Chapter 2 – Fiscal Management

22020.1 Policy

• Travel Expense Claims (TECTravel Expense Claim) policies are specified in the CCRCalifornia Code of Regulations and the various collective bargaining agreements (MOUMemorandum Of Understanding). All employees are expected to be familiar with the following policy and departmental procedures established to facilitate operations within the framework of these statewide requirements:

22020.2 Purpose

• The purpose of this section is to provide the procedures and guidelines to be followed by Department employees who are on travel status. Should the content of this section conflict with any MOUMemorandum Of Understanding agreement, the MOUMemorandum Of Understanding will prevail.

22020.3 Responsibility

• It is the responsibility of each manager/supervisor authorizing employee travel to practice the following principles:

  • Travel is usually warranted when personal contact by the employee is the most economical method of conducting state business.

  • Attendance at conferences and meetings is limited to persons immediately concerned with the topics to be discussed or the business to be transacted.

  • A manager/supervisor shall consider the most economical method of transportation in addition to the amount of time an employee would spend away from their office.

  • Travel by the employee shall be scheduled to avoid backtracking and/or additional trips whenever possible.

  • State cars should not be parked overnight at an airport unless there is no other practical and/or reasonable way for an employee getting to and from the airport.

  • Reimbursement shall be made only for the method of transportation which is in the best interest of the state. The employee may choose a more expensive form of transportation above the state rate but shall only be reimbursed for the approved state rate for transportation.

• Volunteers

  • With prior authorization, volunteers may be eligible for TECTravel Expense Claim reimbursements. To be eligible, volunteers must complete and sign a volunteer services agreement, an oath of allegiance, and a health questionnaire.

  • The TECs shall be limited by the same constraints and policies as state employees.

22020.4 Travel Authorization

• The travel request, CDCRCalifornia Department of Corrections and Rehabilitation Form 1082, Request For Travel/Advance, has been designed to provide a weekly plan of proposed travel and absences for any staff member on travel status.

• Each staff member shall submit a CDCRCalifornia Department of Corrections and Rehabilitation Form 1082 to their immediate supervisor preceding planned travel or absence. The approved forms shall be routed as follows:

  • If a travel advance is needed, one copy of the form shall be forwarded to the accounting office and one to the employee.

  • If no travel advance was requested a copy of the approved form shall be returned to the employee.

22020.5 Travel Expense Advances (TEA)

• TEAs to cover necessary travel expenses shall be made from the revolving fund. TEAs are handled in two ways:

  • A temporary TEATravel Expense Advance may be requested at the time the plan for travel is submitted for a specific trip or period.

  • A permanent TEATravel Expense Advance may be approved for employees who travel a significant amount of time on a monthly basis provided it does not exceed the employee’s average monthly travel reimbursement. Employees shall submit Standard Form 262, Travel Expense Claim to be reimbursed for the actual amount of each travel claim.

• Repayment of Temporary TEATravel Expense Advance

  • A temporary TEATravel Expense Advance is to be repaid within 30 days of the date of issue unless the employee is away from their headquarters continuously for more than 60 days in which case the temporary TEATravel Expense Advance is to be repaid within 30 days of the employee’s return to their headquarters. Repayment may occur in the following ways:

    • If the TEATravel Expense Advance was for more than the actual TECTravel Expense Claim, repayment in the form of a check for the difference must accompany the TECTravel Expense Claim.

    • If the TEATravel Expense Advance is for less than the TECTravel Expense Claim, a revolving fund check for the difference shall be issued when the TECTravel Expense Claim claim is submitted.

    • If the trip is cancelled or postponed more than one week, any temporary TEATravel Expense Advance is to be returned immediately.

• Permanent Travel Expense Claim

  • Permanent TEAs shall be reviewed periodically and adjusted if the advance does not meet current requirements of the employee’s TECs:

    • Annual confirmation of the liability and estimate of the current requirements, as required in the SAMState Administrative Manual, shall be signed by the employee and approved by the supervisor.

• Monetary Limit for Travel Expense Claims

  • The total amount of any outstanding TEATravel Expense Advance, including temporary and permanent, to one individual shall not exceed $500. Exceptions to this policy must be approved in writing by the Deputy Director, ASDSee Division of Administrative Services (DAS) (see ASB). A TEATravel Expense Advance is considered outstanding if no TECTravel Expense Claim has been submitted to the appropriate accounting office for the trip or purpose for which the TECTravel Expense Claim was authorized.

