

of 15 December 2014

amending the Implementing Measures for the Statute for Members of the European Parliament

(2014/C 466/01)

THE BUREAU OF THE EUROPEAN PARLIAMENT,

Having regard to the Treaty on the Functioning of the European Union, and in particular Article 223(2) thereof,

Having regard to the Statute for Members of the European Parliament (1) (‘the Statute’),

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Having regard to Rules 10 and 25 of the Rules of Procedure of the European Parliament,

Whereas:

| (1) | Article 20 of the Statute states, in paragraph 1, that ‘Members shall be entitled to reimbursement of expenses incurred in the exercise of their mandate’ and, in paragraph 4, that ‘Parliament shall lay down the conditions for the exercise of this right’. Those conditions are set out, inter alia, in Articles 22, 24 and 66 of the Implementing Measures for the Statute for Members of the European Parliament (2) (‘the Implementing Measures’). |
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(1)

Article 20 of the Statute states, in paragraph 1, that ‘Members shall be entitled to reimbursement of expenses incurred in the exercise of their mandate’ and, in paragraph 4, that ‘Parliament shall lay down the conditions for the exercise of this right’. Those conditions are set out, inter alia, in Articles 22, 24 and 66 of the Implementing Measures for the Statute for Members of the European Parliament (2) (‘the Implementing Measures’).

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| (2) | Similarly, Article 4 of the Implementing Measures obliges Members to submit the original supporting documents when requesting reimbursement of medical expenses. The effect of this is that Members are required, at frequent intervals, to fill out by hand long and complex forms and to append to them the originals of invoices and other supporting documents, in order to obtain reimbursement for the expenses they incur. |
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(2)

Similarly, Article 4 of the Implementing Measures obliges Members to submit the original supporting documents when requesting reimbursement of medical expenses. The effect of this is that Members are required, at frequent intervals, to fill out by hand long and complex forms and to append to them the originals of invoices and other supporting documents, in order to obtain reimbursement for the expenses they incur.

| (3) | In order to make the procedure less bureaucratic, Members should be offered the possibility of submitting reimbursement or defrayal requests electronically. It will be the responsibility of Members to keep the original supporting documents on file for a reasonable period of time, i.e. until 31 December of the calendar year following that in which the application for reimbursement or defrayal was submitted. The relevant Parliament departments should implement a system of spot checks based on standard audit practice to ensure that scanned copies of supporting documents match the originals thereof. |
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(3)

In order to make the procedure less bureaucratic, Members should be offered the possibility of submitting reimbursement or defrayal requests electronically. It will be the responsibility of Members to keep the original supporting documents on file for a reasonable period of time, i.e. until 31 December of the calendar year following that in which the application for reimbursement or defrayal was submitted. The relevant Parliament departments should implement a system of spot checks based on standard audit practice to ensure that scanned copies of supporting documents match the originals thereof.

| (4) | Therefore, the Implementing Measures should be amended so as to: permit Members to submit applications for reimbursement or defrayal of expenses in electronic form; permit Members to submit scanned copies of original supporting documents, accompanied by a declaration on their honour that these are true copies; and lay down the period of time for which Members are required to keep original supporting documents, and during which Parliament’s administration can check scanned copies of supporting documents against the originals thereof. |
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(4)

Therefore, the Implementing Measures should be amended so as to: permit Members to submit applications for reimbursement or defrayal of expenses in electronic form; permit Members to submit scanned copies of original supporting documents, accompanied by a declaration on their honour that these are true copies; and lay down the period of time for which Members are required to keep original supporting documents, and during which Parliament’s administration can check scanned copies of supporting documents against the originals thereof.

| (5) | Moreover, in accordance with Article 69(1) of the Implementing Measures, the amounts of the reimbursable travel expenses, daily subsistence allowance and general expenditure allowance may be index-linked annually by the Bureau, up to a maximum increase equal to the annual inflation rate in the European Union in October of the previous year, as published by Eurostat. |
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(5)

Moreover, in accordance with Article 69(1) of the Implementing Measures, the amounts of the reimbursable travel expenses, daily subsistence allowance and general expenditure allowance may be index-linked annually by the Bureau, up to a maximum increase equal to the annual inflation rate in the European Union in October of the previous year, as published by Eurostat.

| (6) | The inflation rate for the period from 1 November 2013 to 31 October 2014, as notified by Eurostat on 14 November 2014, stands at 0,5 %. The new amounts resulting from the adjustment needed in order to take that inflation rate into account should apply from 1 January 2015 and the Implementing Measures should be amended accordingly, |
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(6)

The inflation rate for the period from 1 November 2013 to 31 October 2014, as notified by Eurostat on 14 November 2014, stands at 0,5 %. The new amounts resulting from the adjustment needed in order to take that inflation rate into account should apply from 1 January 2015 and the Implementing Measures should be amended accordingly,

HAS ADOPTED THIS DECISION:

Article 1

The Implementing Measures are amended as follows:

| 1. | Article 4 is replaced by the following:
  ‘Article 4
  Procedure
  Applications for reimbursement shall be submitted to the relevant Parliament department or directly to the Settlements Office of the Commission, using standard forms accompanied by supporting documents.’ |
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1.

