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The employee on travel status shall be reimbursed actual expenses for receipted lodging, and for meals and incidentals as provided in this section, unless directed to travel under the provisions of 599.624.1. Lodging and/or meals provided by the state or included in hotel expenses or conference fees, or in transportation costs such as airline tickets, or otherwise provided shall not be claimed for reimbursement. Snacks and continental breakfasts, such as rolls, juice and coffee, are not considered to be meals. The circumstances of travel will determine the rate allowed.
(a) Short-term Travel. Reimbursement for short-term subsistence will be authorized only when the traveler incurs expenses arising from the use of reasonable, moderately priced commercial lodging and meal establishments, such as hotels, motels, bed and breakfast inns, campgrounds, restaurants, cafes, diners, etc. that cater to the general public. Employees who stay with friends or relatives may claim meals only in accordance with the rates and time frames set forth below. Lodging receipts are required. The short-term rate is intended for trips of such duration that weekly or monthly rates are not obtainable and will be discontinued after the 30th consecutive day assigned to one location unless an extension has been previously documented and approved by the appointing power. In extending short term travel, the appointing power shall consider the expected remaining length of the travel assignment.
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Trip begins at or before 6am: |
breakfast may be claimed on the first day |
| Trip begins at or before 11am: |
lunch may be claimed on the first day |
| Trip begins at or before 5pm: |
dinner may be claimed on the first day |
(B) On the fractional day of travel at the end of a trip of more than 24 hours:
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Trip ends at or after 8am: |
breakfast may be claimed |
| Trip ends at or after 2pm: |
lunch may be claimed |
| Trip ends at or after 7pm: |
dinner may be claimed |
If the fractional day includes an overnight stay, receipt lodging may be claimed. No meal or lodging expense may be claimed or reimbursed more than once on any given date or during any 24 hour period.
(C) Reimbursement shall be for actual expenses only, subject to the following maximum rates:
Meals:
| Breakfast............................................................................... |
$ 6.00 |
| Lunch.................................................................................... |
$ 10.00 |
| Dinner.................................................................................... |
$ 18.00 |
| Incidentals.............................................................................. |
$ 6.00 |
Receipts for meals must be maintained by the employee as
substantiation that the amount claimed was not in excess of the
amount of actual expense. The term incidentals includes but is not
limited to expenses for laundry, cleaning and pressing of clothing,
and fees and tips for services, such as for porters and baggage
carriers. It does not include taxicab fares, lodging taxes or the
costs of telegrams or telephone calls.
| Statewide, with receipts |
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Actual up to $84.00 plus tax |
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When employees are required to do business and obtain lodging in the Counties of Los Angeles and San
Diego |
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Actual lodging up to $110.00 plus tax |
| When employees are required to do business and obtain lodging in the Counties of Alameda, San Francisco, San Mateo and Santa Clara |
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Actual lodging up to $140 plus tax. |
If lodging receipts are not submitted, reimbursement will be for actual expenses for meals/incidentals only at the rates and time frames set forth in this section.
(2) In computing reimbursement for continuous travel of less than 24 hours, actual expenses, up to the maximums in (C) above, will be reimbursed for breakfast and/or dinner and/or lodging in accordance with the following timeframes:
Travel begins at or before 6 a.m. and ends at or after 9 a.m: Breakfast may be
claimed.
Travel begins at or before 4 p.m. and ends at or after 7 p.m: Dinner may be claimed.
If the trip of less than 24 hours includes an overnight stay, receipted lodging may be claimed.
No lunch or incidentals may be reimbursed on travel of less than 24 hours.
(b) Long-term Travel. Reimbursement for long-term meals and receipted lodging will be authorized when the traveler incurs expenses in one location comparable to those arising from the use of commercial establishments catering to the long-term visitor. Meals and/or lodging provided by the state shall not be claimed for reimbursement. With approval of the appointing power and upon meeting the criteria in (3) below, an employee on long-term field assignment who is living at the long term location may claim either:
(1) $24.00 for meals and incidentals and up to $24.00 for receipted lodging for travel of 12 hours up to 24 hours; either $24.00 for meals or up to $24.00 for receipted lodging for travel less than 12 hours, or
(2) Reimbursement for actual individual expense, substantiated by receipts, for lodging, utility gas and electricity, up to a maximum of $1130 per calendar month while on the long term assignment, and $10.00 for meals and incidentals, without receipts, for each period of 12 to 24 hours; $5.00 for meals and incidentals for periods of less than 12 hours at the long term location
(3) To claim expenses under either (1) or (2) above the employee must meet the following criteria:
(A) the employee continues to maintain a permanent residence at the primary headquarters and
(B) The permanent residence is occupied by employee's dependents, or
(C) The permanent residence is maintained at a net expense to the employee exceeding $200 per month.
(D) The employee must submit substantiating evidence of these conditions to the appointing power in accordance with its requirements.
(4) Employees who do not meet the criteria to claim (1) or (2) above may claim $12.00 for meals and incidentals and $12.00 for receipted lodging for every 12 to 24 hours at the long term location; $12 for meals OR $12 receipted lodging for periods of less than 12 hours at the long term location.
(5) With approval of the appointing power, the reimbursement of long term lodging may continue when the employee is away from the long term location on short term business travel or other absences from that location as approved by the appointing authority.
(c) Out-of-State Travel. Out-of-state travel is any travel outside the State of California for the purpose of conducting business outside the State of California. For short-term out-of-state travel, employees will be reimbursed for actual lodging expenses, supported by a receipt, and will be reimbursed for meal and incidental expenses as defined in Section 599.619(a). Failure to furnish lodging receipts will limit reimbursement to meals only at the rates specified in (a). Long-term out-of-state travel will be reimbursed according to Section 599.619(c).
(d) Out-of-Country Travel. For short-term out-of-country travel, employees will be reimbursed for actual lodging expenses, supported by a receipt, and will be reimbursed for actual meal and incidental expenses subject to maximum rates in accordance with the published Government meal and incidental rates for foreign travel for the dates of travel. Failure to furnish lodging receipts will limit reimbursement to meals only in accordance with the published Government meal and incidental rates for foreign travel. Long-term out-of-country travel will be reimbursed according to Section 599.619(a) through (c).
(e) Exceptions to reimburse in excess of the maximum lodging rate cited in (a) of this rule may be granted by the Appointing Power only in an emergency, or when there is no lodging available at the State maximum rate or when it is cost effective. The Appointing Power shall document the reasons for each exception and shall keep this documentation on file for three calendar years from the date of the exception.
Note: Authority cited: Sections 3539.5, 19815.4(d), 19816 and 19820, Government Code. Reference: Sections 3527(b) and 11030, Government Code.
Current as of 08/25/06
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