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Chapter 700 - Travel

0700     GENERAL POLICY
(Revised 9/07) 

This chapter provides guidelines on traveling for official State of California (State)
business and for obtaining reimbursements.  Travel expenses are reimbursed in accordance with the policies found within the California Code of Regulations, Title 2 (Personnel Administration), Division 1 (Administrative Personnel), Chapter 3 (Department of Personnel Administration), Subchapter 1 (General Civil Service Rules), Article 2 (Travel Expenses), and employee Memoranda of Understanding (MOU). 

Basic Policies

1. Use travel when personal contact is the most economical way of conducting official State business.
 
2. Limit attendance at conferences and meetings to those directly concerned with the topic.
 
3. Use the most economical method of transportation.  Consider the time employees will be away from the office and the direct cost of the methods that may be used. 
 
4. Avoid back-tracking and duplicate travel whenever possible.
 
5. State vehicles should not be parked overnight at an airport unless there is no other practical and reasonable way for the employee to get to and from the airport.

0710     TERMS AND DEFINITIONS 
(Revised 9/07) 

(For further clarification of the following terms and definitions, see DPA Rule 599.616 or DPA Rule 599.616.1).

Business and Miscellaneous Expenses.  These are costs necessary for completion of State business.  Some examples are:  phone calls, telegrams, emergency clothing, equipment, and supply purchase.

Business-Related Meals.  These are meals taken in combination with business meetings when business cannot be done at any other time.

Headquarters.  This is where employees spend the largest part of their regular working time, or where the employee returns upon completion of a special assignment, or a specifically assigned geographic area regularly traveled.

In-State Travel and Travel in Bordering States.  Travel within state boundaries and through areas next to state borders is in-state travel.  The bordering state travel must be incidental to the in-state trip to be in-state travel.    

Incidental.  The State reimburses an employee (when the travel period is greater than 24 hours) for small miscellaneous expenses  while traveling.  Examples include:  laundry and dry cleaning, newspapers and magazines, tips, etc.

Out-of-State Travel.  This includes travel to and from a point outside California to transact official State business.  It does not include trips through or stopovers in bordering states incidental to travel within points in California.

Per Diem Expenses.  These expenses are charges for meals and lodging while traveling. 

Primary/Permanent Residence.  This is the dwelling where the employee lives, which bears the most logical relationship to the employee's headquarters,  regardless of other legal or mailing addresses.  If an employee maintains more than one dwelling, the department will designate the employee's primary/permanent  residence.

Secondary Residence.  When an employee maintains more than one dwelling that meets the criteria in DPA Rules 599.616(b) or 599.616.1(b), these are secondary residence(s).

State Vehicles (Pool Vehicles).  A fleet of vehicles maintained by the Department of General Services or other agencies for  use by State agencies in the conduct of their business.

Transient Occupancy Tax.  A tax imposed by cities and counties within the State.  The tax varies from 6% to 12% (depending on location).  This tax may be waived (and your lodging rate reduced) if you show proof that you are a State employee on official State business.  The waiver is always at the option of the lodging establishment.  See Travel Guide Supplement for a sample Tax Waiver Form.

Transportation Expenses.  These expenses are the charges to transport the employee to and from the employee's headquarters.  Some examples are:  charges for commercial carriers (e.g., airline, bus, rental vehicle, etc.), private vehicle mileage, parking costs, bridge and road tolls.

Travel Expenses. Travel expenses include per diem expenses, transportation expenses, and business and miscellaneous expenses.

0715     REQUEST FOR TRAVEL EXPENSE EXCEPTION APPROVAL
(Revised 9/07) 

DPA will consider travel exception requests when: 

  1. Appropriate or unavoidable lodging, and/or meal expenses occur while on travel status within 50 miles of headquarters.  These circumstances require prior approval by the appointing power.  
     
    DPA PML 93-28 delegated to agencies/departments the authority to approve exceptions to the "50 mile rule" when certain criteria are met.  Certain reimbursements which are made under the provisions of PML 93-28 may be demed reportable income.  Contact your department's accounting office for clarification on this issue.
     
  2. Lodging cost associated with regular travel, and conferences/conventions are in excess of the approved State rates found within DPA Rules 599.619(a), 599.621(a), and the MOU.  Exception requests must be submitted and approved on an Excess Lodging Rate Request form (STD 255c) prior to the trip taking place.  Details about the approval process for the STD 255C may be found on DPA PML 2006-013.  

DPA requires a minimum of 10 days advance notice; please submit request at least two weeks in advance of the trip.  No requests will be considered after the date of travel.

0720     PER DIEM  ALLOWANCES 
(Revised 9/07) 

DPA Rules and MOU's provide for the reimbursement of actual and necessary out-of-pocket expenses while traveling on State business.  Limits exist for each expense type (e.g., lunch, mileage, hotel, etc.).  These limits help employees plan trips within agency and personal budgets.