• Collection of Travel Expense Claims

  • Failure to repay either a temporary or permanent TEATravel Expense Advance when circumstances no longer justify the advance will necessitate collection by the accounting office from the employee’s salary. A permanent TEATravel Expense Advance shall be repaid by check once an employee is no longer traveling a significant amount of time in a month or when the employee separates from the Department.

22020.6 Charges for Accommodations and Meals at Department Facility

• It is the option of each employee to utilize overnight accommodations at departmental facilities where lodging is available. When such is planned, employees should request reservations and confirmation in advance.

• In these circumstances, employees may claim full per diem. However a $5.00 charge shall be made to the employee by the facility providing the accommodations. Institutions shall develop procedures for collecting this $5.00 room charge.

• No per diem shall be authorized for employees participating in training at the Academy.

• Employees who eat meals at state operated departmental facilities shall present meal tickets or equivalent for each meal served.

• DPADepartment of Personnel Administration (see CalHR) Rules 599.662 and 599.663 contain authority and instructions concerning employee’s and guest’s meals served at state operated facilities.

• Travel may include staying overnight or eating in Nevada. Subsistence allowance shall be based on in-state travel allowances. Travel claim should state “Reno en route to Susanville.”

22020.7 Preparation of Travel Expense Claim, STD Form 262

• DPADepartment of Personnel Administration (see CalHR) rules provide allowance for subsistence expenses (meals and lodging), transportation expenses, including commercial carrier fare, private car mileage allowances, parking, taxis, bridge tolls, and business expenses, including telephone calls for non-represented employees. Rules for represented employees are found in the applicable bargaining unit contracts.

• The DPADepartment of Personnel Administration (see CalHR) travel expense rules provide reimbursement for necessary and actual out-of-pocket expenses incurred by state employees while traveling on official state business. Within this context, maximum limits are prescribed for various types of expenses incurred. These limits serve the purpose of notifying the employee planning a trip, in advance, the maximum amounts that shall be reimbursed.

  • 24 Hours or More

    • The regular per diem schedule assumes that an employee will provide the full cost for lodging and meals during a 24-hour period. If an employee receives one or more meals without charge (i.e., a luncheon at a conference that is included in the state paid “tuition” fee), they shall reduce their TECTravel Expense Claim in accordance with the reimbursement schedule for meals. If an employee receives free room and/or board, their per diem should be reduced to the extent that their actual expenses were reduced.

  • 25 Miles

    • No subsistence expenses shall be allowed at any location within a radius of 25 miles of an employee’s headquarters. Parole agents supervising a caseload are considered to be at “headquarters” wherever their travels might take them in covering their caseload; therefore, no per diem allowance shall be provided for trips of less than 24 hours within such “headquarters.” Claims for meals at informal business meetings, at adjourned sessions or recesses of official meetings when attendance of the employee is primarily for public or community relations are specifically prohibited.

  • Less Than 24 Hours

    • Employees on travel status for less than 24 hours may claim subsistence expenses incurred before or after the regularly scheduled workday but lunch allowance may not be claimed. Non-represented employees may claim breakfast and/or dinner expenses incurred 25 miles from headquarters and at least one hour before and/or after the regularly scheduled workday of the employee. Represented employees should check their MOUMemorandum Of Understanding contract to determine eligibility for meal expenses.

    • Detailed instructions for preparation of STDStandard Form (DGS) Form 262 are contained on the reverse side of the form.

22020.7.1 Rate for Reimbursement

• All represented employees should refer to their MOUs to determine actual subsistence allowances as approved by the DPADepartment of Personnel Administration (see CalHR).

• DPADepartment of Personnel Administration (see CalHR) transmits Management Memos when rates of reimbursement change (This document should be attached to this manual section for easy reference for all non-represented employees).

  • High Cost Rate Criteria

    • DPADepartment of Personnel Administration (see CalHR) may perform post audits on the Department’s application of delegated authority to approve lodging expenses using the following criteria:

      • The name and address of the establishment where expenses were incurred.

      • The actual amount of the expenses.

      • The reason(s) why it was necessary to incur expenses in excess of the authorized limit such as, but not limited to:

        • Employee was required to stay at the lodging site.

