Chapter 2 – Fiscal Management

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.