2203 - Allowances and Travel Reimbursements (Historical View)

** Effective: 7/9/2018 11:01:23 AM - 7/9/2018 11:09:11 AM **

Status: Active

Change Notes

Updated "authorized by" to current division chief.

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 information about allowances and travel reimbursements.
Provides eligibility criteria.
States the reimbursement rates.

Introduction

Provisions in the following programs authorize the reimbursement of authorized out-of-pocket expenses such as receipted lodging, meals and/or incidentals (per diem) that are reasonably, actually, and necessarily incurred as a result of conducting state business:

Travel Program
Relocation Program

Statement

Eligibility Criteria for Reimbursement of Travel Expenses

All excluded and represented employees may be eligible for reimbursement of receipted lodging and per diem for authorized business travel. The circumstances of travel will determine eligibility and the rate allowed.

Eligibility Criteria for Reimbursement of Moving and Relocation Expenses

All excluded and represented employees may be eligible for reimbursement of receipted lodging and per diem for authorized employee relocations. The circumstances of travel and the specific relocation will determine eligibility and the rate allowed.

Business and Travel Policy

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.

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. HR Manual section 2201 – Travel and Relocation Policy provides information on reimbursement for approved travel less than 50 miles 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.