        • Employee is handicapped and required “reasonable accommodations”.

        • State business was conducted in late night meetings.

        • Cost of transportation to alternative lodging would equal the cost of the rate that was paid.

        • Availability of transportation to alternative lodging.

        • Availability of alternative lodging.

      • If more than one employee is attending a conference or meeting a detailed explanation of why one employee could not achieve the objective of the trip.

  • A copy of the approved request to exceed the $79.00, lodging rate must be attached to the employee’s TECTravel Expense Claim prior to submission to the appropriate departmental accounting office for processing and submission to the SCOState Controller’s Office.

22020.7.2 Submission of Travel Expense Claim, STD Form 262

• TECs for regular travel shall be submitted monthly but no more than two times per month.

• Employees shall submit one original STDStandard Form (DGS) Form 262, and one copy with all supporting documentation to their supervisor for approval and forwarding to the accounting office.

22020.8 Private Car Mileage

• Reimbursement rates to operate a privately owned vehicle may vary when authorized by department head/designee, or for specialized vehicles with certification.

• Rates claimed in excess of authorized cents per mile require that the certification statement on the TECTravel Expense Claim be signed by the employee. The statement says, “for mileage reimbursement which exceeds the minimum rate, I certify that the actual cost of operating the vehicle was equal to or greater than the rate claimed.” The maximum mileage rate that may be claimed without justification to the Internal Revenue Service (IRSInternal Revenue Service) is 24.0 cents per mile and subject to change.

22020.9 Travel Expense Claim for Transportation of Prisoners/Parolees

• The definition for “transportation of prisoner/parolee” is the transporting of a prisoner/parolee between two points entirely within the State of California.

• All expenses relative to the transportation of prisoners/parolees will be claimed on STDStandard Form (DGS) Form 262 separate from any other traveling expenses. This TECTravel Expense Claim must be clearly marked “Transportation of Prisoners.” DPADepartment of Personnel Administration (see CalHR) rules provide detailed information concerning allowable expenses.

• Receipts or supporting vouchers that are required are listed on the reverse side of STDStandard Form (DGS) Form 262. In addition, a CDC Form 123, Body Receipt, which is obtained from the facility at the time the prisoner/parolee is delivered, shall accompany the STDStandard Form (DGS) Form 262 if any expenses are claimed for the trip.

• If, for some reason, the prisoner/parolee is not delivered to a prison or jail, a letter of explanation must accompany the STDStandard Form (DGS) Form 262 indicating the reason why the prisoner/parolee was not delivered.

• Two copies of the TECTravel Expense Claim with all substantiating vouchers and receipts shall be forwarded to the administration accounting office upon completion of the trip. The prisoner/parolee’s name and identification number must appear on the claim.

22020.10 Travel Expense Claim for Return of Fugitive

• Definition for “return of fugitive” is the transporting of a prisoner or parole violator from a point outside California to a point within the state.

• All TECs for “return of fugitive” shall be claimed on AUD Form 5, State Agent Travel Expense Claim.

• DPADepartment of Personnel Administration (see CalHR) rules and the reverse side of AUD Form 5 detail allowable expenses.

• Certification

  • The claim of the agent should be accompanied by one (or more) of the certifications shown under Item 12 on the reverse side of AUD Form 5.

  • A CDC Form 123 should accompany the AUD Form 5.

  • Receipts or vouchers shall be submitted as outlined on the reverse side of AUD Form 5, Item #10.

  • If an advance of funds has been made by a county or city treasurer for the transporting of prisoners or parole violators, payment shall be made to such treasurer if claim is accompanied by a certification that such funds were so advanced.

  • Two copies of the TECTravel Expense Claim with all substantiating vouchers, receipts, and other necessary documents shall be forwarded to the administration accounting office upon completion of the trip.

22020.11 Automobile Travel Authorization

• The use of both State-owned and privately owned vehicles for operation on State business is defined and controlled by SAMState Administrative Manual 0750 through 0755, 4100 through 4188, and DPADepartment of Personnel Administration (see CalHR) 599.630, 599.631, and 599.800 through 599.808.

• All employees who drive automobiles in the conduct of State business shall be thoroughly familiar with these provisions.

