Chapter 2 – Fiscal Management

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.