Chapter 2 – Fiscal Management

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.