• Information concerning the procedures to be followed in the event of an accident while on State business in a State, private, or rental vehicle can be found in SAMState Administrative Manual 2420, 2430, 2440, 2441, 2441.1, 2442, and 2442.1.

22020.12 Use of State‑Owned Automobile

• In order to eliminate any misunderstanding concerning authorized use of State-owned automobiles, the following sections are established as a guide:

  • Improper use of State-owned vehicles shall be cause for adverse personnel action.

  • State-owned vehicles, as a general rule, shall not be driven to or from an employee’s home unless:

    • The employee is departing on or returning from an official trip away from headquarters before or after normal working hours.

    • The employee’s home is reasonably en route to or fromhis/her headquarters or other place where he/she isto commence work.

    • The vehicle is used continuously for two or more days to conduct State business.

    • The employee has completed a work day and the vehicleis to be used in the conduct of State business on thesame day or before his/her usual working hours the nextday.

    • No State garage facility is available.

    • The vehicle is being operated as a van pool on areimbursed basis between employees’ homes and placesof employment.

22020.13 Home Storage Vehicle Permit

• When an employee is required by his supervisor to store a State vehicle at his/her home or vicinity thereof in order to fulfill his/her civil service duties on a frequent basis, a permit must be issued in advance by the Department.

• Frequent, as defined and stated above, shall be 72 nights at home in a 12-month period or more than 36 nights at home over any three-month period, or as permitted under DPADepartment of Personnel Administration (see CalHR) 599.808.

• Wardens, the Deputy Director, Institutions Division, and active case carrying agents of the P&CSDParole & Community Services Division (see DAPO) shall use the following procedures in securing home storage permits.

  • A Home Storage Request/Permit, Office of Fleet Administration (OFA) Form 77 shall be completed by the Warden or Deputy Director, Institutions Division.

  • Vehicle travel logs, completely and accurately filled out, that covers the three prior calendar months are to be attached to the request.

  • The request shall be submitted to Headquarters, BSS, for coordination of the review and approval process.

  • If the request lacks sufficient information, it will be returned for completion and resubmission.

  • If the request is approved, a copy of the approved OFA Form 77 will be returned to the requestor.

• The approved OFA Form 77 will serve as the permit and shall automatically terminate one year from the date of issuance and may be renewed at the discretion of the Department.

22020.14 Authorization to Operate Unmarked State Vehicle

• Employees required to drive unmarked state vehicles in the performance of their official duties are required to submit a memorandum. The memorandum shall contain their name, position, division, job duties, and unit, addressed to The Director and submitted to Contract and Business Service Branch, ASDSee Division of Administrative Services (DAS) (see ASB), as soon after their appointment as possible.

• The memorandum shall then be submitted through the Deputy Director, ASDSee Division of Administrative Services (DAS) (see ASB), to the Director for approval. Upon the Director’s approval it shall be forwarded to the YACA and the Governor’s Office for final approval.

  • Blanket authorization has been granted for all case-carrying Parole Agents by the YACA and the Governor’s Office.

• If the unmarked state vehicle is taken from the DGSDepartment of General Services vehicle pool a FAD Form 33, Request for Certification to Operate State-Owned Vehicle Bearing Non-Exempt License Plates, shall be submitted to the Deputy Director, ASDSee Division of Administrative Services (DAS) (see ASB), for submission to the Director for approval and then to the AGAttorney General’s office.

• A TD Form 34a or 34b, Permit to Operate an Undercover Car will be issued by the AGAttorney General’s Office. The permit may be required by the DGSDepartment of General Services when checking out an unmarked vehicle from a state garage on a permanent or temporary assignment (VCVehicle Code 5002). These permits shall be renewed annually on a calendar year basis.

• DGSDepartment of General Services undercover vehicles may be obtained on a temporary basis by presenting the “TD34a Form or 34b” permit and their DGSDepartment of General Services charge card to the state garage dispatcher.

22020.15 Assignment of a State Vehicle

• DGSDepartment of General Services pool vehicles may be obtained from any local state garage or airport pool for a maximum of two weeks per assignment.

• State vehicles may be assigned on a long-term basis when it is determined that a short-term rental may hinder the performance of an employee’s official duties and those duties will exceed a two-week period.

• The request for both undercover and exempt vehicles shall consist of a FAD Form 54, Monthly Assignment or Release of a State Vehicle, or a memorandum prepared in accordance with SAMState Administrative Manual 4182.5.

