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2201 - Travel and Relocation Policy (Historical View)

** Effective: 11/23/2016 8:53:51 AM - 11/30/2016 11:26:34 AM **

Status: Active

Change Notes

Added related policies.

Category

Travel/Relocation

Audience List

Synopsis

This policy

Introduction

State employees may be eligible for the reimbursement of authorized out-of-pocket expenses that are reasonably, actually, and necessarily incurred as a result of conducting state business, or in the event of an authorized employee move/relocation to another headquarters location, the reimbursement of certain out of pocket moving costs. 

Statement

Accountable Plan

Reimbursements for actual business expenses are made in accordance with IRS requirements, most importantly the rules for an "Accountable Plan.”  An Accountable Plan limits reimbursement to business-related expenses substantiated by receipts or other verification.  Any excess payments made to the employee must be returned to the employer in a timely manner.

 

Method of Travel

Short-Term Lodging

Out-of-State Travel

Employees in BU 2, 7, 9, and all Excluded Employees:

If lodging costs exceed ninety dollars ($90) per night, employees must first obtain and submit three (3) quotes in an effort to obtain the lowest cost lodging. Employee may choose any of the three establishments; however, reimbursement will be limited to the lowest of the three (3) quotes.  Failure to furnish either quotes or lodging receipts will limit reimbursement to in-state meal/incidental rates.  Long-term out-of-state travel will be reimbursed in accordance with the provisions of long-term travel.

All other Represented Employees:

Any limitations on lodging are placed by the appointing authority when approving travel.  Lodging and meals may otherwise be claimed as follows:

 

Out-of-Country Travel

Page Content Main

Any limitations on lodging are placed by the appointing authority when approving travel. Lodging and meals may otherwise be claimed as follows (applies to all state employees): 

Application

Eligibility Criteria

All employees (Represented and Excluded) may be eligible for reimbursement of authorized out-of-pocket business expenses and/or authorized out-of-pocket relocation expenses.

Always verify reimbursement information/rates and effective dates by reviewing the appropriate employee Memorandum of Understanding and/or the applicable CalHR Travel/Relocation Rules.

Please note that travel and relocation provisions and rates may vary amongst Represented employees and Excluded employees.  This variation is due to Memoranda of Understanding, CalHR Rules, and/or policy.

Authorities

Resources

FAQs

Forms

PML

Related Policies

Web Pages

Contact Person

Ray Asbell
Program Manager , Benefits Division
Phone: 916-324-0526
Fax: 916-324-3213
Email: ray.asbell@calhr.ca.gov

Authorized By

Ralph Cobb
Chief (Acting), Benefits Division