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Printing and production assessment and payment

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.
The Commonwealth is not liable to pay an expense or provide a public resource where you contravene any of these obligations (s29, PBR Act).

Optional pre-print or pre-production assessment

You may submit a print-ready copy, a sample or link to the proposed material, to Ministerial and Parliamentary Services (MaPS) for assessment prior to printing or production. MaPS aims to carry out pre-print assessments within two business days of receipt of all required information.

Please email or post the following information when submitting material to MPSservicecentre@finance.gov.au:

  • a brief description of the material to be produced (e.g. newsletter, poster, audio poster, personalised letterhead stationery, website etc.);
  • a printer’s proof or final print-ready copy, sample or link to the proposed item;
  • an English transcription of the audio (if the sample relates audio material);
  • if the item is not in English, an English translation; and
  • who to contact in case of any queries relating to the submitted material.

MaPS will assess the submitted material and advise you in writing whether the submitted item may be claimed from the annual budget for office expenses. Should the item be assessed as outside the parameters of a claimable office expense, any cost associated with the printing or production of the item is your personal responsibility.

Payment procedures

Claims for payment for items from your annual budget for office expenses (including business cards for parliamentarians and staff) should be sent to MaPS electronically via the Parliamentary Expenses Management System (PEMS). PEMS provides efficient, digital claims processing at any time of the day or night. However, if PEMS is unable to be used, complete a 'certification and request for payment - printing, communications and software' form together with:

  • the tax invoice* (all pages must be submitted and statements will not be accepted in lieu of an invoice);
  • a sample, if the claim relates to a printed item, electronic material or an audio poster;
  • an English transcription of the audio (if the sample relates audio material);
  • if an item is not in English, an English translation;
  • if the claim relates to website development, design or upgrade, the URL address to the website (quote in Form 141); and
  • if a printed item has been previously vetted, the MaPS reference number (quote in Form 141).

Tax invoices must meet the requirements as per guidance issued by the Australian Tax Office:

View Issuing tax invoices

A separate certification signed by you is required for each invoice submitted.

PEMS log on

Form 141, Certification and request for payment - printing, communications and software

MaPS conducts a post-print or post-production assessment of most material which is claimed from the annual budget for office expenses. This is in addition to any optional pre-print or pre-production assessment that your may have requested.

Prepayments or progressive payments are not made except for certain website-related costs, as a commercial service must have been delivered prior to payment.

Last updated: 20 March 2020