Employees who claim the allowable rate without submitting receipts with their travel expense claims should retain their receipts in order to substantiate out-of-pocket expenses in the event of an audit by the State or the IRS.  Contact your department's accounting office for your department's policy as it relates to the submission of receipts. 

0721     SHORT-TERM TRAVEL
(Revised 09/07) 

Employees on travel status for more than one 24-hour period and less than 31 consecutive days may claim per diem for each 24 hours of travel.  Expenses for partial days after the 24 hours may be claimed.

Employees on travel status for less than 24 hours may claim lodging expenses, if this applies, and breakfast or dinner.  No lunch or incidental allowance is paid when employees are on travel status for less than 24 hours.  Expenses must be incurred at least 50 miles from headquarters.  This distance from the headquarters is the normal commute distance determined by the most direct route.  Sometimes one route of travel may be a greater distance but is the more reasonable commute.  For example, taking a freeway route instead of congested surface streets is more reasonable.  The freeway miles  may be greater but because it is more efficient the freeway miles are used to determine the distance.

Lodging and Meal Allowance Reimbursements

The following defines conditions for payment.

  1. In-State Lodging/Meal Allowance.  Per diem and lodging expenses will be reimbursed in the amount of actual expenses, supported by a receipt, up to the maximum rates as identified in the DPA Rules and current applicable MOU.  Each item of expense of $25.00 or more requires a receipt; receipts may be required for items of expense that are less than $25.00. 
     
  2. Out-of-State Lodging/Meal Allowance.  Reimbursement is made for actual lodging expense, supported by a receipt.  Meals and incidentals will be reimbursed at the in-State rates.  Failure to furnish lodging receipts will limit reimbursement to meals and incidentals at the in-State rates.
     
  3. Out-of-Country Lodging/Meal Allowance.  Reimbursement will be made for actual lodging, supported by a receipt.  Meals/incidentals will be reimbursed according to the Maximum Per Diem Allowances for Foreign Areas, Section 925, U.S. Department of State Standardized Regulations and the meal/incidental breakdown in Federal Travel Regulation Chapter 301, Travel Allowances, Appendix B.

Employees who receive a meal as part of State travel must reduce their per diem claim by the cost for that meal.  For nonrepresented employees see, DPA Rule 599.619(a)(5) for guidance.

Time Frames for Meal Allowances

Time frames for payment for meals are outlined in Appendix AF-1. 

0722     LONG-TERM TRAVEL 
(Revised 9/07) 

Employees on travel status for longer than 31 consecutive days qualify for long-term travel per diem.   The full long-term per diem is paid for each 24-hour period provided the employee's primary residence is  occupied by the employee's dependents or is maintained at a net expense greater than $200 per month.  If an employee does not maintain a separate residence, payment is one-half the full long-term rate.  The rate ends when an employee is assigned to another geographic area.  If long-term lodging is not available, then short-term rates may be approved beyond 31 days with advance approval of the appointing authority.  Partial days of long-term travel are paid as follows:  Less than 12 hours- one half the long-term rate; 12-24 hours-full long-term rate.  This rate includes meals, lodging, and incidental allowances.  Consult the DPA Rules and employee MOU for current per diem rates.

0723     NONCOMMERCIAL ALLOWANCE 
(Revised 9/07) 

This rate may be claimed by employees for out-of-pocket expenses incurred when staying with friends or relatives, when  using their personal travel trailers, camping equipment, vans, or other noncommercial facilities.  The employee may claim the noncommercial rate, beginning on the first day of travel.  Partial days of noncommercial travel are paid as follows:  Less than 12 hours- one half the noncommercial rate; 12-24 hours- full noncommercial rate.  This rate is for meal and incidental allowances only.

0724     CONVENTIONS, CONFERENCES, OR BUSINESS MEETINGS 
(Revised 9/07) 

For a conference called by a State agency, no per diem  expense will be allowed within 50 miles of an employee's headquarters.  Exceptions may be given in advance by DPA.  See SAM Section 0715.  Registration fees for conferences/conventions are payable if the employee has prior approval to attend.

Travel Expense Claims that contain expenses incurred due to a conference, convention, or similar meeting must be countersigned by the agency head, or the deputy whose name has been forwarded to the Audits Division of the State Controller's Office (SCO) under the following circumstances.  These circumstances are:  when two or more agents, officers, or employees attend the same convention, or conference; or when the registration fee exceeds $50.