• Upon approval and availability of the vehicle from the DGSDepartment of General Services, the employee or their supervisor will be notified by the local garage as to the specifics regarding how the vehicle may be picked up.

  • A DGSDepartment of General Services charge card will have to be presented at that time so that charges for the vehicle are invoiced to the proper billing code number.

• The Department is charged for the rental or lease of state vehicles that are owned by the DGSDepartment of General Services. Prices are shown in the General Services Price Book and Directory of Services.

• For additional information on the usage of pool vehicles and locations of available pool vehicles, consult the SAMState Administrative Manual 4182.4 and 4187.1.

22020.16 Driving Rules

• Drivers must have in their possession a valid operator’s license while operating a state-owned vehicle.

• Employees shall adhere to all vehicle code requirements, including all posted speed limits.

• Traffic Citation

  • If an employee receives a traffic citation while driving a state-owned vehicle, they shall report the circumstances to their supervisor on the first work day in the office following the incident. Citations that indicate negligence or other serious conditions may result in departmental adverse personnel action.

  • The person to whom the citation is issued is responsible for all fines and other penalties levied.

  • It is permissible for persons who are not state employees to be passengers in state-owned vehicles, and they are insured by the state when the employee or agent of the state is acting within the scope of their employment. However:

    • State cars can only be driven by state employees or agents of the state.

    • Employees who wish to take their families with them are encouraged to use private automobiles. Transporting of family members in state-owned vehicles is discouraged.

    • Hitchhikers should not be picked up under any circumstances.

• Other Than State Business

  • Use of state-owned vehicles for other than state business is prohibited except as necessary to meet personal needs while traveling.

    • Personal needs do not include pleasure driving for sightseeing or recreational purposes.

    • The use of state-owned vehicles to and from restaurants within a reasonable distance from the place of lodging is authorized.

    • The DGSDepartment of General Services may notify agencies of alleged misuse of a state-owned vehicle. If, on the basis of any records it may have, the DGSDepartment of General Services is of the opinion that misuse has not occurred, the case will be closed by an answer to the complainant without referral to the agency.

• Travel Log

  • An automobile travel log is required under the CCRs, DPADepartment of Personnel Administration (see CalHR) 599.807, GCGovernment Code 13951(C) and SAMState Administrative Manual 4143.

  • The cost for repairs for damages to a car caused by an employee driving the car not in the course of their state employment, or which is due to willfully or imprudently operating the vehicle in an unsafe or illegal manner shall be charged to the driver (DPADepartment of Personnel Administration (see CalHR) 599.802-599-806 information).

22020.17 Use of Commercially Rented Vehicles

• When state pool cars are not available, it is permissible to rent vehicles available through commercial rental agencies. The most economical vehicle suitable for the purpose will be utilized as required under SAMState Administrative Manual 0756 and 4187.1 and DPADepartment of Personnel Administration (see CalHR) 599.627.

• The DGSDepartment of General Services enters into a service agreement to provide commercial automobile rentals at certain locations in California (SAMState Administrative Manual 4187.11.) Employees will have no choice as to the model of the vehicle assigned to them. This determination will be made by the vendor. State employees traveling to any of these locations will be required to use the contract vendor. Employees renting from other than the contract vendor in these locations may be personally liable. State employees should not secure rental car insurance, as the State of California is self-insured.

22020.18 Use of Privately‑Owned Vehicles

• In accordance with DPADepartment of Personnel Administration (see CalHR) 599.630 and 599.631 and SAMState Administrative Manual 0750 through 0755, the following procedures are established for the use of private automobiles on state business by employees of the Department.

• Before an employee can receive reimbursement for official travel performed in a privately owned vehicle, it is necessary that a Standard Form 261, Authorization to Use Privately Owned Vehicles on State Business be approved by authorized persons. The following procedure shall be used to obtain such approval.

• The employee shall complete and sign STDStandard Form (DGS) Form 261 and route as follows for signature by the authorized officer indicated below:

  • Institutions

    • To Warden by business manager through division heads.

  • P&CSDParole & Community Services Division (see DAPO)

    • To Deputy Director, P&CSDParole & Community Services Division (see DAPO), through Regional Administrator or appropriate Headquarters supervisor.

