2202 - Mileage Reimbursement (Historical View)

** Effective: 3/20/2019 4:10:38 PM - 4/18/2019 8:58:03 AM **

Status: Active

Change Notes

Resource updated: Updated link (new DGS website).

Category

Travel/Relocation

Audience List

Synopsis

This policy provides:

Introduction

Provisions in the following programs authorize the reimbursement of approved out-of-pocket expenses that are reasonably, actually, and necessarily incurred as a result of conducting state business:

Statement

Eligibility Criteria

All excluded and represented employees may be eligible for reimbursement of the following authorized out-of-pocket expenses:

Mileage Reimbursement

For bargaining units (BUs) with an existing Memorandum of Understanding (MOU), if the MOU contains state business, travel and relocation language that is in conflict with this policy, the MOU language shall be controlling.

Employees may claim reimbursement for mileage expenses when they are authorized by their appointing authority to:

If the mileage reimbursement rate in an MOU is greater than the current Federal Standard Mileage Reimbursement Rate (FSMR), the difference between the current FSMR and the MOU mileage rate may be taxable.

Historical Mileage Reimbursement Rates

For BUs with an existing MOU, if the MOU contains state business, travel and relocation language that is in conflict with this policy, the MOU language shall be controlling.

Effective July 1, 2006, per PML 2006-021, the Department of Personnel Administration (DPA), now the California Department of Human Resources (CalHR) adopted the FSMR for all excluded employees as follows:

Effective July 1, 2006, per PML 2006-035, DPA adopted the FSMR for approved business travel mileage and approved relocation mileage for all represented employees (except BU 6) as follows:

Effective January 1, 2007, per PML 2006-045, DPA updated the eligibility criteria for relocation mileage reimbursement to include all new-hire employees (except BU 6).

Effective May 16, 2011, per PML 2011-027, DPA adopted the FSMR for approved business travel mileage and approved relocation mileage for BU 6 employees.

Effective July 1, 2016, per PML 2016-020, CalHR adopted the Federal General Services Administration’s Privately Owned Aircraft Mileage Rate for excluded employees. Subsequently, effective July 1, 2016, per PML 2016-010, CalHR established the rate for privately owned aircraft mileage reimbursement at $1.29 per statute mile.

Transportation

For BUs with an existing MOU, if the MOU contains state business, travel and relocation language that is in conflict with this policy, the MOU language shall be controlling.

Each state agency shall determine the necessity for travel, and the mode of travel to be reimbursed. Transportation shall be accomplished and reimbursed in accordance with the best interest of the state. Employees using an approved alternate method of transportation will be reimbursed only for the method that is in the best interest of the state. Transportation expenses include, but are not limited to: mileage reimbursement, bus/taxi fares, rental cars, parking, airplane, train, and tolls reasonably and necessarily incurred while conducting state business.

Transportation Reimbursement Rates

For BUs with an existing MOU, if the MOU contains state business, travel and relocation language that is in conflict with this policy, the MOU language shall be controlling.

CalHR's Personal Vehicle Mileage Reimbursement page lists the current FSMR.

Personal Vehicle Mileage Reimbursement Policy

For BUs with an existing MOU, if the MOU contains state business, travel and relocation language that is in conflict with this policy, the MOU language shall be controlling.

When the Appointing Power or designee authorizes employees to operate a privately owned vehicle on state business, reimbursement will be made at the FSMR. Mileage reimbursement expenses cover the maintenance and use of the vehicle, including but not limited to: gasoline, up-keep, wear and tear, tires, all insurance including liability, collision and comprehensive coverage, breakdowns, towing and any repairs, and any additional personal expenses that may be incurred by employees as a result of mechanical breakdown or collision.

Private Aircraft Mileage Reimbursement Policy

For BUs with an existing MOU, if the MOU contains state business, travel and relocation language that is in conflict with this policy, the MOU language shall be controlling.

When an employee is authorized by his/her department, reimbursement for the use of the employee’s privately owned aircraft on state business shall be made at the current Federal Mileage Reimbursement Rate for privately owned aircraft. Pilot qualifications and insurance requirements will be maintained in accordance with CalHR regulations 599.628.1 (Excluded employees) and 599.628 (Represented employees) as well as applicable policy and procedures published by the Department of General Services’ Office of Risk and Insurance Management.

Please note that if the mileage reimbursement rate in an MOU is greater than the current FSMR, the difference between the current FSMR and the MOU mileage rate may be taxable.

Receipt Policy

For BUs with an existing MOU, if the MOU contains state business, travel and relocation language that is in conflict with this policy, the MOU language shall be controlling.

Reimbursement will be claimed only for actual and necessary business, travel, and relocation expenses. Regardless of any exceptions to receipt policy, the approving officer may require additional certification and/or explanation from an employee to determine expenses were actually and reasonably incurred. In the absence of a satisfactory explanation, the expense shall not be allowed.

Receipts shall be submitted for every item of expense of $25 or more. When receipts are not required to be submitted with a travel expense claim, it is the employee’s responsibility to maintain receipts and records of their actual expenses. Receipts must be made available for audit upon request by employing departments, state control agencies and/or the Internal Revenue Service. Receipts are required for every item of transportation and business expense incurred as a result of conducting state business.

The following actual expenses are an exception to the receipt policy:

 

Application

Not Applicable.

Authorities

Resources

Forms

PML

Web Pages

Authorized By

Machelle Martin
Chief, Benefits Division

Contact Person

Theresa Reid
Benefits Program Analyst, , Travel/Relocation
Phone: 916-324-0526
Fax: 916-324-3213
Email: travel.manager@calhr.ca.gov

Superseded Policies

Not Applicable.