Agencies will establish a procedure to enable verification and audit of travel expense claims for persons attending meetings of Boards, Commissions, Committees, etc., when claims are not approved by someone having personal knowledge of meeting attend

0725     EXPENSES FOR APPLICANTS CALLED FOR INTERVIEWS 
(Revised 9/07) 

DPA Rule 599.634 provides for per diem and travel expenses for non State applicants who are called for interviews.  Payments may be approved in advance by the appointing power.  Requests must meet the following conditions:

  1. Requests must be submitted prior to the actual travel date.
     
  2. Requests must include the following:
     
    1. Names and addresses of the applicant (applicant may not be a current state employee).
       
    2. Approximate amount of the anticipated expenses, including tax.  (Payment may not exceed the current State rates.)
       
    3. Reason(s) why it is necessary to call the applicant for interview, i.e., position is hard to fill, recruitment for affirmative action, or disabled hire, etc.
       
    4. Title of position being filled.
       
  3. Attach a copy of the approved request to the applicant's Travel Expense Claim prior to submission to the SCO.

0726     ALLOWANCES WHILE ON SICK LEAVE, VACATION OR COMPENSATING TIME OFF (CTO) 
(Revised 9/07) 

Employees granted sick leave while on official travel status may be paid allowances for up to three days of sick leave time.  See DPA Rules 599.633 and 599.633.1.  If the sick leave exceeds three days, or in unusual cases, added payment may be approved by the agency according to DPA delegation.  Exceptions must include the following:

  1. Name and home address of employee.
     
  2. Nature of illness.
     
  3. Address where employee is confined during illness/injury.
     
  4. Address where expenses are being incurred.
     
  5. Number of days confined during illness/injury.
     
  6. Cost of expenses incurred.
     
Departments shall not consider exceptions if the employee is confined to a hospital and hospital costs are covered by insurance.  Expenses incurred other than hospital costs may be considered.

Attach a copy of the approved exception to the employee's Travel Expense Claim prior to submission to the SCO. 

Normally, no per diem expenses are allowed when employees are on vacation or CTO.  An agency may allow an  exception to an employee claiming other than short-term per diem if they are:  authorized time off on CTO, or authorized time off on vacation while employed in seasonal agricultural work.       

0727     BUSINESS-RELATED MEALS 
(Revised 9/07) 

In some instances, the cost of business-related meal expenses may be allowed.  It must be clearly shown that it was impractical to conduct the State's business during working hours and that the meal took place in conditions beyond the employee's control.  The employee provides justification on the TEC.  The statement must include the purpose or goal of each business-related meal and the unusual conditions that justify payment.  For meals consumed, the employee may claim expenses not to exceed the breakfast, lunch, or dinner per diem rates.  The amount must be supported by a voucher or receipt for represented employees.  Nonrepresented employees do not have to provide receipts.

Examples of allowable meals may include:  participants from different cities hold a luncheon meeting to allow one or more of them to make connections on a scheduled flight; an employee is required to go to lunch as a member of a group, such as a Board or Commission where official business is conducted; the meeting does not adjourn during lunch and the employee has no choice of place to eat.

Examples of non-allowable meals include:  two or more employees go to lunch together and continue their business as an incidental to the meal; or, the meal is strictly for public relations purposes;  or, the meeting could have taken place  during the regular working hours.

No payment is allowed for the meal if the employee claims per diem for that day.

DPA will consider exception requests to DPA Rules 599.622(b)(c) and 599.623(b)(d)(e) for business-related meals.

0728     OVERTIME MEALS 
(Reviewed 9/07) 

Nonrepresented employees may be paid for an overtime meal when they are required to work before or after a regularly scheduled work day and can't be expected to return home for the meal.  Represented employees may be paid for an overtime meal in accordance with the MOU.  The overtime meal allowance is to enable employees to continue working overtime.  Agencies may either provide the meal or grant a meal allowance.  An added meal allowance may be granted for each additional six hours worked to a maximum of three overtime meal allowances in any 24-hour period.

0730     TRANSPORTATION
(Revised 9/07) 

Travel should be done in the most efficient and least costly manner.  An employee may use a more costly form of transportation, but they are paid at the less costly rate.  In such cases a cost-comparison must be done to determine the least costly rate.

0731     TRAVEL EXPENSES OUTSIDE WORKING HOURS
(Revised 9/07) 

Per DPA Rule 599.626, Represented employees may claim travel expenses related to call-back for overtime work which requires more than one trip to the assignment on a normal work day or any call-back on an employee's normal day off.  Pre-scheduled work on an employee's normal day off is not considered to be a call-back.  Refer to the applicable MOU for provisions that may supersede this regulation.

Per DPA Rule 599.626.1, Excluded employees may claim travel expenses related to call-back to work which requires more than one trip to the assignment on a normal work day or any call-back or pre-scheduled work on an employee's normal day off.

 

0740     TRAVEL BY AIRCRAFT 
(Revised 9/07) 

Employees should travel by aircraft when it is the most efficient and least costly method for conducting official State business.