  • Department Headquarters

    • To division chief through regular supervisor.

  • When approved by authorizing officer, the following distribution of STDStandard Form (DGS) Form 261 will be made:

  • Original

    • Forward to the accounting officer, authorization for payment of private mileage on travel expense claim.

  • Duplicate

    • Return to employee.

  • Triplicate

    • Return to supervisor.

• If permit is disapproved, all copies of STDStandard Form (DGS) Form 261 will be returned to the employee.

22020.19 Reimbursement for Use of Private Car

• When reimbursement is authorized on a mileage basis, expenses shall be claimed on a STDStandard Form (DGS) Form 262.

• The maximum mileage allowed between Sacramento and the institutions and parole regions shall be in accordance with the schedule below.

This schedule does not apply if the employee travels by private car to more than one institution during a single trip.

Reimbursement for mileage when an employee is ordered back to work outside regularly scheduled work hours or on normal days off (i.e., when an employee is on call-back time) will be in accordance with the provisions of DPADepartment of Personnel Administration (see CalHR) 599.708.

22020.20 Aircraft Travel

• Use of scheduled airlines for state travel is governed by DPADepartment of Personnel Administration (see CalHR) 599.628 and SAMState Administrative Manual 0741. State employees are requested to travel by the least expensive class available. The standard classes from least expensive to most expensive are as follows:

  • Commuter.

  • Coach.

  • Standard.

  • First class.

• State employees traveling by other than the least expensive class available shall provide a full explanation stating the facts constituting the official necessity when submitting their TECTravel Expense Claim.

• Privately-Owned Aircraft

  • Use of an employee’s privately owned aircraft for state travel is governed by DPADepartment of Personnel Administration (see CalHR) 599.628 and SAMState Administrative Manual 0745 through 0746.

• Charter Aircraft

  • Use of chartered (i.e., agency-rented) aircraft for state travel is governed by DPADepartment of Personnel Administration (see CalHR) 599.628 and SAMState Administrative Manual 0747.

22020.21 Purchase of Tickets for Schedule Airlines

• Cash Purchase

  • Airline tickets may be purchased with cash, personal credit card, or a TECTravel Expense Claim filed for reimbursement. If necessary, a temporary travel advance, DOMDepartment Operations Manual 22020.5 may be requested to cover the costs of airline tickets.

• Travel Agency

  • Reservations and the purchase of airline tickets may be handled by a travel agency. There must be no charge for this service and invoices from the travel agency must contain adequate detail for audit purposes including passenger’s name, cost of ticket, issue date, and class of flight.

22020.22 Attending Conventions, Conferences, or Business Meetings

• Travel expenses incurred in attending conventions or conferences may be allowed. Where more than two individuals (officers or employees) from the same department are attending the same convention or conference, approval of each claim by the department head, a deputy, or the chief administrative officer is required. This requirement does not apply to a conference called by a state department for purposes of instruction or dissemination of information to its own officers and employees.

• Registration fees incurred in attending conventions, conferences or other similar formally scheduled meetings may be allowed. Reimbursement for registration fees exceeding $50 must be approved by the department head, deputy, or the chief administrative officer.

• For a conference called by a state department, no subsistence expense will be allowed within 25 miles of an employee’s headquarters, as the conditions applying to the employee are controllable by their agency. Exception may be given in advance by the DPADepartment of Personnel Administration (see CalHR) for unusual circumstances. For such conferences no claim for registration fee will be allowed.

  • If an exception is granted by the DPADepartment of Personnel Administration (see CalHR), claims for meals and lodging shall be in accordance with the travel allowances set forth in DOMDepartment Operations Manual 22020.7.

• Actual Costs

  • The officer or employee may claim the actual cost of meals and lodging provided:

    • The conference or meeting was not planned or arranged by a state agency.

    • The circumstances and cost of the meals or lodging were beyond the control of the officer or employee.

    • The claim is supported by a voucher, indicating the actual amount paid, attached to the expense account form.

• When state officers or employees are attending conventions or conferences outside the state, the authorization required by DOMDepartment Operations Manual 22020.23 must expressly include authorization to attend such convention or conference.

22020.23 Out‑of‑State Travel

• Out-of-state travel by employees is defined and controlled by SAMState Administrative Manual 0730 through 0733 and DPADepartment of Personnel Administration (see CalHR) 599.619.

