2201 - Travel and Relocation Policy (Historical View)

** Effective: 11/18/2016 2:22:30 PM - 11/18/2016 2:26:20 PM **

Status: Active

Change Notes

Added resources.

Audience List

Accounting Officers
Budget Officers
Claims Coordinators
Employee Benefits Officers
Labor Relations Officers
Personnel Officers
Personnel Transactions Staff
Travel and Relocation Liaisons

Synopsis

This policy

provides general information about the Travel and Relocation Programs.

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

Each state agency is responsible for determining the need for and method of travel.
Reimbursement for travel is governed by the terms of the current Memorandum of Understanding and the applicable Government Code sections and CalHR Rules.
Reimbursement for transportation expenses will be based on the method of transportation that is in the best interest of the state, considering both direct expense and the employee's time.
If an employee chooses and is authorized to use a method of transportation that is:
- not the least costly,
- not the typical method of getting from one location to the other, or
- not "in the best interest of the state,"
- a cost comparison shall be prepared and the employee shall be reimbursed only the amount that would have been reimbursed had the employee traveled using the least costly method.

Short-Term Lodging

Employees who incur approved overnight lodging expenses may be reimbursed.
Employees must stay at a commercial lodging establishment catering to short-term travelers, such as a hotel, motel, bed and breakfast, public campground, etc.
Employees must provide a receipt to claim reimbursement; no reimbursement will be paid without a receipt.

Out-of-State Travel

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

With a lodging receipt: Actual cost of lodging; meals and incidentals, based on in-state rates and policies.

Without a lodging receipt: Meals and incidentals, based on in-state rates and policies.

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:

With a lodging receipt: Actual cost of lodging; meals and incidentals, based on in-state rates and policies.

Without a lodging receipt: Meals and incidentals, based on in-state rates and policies.

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):

Lodging - Actual expense, supported by receipt.
Meals and Incidentals - Actual expense up to U.S. State Department Foreign Per Diem Rates (meal/incidental rates, column B) in effect at the time of travel for the specific foreign location, in accordance with breakdown in Appendix B, Federal Travel Regulation Chapter 301.

Foreign Per Diem Rates - Maximum rates of per diem allowances for travel in foreign areas.
Appendix B: Daily Breakdown of the Per Diem Rates.

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

Department of Fair Employment and Housing - Pregnancy: Frequently Asked Questions
Family Medical Leave Act: Frequently Asked Questions

Forms

STD 255C: Excess Lodging Rate Request
STD 261: Authorization to Use Privately Owned Vehicles on State Business
STD 262: Travel Expense Claim
STD 265: Insurance Verification & Authorization to Operate Privately Owned/Rented/Leased Aircraft on State Business

PML

PML 1986-000-MM-001: PML 1986-000-MM-001 - 7/17/1986 - Travel Expenses of Non-State. Employees
PML 1988-023: PML 1988-023 - 9/21/1988 - Diem Allowances For the European Continent and England
PML 1993-028: PML 1993-028 - 4/29/1993 - Delegations of Authority - Travel Program
PML 1993-062: PML 1993-062 - 8/31/1993 - Headquarters Determinations For Members of Statutorily Established Boards and Commissions for Travel Expense Purposes
PML 2009-018: PML 2009-018 - 4/1/2009 - Travel Programs - Verification & Posting of Travel Expenses
PML 2011-044: PML 2011-044 - 11/21/2011 - Travel Programs – Verification of Travel Expenses
PML 2015-039: PML 2015-039 - 12/29/2015 - Travel/Relocation Programs – AB 229 Travel Reimbursement:
PML 2016-020: PML 2016-020 - 7/27/2016 - Travel/Relocation Programs – Travel Reimbursement Rate Increases for Excluded Employees

Web Pages

CalATERS: California Automated Travel Expense Reimbursement System
Payroll Procedures Manual : State Controller's Office PPM
Per Diem Rates: U.S. Department of State Daily Breakdown of the Per Diem Rates
Statewide Travel Program: Department of General Services State Travel Portal

Authorized By

Contact Person

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

Superseded Policies

Not Applicable.

Human Resources Manual