0741     COMMERCIAL AIR TRAVEL 
(Revised 9/07) 

Employees will travel by the least costly class and take advantage of discounts whenever possible. Refer to the current Department of General Services Management Memo for Discounted Air Fares for Official Business.  If an employee travels in other than the least costly class, full explanation  must be submitted with the  claim.  See SAM Section 8422.115.

Frequent Flier Points/Premiums/Vouchers received by the employee because of travel on official State business are the property of the employee. 

Departments that currently have programs in place which require employees to turn these premiums back to the State for future use may continue to do so.

0742     USE OF AGENCY OWNED/LEASED AIRCRAFT 
(Revised 9/07) 

Use is limited to official State business.  Do not use aircraft for executive travel if the destination is within two hours driving time or a regular commercial airlines serves the location.

Section 0748 outlines exceptions to this policy.  Agencies may adopt more strict guidelines.  Agency Secretaries ensure that the interpretation and  application of the policy is consistent throughout their agencies.

When feasible, agency aircraft may be used on a charter basis by other State agencies or for official governmental activities.  This is billed by the agency at full cost, including the expense of the pilot.  The agency's policies regarding passengers apply.

0743     PRIVATELY-OWNED AIRCRAFT 
(Revised 9/07) 

Privately-owned aircraft may be used for official travel when it is the least costly means or is in the best interest of the State.  Employees must obtain approval of the agency. 

Aircraft must have Federal Aviation Agency (FAA) certification and approved equipment.  Aircraft must have adequate insurance.  This is certified by the employee on an Insurance Verification and Authorization to Operate Privately-Owned/Rented/Leased Aircraft on State Business form, STD. 265.  See Appendix A-2 for preparation instructions.  Employees who pilot aircraft on official business must meet pilot qualifications outlined in SAM Section 0747.    

0744     REIMBURSEMENT FOR USE OF PRIVATELY-OWNED AIRCRAFT
(Revised 9/07) 

The reimbursement payment rate for employee privately-owned aircraft is 50 cents per statute mile.  Mileage is computed on the shortest air route from origin to destination, using airways whenever possible.  Enter "Air Miles" and mileage on the TEC.  For expenses other than mileage, substantiate the expense with a voucher.  Landing and parking fees are paid except at the site where the aircraft is normally stored.

0745     AGENCY-RENTED AIRCRAFT 
(Revised 9/07) 

When necessary or in the best interest of the State, an aircraft may be rented.  This requires approval of the head of the agency.  Obtain advance approval by the Cabinet Section of the Governor's Office in any of these situations:  the aircraft is multi-engined; the aircraft is single engined with power exceeding 250 h.p.; the aircraft is of a special type helicopter, seaplane, etc.; or the aircraft is rented with a pilot.  Use a memo to the Cabinet Section as an approval request.  Clearly explain the nature, cost, and necessity for the rental of the aircraft.  If one of the official travelers is the pilot, they must meet the requirements of SAM Section 0747.

0746     INSURANCE REQUIREMENTS FOR PRIVATELY-OWNED/RENTED/LEASED AIRCRAFT 
(Revised 9/07) 

Travel on official State business may be by privately-owned/rented/leased aircraft whenever this is the least costly means or is in the best interest of the State.

Employees must first obtain supervisor approval.  Employee pilots shall certify at least yearly to their employing agency that they have the required liability insurance in force during the period of official travel.  These required limits are shown on STD. 265.  Use STD. 265 for certification. 

In all cases, the aircraft must be certified in accordance with FAA regulations and properly equipped for the type of flying to be performed.

State employees who pilot aircraft on official State business must meet the requirements of DPA Rule 599.628 and SAM Section 0747.

0747     PILOT QUALIFICATIONS 
(Revised 9/07) 

To operate privately-owned, rented, or State-owned aircraft on official business, pilots must be physically qualified and licensed to fly the aircraft for the type of flying performed.

To carry passengers on official business, a pilot must:
  1. Either possess a valid (FAA) commercial pilot's license or have previously logged at least 250 hours of flight time as a licensed pilot in command of an aircraft; and,
     
  2. Have logged at least 40 hours of actual flight time as a pilot in command of an aircraft during the preceding 12 months.
     
Pilots must obtain approval from their agencies to use air transportation and must satisfy the requirements outlined in DPA Rule 599.628 and SAM Section 0746.

0748     TRANSPORTATION SELECTION AUTHORIZATION AND ACCOUNTABILITY 
(Revised 9/07)

Transportation Selection Criteria:

  1. Select the least costly method of transportation.   Consider direct expense and employee time away from the office. Commercial transportation will be used whenever its total cost is less than agency provided aircraft.  Agency aircraft may be used when it proves to be the least costly method.  Consider and document these criteria when deciding:
     
    1. The cost of personnel hours lost in travel.
       
    2. Total commercial travel costs (airlines, rental vehicle, taxi, etc.).
       
    3. Added per diem costs.
       
    4. Accessibility and/or urgency of the situation.
       
    5. Scheduling demand and limitations.
       
    6. Driving time to location would exceed two hours one way.
       
    7. Commercial airline service and schedules between points of origin and destination including any intermediate stops or layovers.
       