22020.24 Blanket Approval of Out‑of‑State Travel

• At the beginning of each fiscal year, the Department submits a blanket out-of-state travel request for approval by the DOFDepartment Of Finance and the Governor’s Office. This blanket request lists all proposed trips for the year. The necessary information for inclusion of a trip in the blanket out-of-state travel request usually must be received by the Financial Management and Support Services by April 30.

22020.25 Individual Request for Approval of Out‑of‑State Travel

• Out-of-state travel requests, which are not included in the Department’s blanket approval, require individual approval by the YACA, DOFDepartment Of Finance, and Governor’s Office. In order to expedite the approval process and improve the chances of securing favorable review by the control agencies, the following should be adhered to:

  • Standard Form 257 (Request For Approval Of Out-Of-State Travel), should be received by the ASDSee Division of Administrative Services (DAS) (see ASB) as early as possible prior to the departure date. Ideally, a 30-day lead time should be allowed for adequate processing through the agency, DOFDepartment Of Finance, and the Governor’s Office. Of course, this does not allow for unscheduled delays. The 30 days is strictly a minimum allowable time.

  • Each travel request should have substantial justification attached as to the benefits the trip(s) will accrue for the department/state. Inadequate justification will cause delays, and may result in disapproval of the request by the control agencies.

22020.26 Subsistence Allowance

• When state officers or employees are on travel status, payment of a subsistence allowance will be authorized by the DPADepartment of Personnel Administration (see CalHR) for both in-state and out-of-state travel. The circumstances of travel shall determine the rate allowed. Agencies shall authorize payment for lodging, meals and incidental expenses as claimed by the employee in accordance with the current DPADepartment of Personnel Administration (see CalHR) Management Memo. Each agency is responsible to determine which of the following allowances is applicable:

  • In-state subsistence allowance.

  • Short-Term Allowance

    • A short-term allowance shall be authorized when the circumstances and duration of travel are such that the traveler incurs expenses comparable to those arising from the use of good, moderately priced establishments, catering to the general public. The short-term allowance is intended for trips of such duration that weekly or monthly rates are not obtainable.

    • A long-term allowance shall be authorized when the circumstances of travel are such that the traveler incurs expenses in one location comparable to those arising from the use of establishments catering to the long-term visitor. In computing allowances under this section, the long-term rate will apply only while the employee is at the temporary location. Expenses incurred while traveling to or from the job site will be reimbursed at the short-term rate.

• An employee on field assignment away from their headquarters who maintains a permanent residence elsewhere while living at the job site will be authorized the long-term allowance provided one of the following conditions exists:

  • Permanent residence is occupied by employee’s dependents, or

  • Permanent residence is being maintained and held vacant by the employee at an expense to him in excess of $200 per month. For purposes of this rule, maintenance costs are not limited to rent or basic mortgage payments.

• To qualify for this per diem allowance, an employee must submit whatever evidence his agency may require substantiating the existence of either condition.

• Non-commercial Allowance

  • A non-commercial allowance will be authorized when the circumstances of travel are such that the traveler incurs expenses comparable to those arising from the use of non-commercial subsistence facilities, such as, but not limited to, house trailers or field camping equipment. In computing allowances under this section, expenses incurred at commercial establishments while traveling to or from the job site will be reimbursed at the short-term rate.

22020.27 Out‑of‑State Subsistence Allowance

• For out-of-state travel, state elected officials and other employees will be reimbursed actual lodging expenses, supported by a voucher, and reimbursed for meal and incidental expenses in accordance with DPADepartment of Personnel Administration (see CalHR) Management Memo.

• Computation of Allowance

  • The short-term allowance is based upon the rates shown in DPADepartment of Personnel Administration (see CalHR) Management Memo.

  • Long-term and non-commercial allowances will be computed at 60 percent of the statewide short-term allowance for meals and lodging, plus the incidental allowance, when applicable, rounded to the nearest dollar.

• Expenses Outside the State

  • Expenses incurred outside the state will not be allowed unless authorization for incurring them and permission for absence from the state has first been obtained from the Governor and the Director of Finance. The Director of Finance approval is required where expenses are incurred by travel to and from places in states bordering California. Any terms or directives set forth in such authorization are limitations and will not operate as exceptions to these rules. A separate claim for expenses for out-of-state travel must be submitted, do not combine with in-state expenditure.

