As part of its commitment to transparency, efficiency, and accountability, and in compliance with the Access to Information Act, the Senate publicly discloses expenditures and contracts on a quarterly basis. The disclosure reports include details on:

• Senators’ office, living, hospitality, and travel expenses used to carry out parliamentary functions;
• Committee travel and hospitality expenses;
• Senate Administration employee travel and hospitality expenses;
• Contracts for senators and Senate House Officers; and
• Senate Administration contracts worth $10,000 or more.

The public disclosure reports are published within 60 days of the end of each quarter. Expenditures are disclosed in the quarter during which they were processed and paid by the Senate Administration, which may not necessarily be the same quarter in which the expenses were incurred. The reports do not include expenses incurred during parliamentary association business, which are disclosed by the House of Commons. A link is available in the Committees / International and Interparliamentary Affairs (IIA) tab.

Senators’ Public Disclosure Expenditures Report

Parliament, through the Parliament of Canada Act and appropriation acts, provides resources to the Senate. The Senate allocates resources to senators — such as office space, furnishings, and equipment — and gives senators budgets so they can employ staff, hire contractors, and purchase office supplies. The Senate also reimburses senators for travel, accommodation and other related approved expenses incurred while carrying out their parliamentary functions.

The Senate Administrative Rules and other policies govern senators in their use of Senate resources, which are to be used for the sole purpose of carrying out their parliamentary functions. Senators are accountable for their decisions and actions related to the use of these resources. The Senate has rules and policies that govern which expenditures can be reimbursed and a robust financial management framework to ensure that only legitimate and reasonable expenses are paid.

Parliamentary functions are defined in the Senate Administrative Rules as “duties and activities related to the role of a senator or the Senate and its proceedings, wherever performed, and may include public and official business – whether or not they are performed in a partisan manner - but does not include activities related to: a) the election of a member of the House of Commons during an election under the Canada Elections Act; … e) the private business interests of a senator or a member of a senator’s family.” As such, resources may not be used for nomination campaigns, election campaigns or private events.

The senators’ public disclosure expenditures report is divided into five sections:

• Office Expenses (excluding salary and benefits);
• Living Expenses in the Parliamentary District;
• Hospitality Expenses;
• Travel Expenses incurred to carry out parliamentary functions;
• Contract(s) Awarded.

In addition, the Senators Other tab discloses senator travel expenses paid from the Administration budget (rather than from the senator’s travel budget), such as language training.

Senate Administration Expenses

In order to function as a modern, efficient and effective institution, the Senate requires administrative and procedural support. The Senate Administration, comprised of senior management and the employees who support them, provide this support. The Senate Administration provides services that allow senators to accomplish their work by offering support in procedure, security, financial administration, human resources, communications, building maintenance, asset management and information technology resources.

The expenses disclosed under this category reflect those incurred by all employees of the Senate Administration, and are divided into two categories of expenses:

• Hospitality Expenses;
• Travel Expenses.

Expenses for travel and hospitality are displayed using a model similar to the one used for senators.

Senate Administration Contracts

The Senate Administration discloses both new and amended contracts worth $10,000 or more. The Senate Procurement Policy provides the requirements for procurement transactions and processes are in place to ensure their compliance.