  2. To find the cost of agency aircraft include the following estimates:
     
    1. Pilot cost (wages and benefits) per hour.
       
    2. Total operational costs of the aircraft per hour.
       
Authorization: 

The agency director or designee is solely responsible for authorizing  flights.

Accountability:

  1. Submit approval request in writing to the agency approval authority as soon as possible but not less than 24 hours before the flight.
     
  2. Immediate or unanticipated requests can be made verbally.  File a confirming written request within 24 hours of trip completion.
     
  3. Requests will contain:
     
    1. Date, time, and name/title of requester.
       
    2. Date(s) and itinerary of requested flight(s).
       
    3. Purpose of trip.
       
    4. Passengers (include title and organization).
       
    5. Transportation selection criteria justification.
       
  4. Administrative units that provide aircraft services shall evaluate requests for compliance with the transportation selection criteria.  They will  maintain a record of the aviation activities and prepare a monthly report.  The report will be sent to the director or authorized designee and will include the following:
     
    1. Dates of flight.
       
    2. Pilot (or company if chartered).
       
    3. Hours flown.
       
    4. Type of aircraft.
       
    5. Rate.
       
    6. Total cost.
       
    7. Short explanation of purpose.
       
    8. Destination and stopovers.
       
  5. Maintain a flight log for each State-owned or leased aircraft.  Include in the log the use of the aircraft, passenger names, dates, destinations, and purposes of flights.  Retain logs for four years or until audited, whichever occurs first.

0750     VEHICLE USE   
(Revised 9/07)

Agencies determine who will drive on official State business and the vehicle types to be used:  State-owned, privately-owned, or commercially-owned vehicles.

State Vehicles.  These may be authorized when two or more employees are traveling together.  The trip includes intermediate stops not feasible for public transportation; the schedule of public carriers does not fit the itinerary; transportation is not available at the destination; an employee must carry specialized tools, books, etc.

Rental Vehicles.  You may rent a vehicle when a State vehicle is not available and automobile travel is essential.  Refer to the current DGS Rental Car contract in order to ensure adherence to State policy.  

Privately-Owned Vehicles.  Employees may use their privately-owned automobiles on official State business if this is approved by the agency.  If the use is not less costly, the supervisor may authorize the use, but the payment will be for the less costly alternative.  No agency will require an employee to use their privately-owned vehicle unless this is a formal condition for employment. 

0751     OPERATOR REQUIREMENTS  
(Revised 9/07)

Agencies shall participate in the Department of Motor Vehicles (DMV) "Pull Notice Program" if they have employees who operate vehicles on official business as a condition of employment for Class A, B, or Class C drivers' licenses with special certificates.  See Vehicle Code Section 1808.1.  Agencies may participate in the DMV "Pull Notice Program" on a voluntary basis for other employees who frequently operate vehicles on state business.  To enroll in the "Pull Notice Program" contact: Department of Motor Vehicles, Office of Information Services, Government Processing Section, P.O. Box 944231, MSH221, Sacramento, CA 94244-2310, Telephone: (916) 657-6346.

Employees who operate vehicles on official State business must have a valid driver's license, insurance, and a good driving record.  To determine if a driver has a valid license and a good driving record, agencies should request drivers' records annually.

Employees who operate vehicles on official State business shall use, and ensure all passengers use, all available safety equipment in the vehicle being operated.

Frequent drivers should attend and successfully complete an approved defensive driver training course at least once every four years.

0752     DEFENSIVE DRIVER TRAINING 
(Revised 11/07)

The Department of General Services (DGS), Office of Risk and Insurance Management, approves and develops statewide driver training courses.  All courses are conducted on a statewide basis.  Charges for courses are listed in the General Services Price Book and Directory of Services.  Course descriptions and scheduling information may be obtained by accessing the DGS Training Registration System website at https://www.training.dgs.ca.gov or contacting the Defensive Driver Training Coordinator, Office of Risk and Insurance Management, Department of General Services, 707 Third Street, First Floor, West Sacramento, CA 95605, Telephone (916) 376-5309.

0753     AUTHORIZATION TO USE PRIVATELY-OWNED VEHICLE
(Revised 9/07)

Agencies are responsible for determining who will be authorized to drive privately-owned vehicles while conducting official State business.   

