Skip to main content

Postage and Australia Post Charge Account

Overarching Obligations

The Parliamentary Business Resources Act 2017 imposes overarching obligations.
The dominant purpose and value for money tests and specified conditions must be met. See s25, 26, 27, 28.

Postage at Parliament House

Stamps and stamped envelopes, to the value of $1,800 per financial year, are made available from Parliament House for purposes relating to the conduct of your parliamentary business.

If you choose to use the postage allocation, the value is deducted from your annual budget for office expenses. If you do not wish to use the postage allocation, you must advise your House Department.

Australia Post Charge Account

You may apply directly to Australia Post for an Australia Post Charge Account, that can be used for communication and distribution expenses, including:

  • ordinary mail
  • parcels
  • priority paid mail
  • certified mail
  • express courier mail
  • bulk direct mail service
  • bulk pre-sorted mail
  • householder delivery service
  • faxpost

for purposes relating to the conduct of your parliamentary business.

Expenditure is reported in your Monthly Management Reports and Quarterly Expenditure Reports.

Note:

  • The annual budget for office expenses must not be used to purchase stamps or stamped envelopes.
  • The cost of postage in relation to official business, which is not deducted from the annual budget for office expenses, is provided for:
    • Ministers, Parliamentary Secretaries and Presiding Officers - This is administered by their departments. See Postage Costs for Official Duties;
    • Senior Office Holders who are members of the Opposition and the Leader of a Minority Party - A separate postage meter is provided for official postage. See Postage Costs for Official Duties.

Mail processed through the Australia Post Charge Account or postage meter must show your office address for return of undelivered mail.

Australia Post Charge Account

Standard Credit Limit:

The standard credit limit for an Australia Post Charge Account is $10,000 at any one time.

Varying Credit Limit:

As the Australia Post Charge Account is a private arrangement between you and Australia Post, you should contact Australia Post directly to vary the standard credit limit. The Australia Post Account Manager contact details are located at the top of the monthly invoice.

Processing of Invoices:

Australia Post issues monthly invoices by email to assist with timely payment of invoices and the avoidance of late payment fees. You may specify a particular email address for receipt of Australia Post invoices. Nomination of alternative email addresses should be sent to Ministerial and Parliamentary Services.

To avoid late fees, all pages of the Australia Post invoices must be submitted immediately upon receipt, to Ministerial and Parliamentary Services electronically via the Parliamentary Expenses Management System (PEMS); or if PEMS is not able to be used, by completing either or both:

PEMS Log On

Form 141: Certification and Request for Payment - Printing, Communications and Software

Form 155: Certification and Request for Payment - Office Stationery & Supplies, Minor Office Equipment, ICT Accessories, Publications and Mobile Electorate Office Expenses

Invoices and certification forms that are not received at least five business days before the due date or that are incomplete may not be processed by the due date. Any late fees will also be paid from your annual budget for office expenses (s66(1)(q) Parliamentary Business Resources Regulations 2017).

If you receive an unpaid/underpaid mail notice from Australia Post you must complete the charge account details slip, which can be found at the bottom of the unpaid/underpaid mail payment notice, and return it to Australia Post to be added to your next monthly invoice. The notice is not an invoice and Ministerial and Parliamentary Services cannot action it on your behalf.

Last updated: 07 November 2019