  • Subsistence expense negotiated or paid for by the state. When a significant portion of the subsistence expenses (either meals or lodging) are negotiated or otherwise paid for by the state (e.g., billed to the state, paid for by group leader, included in overnight train fare, etc.) the employee will not be reimbursed for such expenses. The employee will be allowed to claim reimbursement in accordance with DPADepartment of Personnel Administration (see CalHR) Management Memo for any subsistence not provided.

22020.28 Overtime (OT) Meals

• When any state officer or employee is required to work OTOvertime, they may receive an OTOvertime meal allowance for the actual expenses supported by a voucher not to exceed the maximums prescribed in DPADepartment of Personnel Administration (see CalHR) Management Memo for lunches. To be eligible for this allowance, the employee must be required to report to work at least two hours prior to or be required to remain at least two hours past the regularly scheduled work day.

• If the officer or employee is required to work for more extended periods of time, they may be reimbursed for actual meal expenses not to exceed the maximums prescribed by DPADepartment of Personnel Administration (see CalHR) for each additional six-hour period. No more than three OTOvertime meal allowances may be claimed during any 24-hour period. The mealtime shall not be included in the computation of OTOvertime for the purposes of this allowance.

• Agencies that operate facilities for feeding officers, employees, and official guests may instead furnish an official guest meal to an employee. Agencies shall maintain a record of all guest meals furnished for this purpose. An employee may not claim reimbursement for an OTOvertime meal nor be furnished a meal free of charge if they are also claiming per diem.

22020.28.1 Business Related Meals

• When it is necessary for state officers or employees to conduct official state business during a meal, they may be reimbursed for actual meal expenses substantiated by a voucher up to the maximums prescribed in DPADepartment of Personnel Administration (see CalHR) Management Memo.

• In order to claim reimbursement for a business-related meal, the circumstances surrounding the meal must be beyond the control of the officer or employee and it must be impractical to complete the business during normal working hours. Officers or employees may not claim reimbursement for a business-related meal if they are also claiming per diem.

• Claims for meal expenses where business is incidental to the meal or where the attendance of the employee is primarily for public or community relations are specifically prohibited.

• The intent of this section is to allow an agency to reimburse officers and employees for meal expenses in the limited number of instances where they are required to incur such expenses in connection with the conduct of official state business.

• Members of non-salaried boards, commissions, and duly constituted advisory committees may be reimbursed for actual meal expenses up to the maximums prescribed in DPADepartment of Personnel Administration (see CalHR) Management Memo when attending board, commission, and committee meetings. They may not claim this allowance if they are also claiming per diem.

22020.29 Employee Moving and Relocation Expense

• Moving and relocation expenses of employees, who are required to move by administrative decision, are defined in DPADepartment of Personnel Administration (see CalHR) 599.721, 599.722 and SAMState Administrative Manual 3829.

• In the case of a promotion or when the institution, region, or Headquarters division requests an employee to accept another assignment, the receiving entity shall pay the necessary moving and relocating expenses. The qualifying assignment may include but is not necessarily limited to training and development, limited term, and temporary assignments. It should be noted that the DPADepartment of Personnel Administration (see CalHR) 599.721 and 599.722 clearly specifies that actual and necessary expenses only are allowable. Do not automatically provide the maximum for employees.

• A voluntary non-promotional transfer in response to an individual’s personal request should specify that no moving or relocation expenses will be paid unless it is deemed to be in the best interest of the state by the appointing authority.

• Employees may request moving and relocation information packages from: Institutions-respective Wardens, Attention: Business Manager, Headquarters-BSS, by Division Deputy Director.

22020.30 Revisions

• The Associate Director, Office of Accounting Services or designee shall ensure that the content of this article is accurate and current.

22020.31 References

• DPADepartment of Personnel Administration (see CalHR) §§ 599.619, 599.626, 599.628, 599.630. 599.631, 599.662, 599.663, 599.708, 599.721, 599.722, 599.802-599.808.

• SAMState Administrative Manual §§ 0730-0733, 0741, 0745-0747, 0750-0755, 0756, 2520, 2530, 2540-2542.1, 3829, 4100-4188.

• V.C. §§ 5001 and 5002.

• P.C. § 1557.

• G.C. § 13951.