See Appendix A-3 for instructions on preparing Authorization to Use Privately-Owned Vehicle form, STD. 261.  An employee must certify in writing the vehicle will always be covered by liability insurance at the following levels:  $15,000 for personal injury to, or death of, one person; $30,000 for personal injury to two or more persons in one accident, and $5,000 for property damage.  The vehicle is adequate for the work.    The vehicle is equipped with operating safety belts.  The vehicle is in safe mechanical condition.

Complete the certification on STD. 261.  The authorizing supervisor retains STD. 261.  Each year the form must be verified and resigned.  Supervisors verify that there is a current STD. 261 on file for an employee before signing a Travel Expense Claim.

Employees should be aware that the insurance maintained by the state is for the liability above the amount of the employees' policies.  Mileage rates paid to employees include an amount that reimburses employees for maintaining minimum insurance coverage.

 

0754     REIMBURSEMENT FOR USE OF PRIVATELY-OWNED AUTOMOBILES 
(Revised 9/07)

Mileage reimbursement is paid to employees authorized to use privately-owned vehicles while conducting official State business.  The reimbursement rate is based on the current MOU and the DPA Rules.

When an employee is driven to a common carrier, the employee can claim double the rate authorized for one-way trips to and from the common carrier.  The vehicle cannot be parked at the terminal and the employee must be an occupant of the vehicle.  "Double mile" claims are considered to be reportable to SCO since the amount claimed is above the rates found in the current MOU and the DPA Rules.  If the employee departs or returns to a common carrier on the employee's day off or one hour before or one hour after the normal workday, payment for actual miles driven may be claimed. 

0755     REIMBURSEMENT FOR PARKING CHARGES 
(Revised 9/07)

Employees using State-owned vehicles or privately-owned vehicles on official State business may be reimbursed for certain parking charges.  These charges are:

  1. For day parking when on trips away from their headquarters office and residence.
     
  2. For overnight public parking when on trips away from the headquarters city and city of residence.  Claims are not allowed if expense-free overnight parking is conveniently available.
     
  3. For day parking next to their headquarters, provided they have other reimbursable vehicle expenses for the same day or are using a State vehicle.  This is for employees who spend most of their time on field assignments and  report to their headquarters offices occasionally.  Other examples of payable expenses are expenses due to a call-back or scheduled overtime on a normal day off. 
Employees parking at airports must use the less expensive peripheral parking, or adequately justify excessive parking charges.

Submit claims for parking on a TEC.  Attach a receipt to claims exceeding 10 dollars for one continuous period.  Regardless of the cost, the appointing authority may require submission of receipts for parking costs claimed.

0756     REIMBURSEMENT FOR POOL VEHICLE EXPENSES 
(Reviewed 9/07)

If a traveler pays for emergency repairs or items included in the pool vehicle rental charges, the traveler can be paid.  See SAM Section 4182.3.

0757     REIMBURSEMENT FOR DAMAGE TO PRIVATELY-OWNED VEHICLE  
(Revised 9/07)

An employee can claim repair for a privately-owned vehicle damaged while conducting official State business if the accident was not the employee's fault.  Payment is made out of the employing agency's allotted travel funds.  File the claim in the following manner:

  1. File a Report of Vehicle Accident form, STD. 270.  See SAM Section 2441 for instructions.
     
  2. Attempt to recover damages through insurance coverage.
     
  3. Prepare TEC.   Attach the green copy of STD. 270, signed by the employee's supervisor, and a receipted bill for repairs/parts to the TEC.  Enter this certification in the Remarks Section of the TEC:  "I hereby certify that this expense was incurred by me as a result of damage to my privately-owned vehicle.  This expense is not reimbursable through the insurance coverage of any of the parties involved in the accident."
     
  4. Submit three estimates of repair costs.
The approving official takes the following actions:
  1. Reviews STD. 270 and TEC for compliance with the governing DPA Rules. 
     
  2. Signs STD. 270 to certify that the vehicle was being operated on official State business and that the accident was not through the fault of the employee.
     
  3. Determines the claim is not the result of the employee's, officer's, or agent's decision not to maintain collision coverage.  Claims filed because of a decision not to maintain collision coverage may be filed with the Victim's Compensation and Government Claims Board. 

  4. Signs TEC to certify the employee has presented sufficient evidence that the repair expense has not been paid by insurance and to authorize payment for the least costly of the three competitive estimates. 

0758     REIMBURSEMENT FOR DAMAGE TO COMMERCIAL VEHICLE RENTAL 
(Revised 9/07)

An employee cannot be reimbursed for the collision damage waiver costs for a rental vehicle.  Should a rental vehicle sustain damages and the rental company makes demand against the employee, submit the claim in the manner described in Section 0780.  Insert the following in TEC, Remarks Section:  "I hereby certify that this expense was incurred by me as a result of damage to a commercial rental vehicle used on official State business by me.  This expense is not reimbursable through the insurance coverage of any of the parties involved in the accident."

