Travel Reimbursements

Exempt, Excluded, and Represented State of California Employees who incur authorized expenses related to official State business, including travel, can apply for reimbursement.

Provisions in Government Code, the DPA Travel Rules, policy memos, and current Memoranda of Understanding are the basis for the information on this page.

Accountable Plan

Reimbursements for actual business expenses are made in accordance with the IRS requirements for an "Accountable Plan," among other things. An Accountable Plan limits reimbursement to actual expenses, substantiated by receipts or other verification, up to certain limits.

Effective Dates

Always verify reimbursement information and effective dates by reviewing the appropriate Memorandum of Understanding and/or the DPA Travel Rules.

More Information

• Method of Travel
• Meals and Incidentals
• Lodging Reimbursement
• Conferences
• Out-of-State Travel
• Out-of-Country Travel
• Personal Vehicle Mileage Reimbursement
• Contractors
• Transportation Contracts
• Delegation of Authority

Policy Memos - PMLs

• PML 2011-050 - 12-13-2011 - Travel/Relocation Programs - Mileage Reimbursement Rate for Use of Personal Vehicle
• PML 2011-044 - 11-21-2011 - Travel Programs - Verification of Travel Expenses
• PML 2006-013 (29 KB PDF) 04-06-2006 - Travel/Relocation - Delegation of Excess Lodging Rate Requests
  • Attachment A - Excess Lodging Rate Request (78 KB PDF)
  • Attachment B - Sample Reporting Format (18 KB Excel Spreadsheet)
• PML 2005-051 (27 KB PDF) 11-29-2005 - Travel and Relocation Programs - Travel Premiums

• PML 2005-021 (31 KB PDF) 7-11-2005 - Travel and Relocation Reimbursements -- Third Party Vendor Lodging Receipt Requirements
  • Memorandum to all State Employees (121 KB Word Document) 7-11-2005 Travel and Relocation Reimbursements - Third Party Vendor Lodging Receipt Requirements

More PMLs

Related Resources

• Government Codes
• DPA Rules for Excluded Employees
• DPA Rules for Represented Employees
• Section N of SCO's Payroll Procedures Manual (1.3 MB PDF)
• California Automated Travel Expense Automation System (CalATERS)
• DGS State Travel Portal

Travel Reimbursement Forms

• Travel Expense Claim - STD 262 (PDF)
• Hotel/Motel Transient Occupancy Tax Waiver - STD 236 (PDF)
• Excess Lodging Rate Approval (with Attachment ) - STD 255C (PDF)
• Out-of-State Travel Approval Request - STD 257 (PDF)
• Out-of-State Travel Approval Request (Trip Description) - STD 257C (PDF)
• Blanket Approval for Out-of-State Travel - STD 260 (PDF)
• Authorization to Use Private Owned Vehicle on State Business - STD 261 (PDF)
• Insurance Verification & Authorization to Operate Privately Owned/Rented/Leased Aircraft on State Business - STD 265 (PDF)

For More Information

Please contact the DPA Travel Manager if you have any questions.

Updated February 14, 2012 at 8:27 AM.