2201 - Travel and Relocation Policy (Historical View)

** Effective: 7/10/2018 2:20:03 PM - 7/10/2018 2:30:39 PM **

Status: Active

Change Notes

Updated Statement.

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:

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.

Statement

Eligibility Criteria

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

Business and Travel 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.

Each state agency shall determine the necessity for and the mode of travel to be reimbursed. In accordance with CalHR policy, reimbursement shall be for actual, necessary, and appropriate business and travel expenses incurred fifty (50) miles or more from home and headquarters. Lodging and/or meals included in hotel expenses, conference and registration fees, transportation costs such as airline tickets, or otherwise provided shall not be claimed for reimbursement. Employees who are unable to consume meal(s) provided by the state as noted above due to time constraints or other considerations, such as reasonable accommodation, may be reimbursed in accordance with the rates established in policy, provided an alternate meal was purchased. Snacks and continental breakfasts such as rolls, juice, and coffee are not considered to be meals.

When employees are required to obtain lodging due to state business, reimbursement will be for actual receipted lodging plus applicable mandatory taxes and fees, in accordance with policy and the published lodging maximums. Employees shall only use commercial lodging establishments such as hotels, motels, bed and breakfast inns, public campgrounds, or short-term rentals (such as Airbnb) that cater to the general public. Lodging will not be reimbursed without a valid receipt.

Reimbursement of lodging expenses in excess of specified amounts, excluding taxes, requires advance written approval from CalHR. CalHR may delegate approval authority to departmental Appointing Powers or increase the lodging maximum rate for the geographical area and period of time deemed necessary to meet the needs of the state. Employee may not claim lodging, meal, or incidental expenses within 50 miles of his/her home or headquarters.

Accountable Plan

Reimbursements for actual business expenses are made in accordance with Internal Revenue Service (IRS) requirements.  The rules for an "Accountable Plan” limit reimbursement to business-related expenses substantiated by receipts or other verification.  Any excess reimbursements made to the employee must be returned to the employer in a timely manner.

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Method of Travel

Short-Term Lodging

Short-Term Lodging Reimbursement Rates

Maximum Lodging Reimbursement Rates for All Represented Employees and All Excluded Employees

The Short-Term Lodging Reimbursement Rates page lists the current state rates for all excluded and represented employees.

Excess Lodging Rate Requests

If the base (nightly) room rate exceeds the current state rate, then an Excess Lodging Rate Approval Request (STD 255C) must be submitted by the employee and approved by the employee’s department and, if required, by the California Department of Human Resources (CalHR), before the trip takes place.

The state determines the necessity for and the mode of travel for employees traveling on official state business. In order to secure lodging that is in the best interest of the state, employees should submit their Excess Lodging Rate Requests for the least expensive moderately priced lodging which is within a reasonable distance of their state business.

As noted on the STD 255C, Excess Lodging Rate Requests must include three “good faith” quotes (such as Concur printouts) and justification for the lodging rate requested. If an employee submits an Excess Lodging Rate Request for a hotel other than the least expensive moderately priced hotel, he/she will need to include justification for why a more expensive hotel is in the best interest of the state.

Please note that departments should have documentation on file for employees whose justifications for their Excess Lodging Rate Requests cite reasonable accommodations. For additional information regarding reasonable accommodations, please contact your department’s Reasonable Accommodation Coordinator and/or review CalHR’s Disability Services page and/or HR Manual section 1001 - Equal Employment Opportunity (EEO) Officer Role.

Delegation of Authority to Departments to Approve Certain Excess Lodging Rate Requests

State employees who are required to travel for official state business must submit Excess Lodging Rate Requests for advance approval of lodging rates that exceed the state’s maximum lodging reimbursement rates. On December 19, 2013, PML 2013-044 delegated authority to departments to make determinations regarding Excess Lodging Rate Requests up to $150 per night. All Excess Lodging Rate Requests for amounts above the delegated amount of $150 per night required advance approval from CalHR.

Effective March 7, 2018, CalHR delegates authority to departments to make determinations regarding Excess Lodging Rate Requests up to $250 per night.

Excess Lodging Rate Requests are required if the requested lodging rate is more than the state rate. As noted above, CalHR’s Short-Term Lodging Reimbursement Rates page lists the current state rates for all excluded and all represented employees.  All Excess Lodging Rate Requests for amounts above the delegated amount of $250 per night will continue to require CalHR approval in advance. Departments should continue to follow their current processes for completing and submitting Excess Lodging Rate Requests to CalHR.

Annual Submission of Excess Lodging Rate Reports from Departments to CalHR

Departments shall continue to submit annual reports to CalHR documenting the Excess Lodging Rate Requests approved pursuant to this delegation.

Out-of-State Travel

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

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

Not Applicable.

Authorities

Resources

Forms

PML

Related Policies

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.