In some instances the rental company may bill the State directly for damages.

0759     PRIVATELY-OWNED MOTORCYCLES 
(Revised 9/07)

Privately-owned motorcycles and motor-driven bicycles are not an authorized mode of transportation for official State business.  There is no reimbursement for mileage or transportation expenses for these modes.

 

0760     OUT-OF-STATE TRAVEL 
(Revised 9/07)

Government Code Section 11032 outlines out-of-state travel policy.

State time authorized for out-of-state travel is limited to the time necessary to transact business plus actual travel time.  The travel time cannot exceed rail time.

State cars must not be used to provide transportation when the trip is funded by sources other than State, federal, or personal funds.

Total expenditures shall not exceed the total amount budgeted for out-of-state travel as amended by Transfer of Budget Allotments.

There are two ways to obtain approval for out-of-state travel: 

  1. Advance blanket approval -Annual approval by the Agency Secretary (as applicable), the Department of Finance, and the Governor's Office of all routine travel identified in your travel plan.  See SAM Section 0763. 
     
  2. Individual trip approval - Travel identified in your blanket approval request which has not yet been approved by the Governor's Office or travel that does not meet the criteria outlined in SAM Section 0762.

0761     ADVANCE BLANKET APPROVAL 
(Reviewed 9/07)

The Blanket Approval for Out-of-State Travel form, STD. 260, should reach the Department of Finance by May 2, along with the following supporting documents:  the Travel Plan, the Summary of Trips Requested by Category, and a Priority Listing.  The supporting documents should be assembled in that order.  See Appendix A-4 for preparation instruction for STD. 260.

Bordering States (Blanket Trips)

Departments with significant out-of-state travel to states bordering California may obtain advance approval by using a separate Blanket STD. 260.  Prepare this package in the same manner as outlined in this section.  The STD. 260 should be marked "BORDERING STATES" prominently in the space at the top.  Governor's Office approval is not needed.  The Department of Finance will approve and distribute the package. 

Review and Approval of Blanket Requests

The Advance Blanket Approval package is reviewed by the Agency Secretary (as applicable) and the Director of Finance.  Their recommendations will be entered in column 10 of the Out-of-State Travel Request form, STD. 257C, for use by the Governor's Office.

The total dollar amount of all approved travel becomes the approved level of expenditure.  Indicate this amount on STD. 260 as: "Total Expense of All Trips Not to Exceed" and the amount. 

Distribution and Approval of Blanket Requests

The Governor's Office will retain one copy and will send the approved package to the Agency Secretary (if applicable), or the originating agency.  One copy of STD. 260 will be sent to the State Controller's Office by the Agency Secretary (if applicable) or the originating agency.

0762     CRITERIA FOR BLANKET APPROVAL OF OUT-OF-STATE TRAVEL 
(Revised 9/07)

Blanket approval for out-of-state travel gives the department the authority to approve any travel listed in their travel plan.  Each trip listed in the travel plan must meet one of the following criteria.  

  1. Usual State Operations.  This includes auditing records; making investigations; or transporting prisoners, wards or patients.  Travel must directly carry out the department's programs and be consistent with approved workload or budget information.
     
  2. Representation.  This is officially acting for the State at meetings or hearings.  The meeting or hearing must be expected to affect the State's interest.  If the representative is not a department director or comparable official, the person sent must be specifically authorized by the director to represent the State/department.
     
  3. Survey.  A survey is an on-the-spot review and evaluation of an operation/function to improve/initiate a similar operation/function in the State.   The following criteria apply:
     
    1. The required information must not be available within the State.
       
    2. The information must be needed, must be practical, and must be of sufficient importance to justify the cost.  A less costly method of obtaining the information must not be available.
       
    3. The information must be related to the evaluator's responsibilities.  The evaluator must be qualified to evaluate and apply the information.
       
    4. The absence of the evaluator must not unduly interfere with services to the public or operation of the department's program.
       
  4. Training.  Training is upgrading specific employee skills to meet job requirements.  The need must be urgent and not reasonably available within the State.  Travel in this category must be included in the department's training program.  More than one individual may attend the same training activity when it is in the best interest of the State.
     
  5. Recruiting.  Travel required for the purpose of filling vital positions requiring skills that are not available in the California job market.
     
  6. Conferences and Meetings.  Attendance at conferences and meetings with topics directly concerning normal departmental  activities.  This category excludes all gatherings when the  purpose can be defined as usual state operations; for example, representation, survey, training, recruiting, or other gatherings when the purpose is to discuss a single issue.
Attendance is largely discretionary but must clearly be of benefit to the State.  The justification must be complete and show the benefits to the State in terms of the relationship to the department's program and costs.  The travel plan must indicate the individual's role; i.e., speaker, panel member, or a participant.

