State of California 

  M E M O R A N D U M 

  REFERENCE CODE: 
  2003-026 

  DATE: 
  August 1, 2003 

  TO: 
  Accounting Officers 
  Budget Officers 
  Employee Relations Officers 
  Personnel Management Liaison 
  Personnel Officers 
  Travel and Relocations Liaisons 

  FROM: 
  Department of Personnel Administration 
  Policy and Operations Division 

  SUBJECT: 
  Travel and Relocation Reimbursements - Lodging Receipts 

  CONTACT: 
  Terrie Jordan, State Coordinator 
  Travel and Relocation Programs 
  (916) 324-9377, CALNET 454-9377 
  FAX: (916) 324-9393 
  Email: TerrieJordan@dpa.ca.gov 



  Employees seeking lodging reimbursement for State business 
  travel or relocation must provide receipts FROM THE LODGING 
  ESTABLISHMENT.  A lodging establishment is defined as a 
  hotel, motel, bed and breakfast, or campground that caters 
  to the short-term traveler.  Costs associated with use of 
  time shares and other privately owned venues are not 
  commercial lodging establishments and will not be 
  reimbursed. 
  
  In accordance with the Internal Revenue Service (IRS) 
  requirements of an accountable plan, valid receipts are 
  those issued by the commercial lodging establishment, which 
  show the employee's check-in date, check-out date, expenses 
  incurred, and payment made.  State departments are directed 
  to notify their employees that receipts from Internet 
  lodging reservation services such as www.Priceline.com, 
  which require prepayment to that service, ARE NOT LODGING 
  RECEIPTS and are not reimbursable without a valid lodging 
  receipt from a lodging establishment. 
  
  Employees making travel plans are advised to first use the 
  lodging guide at www.travelcsg.com, contact lodging 
  establishments directly, and request lodging not in excess 
  of the maximum lodging reimbursement rate for that area.  
  When the lodging guide resources are exhausted, other means 
  of seeking lodging at moderately priced establishments may 
  be used, such as but not limited to the departmental travel 
  agency, AAA books, and other direct contact with the 
  lodging establishments. 
  
  In those rare occasions when excess lodging approval is needed, 
  documentation must be submitted to the approving authority prior to 
  travel.  When departments are the approving authority, documentation 
  and substantiation must be submitted and retained by the department in 
  accordance with the delegation requirements set forth in the 
  Department of Personnel Administration (DPA) Rule 599.619(e).  When 
  DPA is the approval authority, documentation and substantiation must 
  be submitted in advance to DPA through the fax number (916) 324-9393. 
  
  
  
  
  Bob Painter, Chief 
  Policy and Operations Division