Article 4 is replaced by the following:

‘Article 4

Procedure

Applications for reimbursement shall be submitted to the relevant Parliament department or directly to the Settlements Office of the Commission, using standard forms accompanied by supporting documents.’

| 2. | In Article 20(1), point (a) is replaced by the following:






  ‘(a) | for the part of the journey between 0 and 50 km: EUR 22,62;’ |
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2.

In Article 20(1), point (a) is replaced by the following:

‘(a)

for the part of the journey between 0 and 50 km: EUR 22,62;’

| 3. | Article 22 is amended as follows:






  (a) | paragraph 1 is replaced by the following:






  ‘1. | The maximum annual amount which may be reimbursed in respect of travel expenses incurred in the cases referred to in Article 10(1), point (b) shall be EUR 4 264.’; |
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3.

Article 22 is amended as follows:

(a)

paragraph 1 is replaced by the following:

‘1.

The maximum annual amount which may be reimbursed in respect of travel expenses incurred in the cases referred to in Article 10(1), point (b) shall be EUR 4 264.’;

| (b) | the first subparagraph of paragraph 3 is replaced by the following:
  ‘The maximum annual amount which may be reimbursed in respect of the travel expenses actually incurred by committee or subcommittee chairs travelling to attend conferences or events which deal with a matter of European interest falling within the sphere of responsibility of their committee or subcommittee and which have a parliamentary dimension shall be EUR 4 264. Such participation shall require prior authorisation from the President of Parliament, following verification that appropriations up to the maximum amount indicated above are available.’ |
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(b)

the first subparagraph of paragraph 3 is replaced by the following:

‘The maximum annual amount which may be reimbursed in respect of the travel expenses actually incurred by committee or subcommittee chairs travelling to attend conferences or events which deal with a matter of European interest falling within the sphere of responsibility of their committee or subcommittee and which have a parliamentary dimension shall be EUR 4 264. Such participation shall require prior authorisation from the President of Parliament, following verification that appropriations up to the maximum amount indicated above are available.’

| 4. | In Article 24, paragraph 2 is replaced by the following:






  ‘2. | If the official activity takes place on the territory of the Union, a Member shall receive a lump-sum allowance of EUR 306.’ |
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4.

In Article 24, paragraph 2 is replaced by the following:

‘2.

If the official activity takes place on the territory of the Union, a Member shall receive a lump-sum allowance of EUR 306.’

| 5. | In Article 26, paragraph 2 is replaced by the following:






  ‘2. | The monthly amount of the allowance under Article 25 shall be EUR 4 320.’ |
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5.

In Article 26, paragraph 2 is replaced by the following:

‘2.

The monthly amount of the allowance under Article 25 shall be EUR 4 320.’

| 6. | Article 66 is replaced by the following:
  ‘Article 66
  Alternative supporting documents
  In the event of loss of the requisite supporting documents, a Member must submit a declaration of loss accompanied by alternative supporting documents consistent with the requirements laid down in these Implementing Measures.’ |
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6.

Article 66 is replaced by the following:

‘Article 66

Alternative supporting documents

In the event of loss of the requisite supporting documents, a Member must submit a declaration of loss accompanied by alternative supporting documents consistent with the requirements laid down in these Implementing Measures.’

| 7. | The following article is inserted:
  ‘Article 72a
  Electronically scanned supporting documents
  1.   Where these Implementing Measures refer to the submission of applications for reimbursement or defrayal, such applications may be submitted in electronic form together with a digital signature.
  2.   Where these Implementing Measures require the submission of supporting documents, such documents may be submitted in the form of scanned copies, provided that the Member declares on his or her honour that the documents submitted match the originals thereof.
  3.   In order that checks may be carried out to match scanned copies of supporting documents with the originals thereof, Members shall keep the originals until 31 December of the calendar year following that in which the application for reimbursement or defrayal was submitted.
  The relevant Parliament departments shall implement a system of spot checks to ensure that scanned copies of supporting documents match the originals thereof.’ |
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7.

The following article is inserted:

‘Article 72a

Electronically scanned supporting documents

1.   Where these Implementing Measures refer to the submission of applications for reimbursement or defrayal, such applications may be submitted in electronic form together with a digital signature.

2.   Where these Implementing Measures require the submission of supporting documents, such documents may be submitted in the form of scanned copies, provided that the Member declares on his or her honour that the documents submitted match the originals thereof.

3.   In order that checks may be carried out to match scanned copies of supporting documents with the originals thereof, Members shall keep the originals until 31 December of the calendar year following that in which the application for reimbursement or defrayal was submitted.

The relevant Parliament departments shall implement a system of spot checks to ensure that scanned copies of supporting documents match the originals thereof.’

Article 2

This Decision shall enter into force on the day following that of its publication in the Official Journal of the European Union.

Official Journal of the European Union

This Decision shall apply from the same date, with the exception of Article 1(2) to (5), which shall apply from 1 January 2015.

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(1)  Decision 2005/684/EC, Euratom of the European Parliament of 28 September 2005 adopting the Statute for Members of the European Parliament (OJ L 262, 7.10.2005, p. 1).

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(2)  Decision of the Bureau of the European Parliament of 19 May and 9 July 2008 concerning implementing measures for the Statute for Members of the European Parliament (OJ C 159, 13.7.2009, p. 1).

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