0763     TRAVEL PLAN 
(Revised 9/07)

Prepare the Travel Plan on STD. 257C.  See Appendix A-5 for instructions for STD. 257C.  List each trip by category and in chronological order, if possible.  Include only those trips that meet the criteria outlined in SAM Section 0762.  Do not include trips that must receive individual approval by the Governor.  See SAM Section 0764.

On the final page of the travel plan, rank trips by priority, regardless of category.  More important trips should be placed at the top of the list.  Lastly, the travel plan must include a summary of the expenses by category. 

0764     INDIVIDUAL TRIP APPROVAL 
(Revised 9/07)

Appendix A-6 contains preparation instructions for the Request for Approval of Out-of-State Travel, STD. 257.  Use STD. 257 for individual trip approval in the following cases: 

  1. A blanket approval and travel plan have been submitted but not yet approved.
     
  2. The trip is not covered by SAM Section 0762.
     
  3. The trip involves unusual circumstances, public interest, or possible questions of propriety.  Some examples include: trips to Hawaii, Alaska, territorial possession, foreign countries; trips involving an extended period of time; and requests to add persons to a trip listed in the approved blanket travel plan. 
     
  4. The trip is funded from a non-federal grant.
     
Submit STD. 257 with justification.  Attach justification on a separate page.  The justification must include the category of the trip.  See SAM Section 0762.  If any of the expenses will be paid with funds other than State or federal, the department must list the amount, source, and the purpose of these funds.

The request must reach the Department of Finance a minimum of 14 days before the travel is scheduled to begin.  Any request submitted to the Department of Finance without this lead time must have a special justification and may be denied.

Bordering States (Individual Trips)

STD. 257 can be used to request individual trips to states bordering California.  Enter "Exempt GC 11032" in the Governor's signature space.  Enter "Bordering State" prominently in the space at the top.  The Department of Finance will approve and distribute the package

Distribution and Approval of Individual Trip Requests

The requesting department should send six copies of STD. 257 and justification (five if non state funds are used) through the Agency Secretary (if applicable) to the Department of Finance.  The Governor's Office will retain one copy and will send a copy of the approved package to the Agency Secretary (if applicable) or the originating department.  One copy of STD. 260 will be sent to the State Controller's Office by the Agency Secretary (if applicable) or the originating agency.

0765     ADMINISTRATION OF OUT-OF-STATE TRAVEL  
(Revised 9/07)

Departmental Use of STD. 257 When Blanket Has Been Approved

Trips that are included in the approved STD. 260 and travel plan may be taken upon departmental approval.  STD. 257 may be used internally for departmental control purposes for such trips but should not be sent to the Agency Secretary, Department of Finance, the Governor's Office, or the State Controller's Office.

Trip Substitution

A trip qualifies as a substitute for an approved trip on the blanket approval if it meets all of the following criteria: 

  1. The purpose of the trip remains the same or is of a higher priority.
     
  2. The expected benefit of the trip is the same or more valuable than the original trip.

The following characteristics of a trip may be changed, without additional approval:
  1. The person making the trip.
     
  2. The trip itinerary unless the change results in the trip becoming reportable under SAM Section 0763.
     
  3. The dates of the trip.
     
  4. The cost or funding source.

0772     RETURN OF DECEASED EMPLOYEES TO HEADQUARTERS OR PLACE OF BURIAL 
(Revised 9/07)

DPA Rules allow payment of transportation expenses necessary to return the remains of agents, officers or employees who die while traveling on official State business.  Reimbursement is for return to the employee's  headquarters or the place of burial in the State, whichever is least costly.  DPA Rules 599.636 and 599.636.1 lists expenses normally allowed.  Agencies will contact the estate of the employee, in writing, and detail the allowances and procedures for claiming them.  Agencies may contact the local funeral home selected by the estate to arrange shipment in the least costly manner to the State.  DPA may grant exceptions to DPA Rules 599.636 and 599.636.1.

0774     TRAVEL AND RELATED REIMBURSEMENT OF PERSONS NOT STATE EMPLOYEES 
(Revised 9/07)

Reimbursement for transportation and per diem costs to persons who are not State employees is outlined in DPA Management Memo 86-01.  Policy for non-State employees who are interviewing for a position with the State can be found in DPA Rule 599.634.

0780     TRAVEL EXPENSE CLAIM (TEC), STD. 262 
(Revised 9/07)

Appendix A-1 contains preparation instructions for this form.  Use TEC to claim travel and transportation expenses. 

DPA Rules 599.638 and 599.638.1 require that TECs contain a brief statement of purpose for each trip.  Enter this statement (one line if possible) on the line immediately below the last entry for each trip.  If two or more trips are made for the same purpose and one TEC is used, one statement is sufficient for the trips.
Updated : 9/24/2007