Chapter 2 – Fiscal Management

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.