State of California M E M O R A N D U M TO: PERSONNEL MANAGEMENT LIAISONS DATE: August 31, 1993 Reference Code: 93-62 THIS MEMORANDUM SHOULD BE DISTRIBUTED TO: PERSONNEL OFFICERS, PERSONNEL TRANSACTIONS SUPERVISORS, LABOR RELATIONS OFFICERS, ALL ACCOUNTING OFFICERS, AND ALL TRAVEL AND RELOCATION LIAISONS FROM: Department of Personnel Administration SUBJECT: Headquarters Determinations For Members of Statutorily Established Boards and Commissions for Travel Expense Purposes Responsibility for designating headquarters for statutorily established boards and commissions was delegated to the department appointing authority or the independently established board or commission effective January 1, 1990. The purpose of this memo is to restate and modify the guidelines for determining headquarters for these employees and to rescind, effective immediately, the delegation for establishing headquarters for full time members of statutorily established Boards and Commissions. Headquarters for persons appointed to statutorily established boards and commissions shall be determined in accordance with items 1 through 5 of the Guidelines for Determining Employee Headquarters, ATTACHMENT A. Any exception to the establishment of headquarters as stated in item 3 on ATTACHMENT A must be approved by the Department of Personnel Administration. If you have any questions, please contact Terrie Jordan at 324-0377 (ATSS 454-9377). Patricia Pavone, Chief Benefits and Training Division Attachment ATTACHMENT A PML 93-62 GUIDELINES FOR DETERMINING HEADQUARTERS FOR MEMBERS OF STATUTORILY ESTABLISHED BOARDS AND COMMISSIONS Note: Also see the State Administrative Manual Section 0700 1. Definition of Headquarters. The following definition of headquarters appears in DPA Regulation 599.616(a): "Headquarters shall be established for each state officer and employee and shall be defined as the place where the officer or employee spends the largest portion of his/her regular workdays or working time, or the place to which he/she returns on completion of special assignments, or as the Department of Personnel Administration may define in special situations". 2. Headquarters set by law. When a statue stipulates a specific headquarters location, that location is considered headquarters set by law. Examples are Public Utilities Commission and Agricultural Associations. It is not necessary to establish headquarters for anyone serving on any board or commission where the headquarters is set by law. 3. Board or commission member. The designated headquarters of each member of a full-time board or commission shall be Sacramento, except as otherwise provided by law, or in those cases in which a member is required to work in various locations throughout the State (e.g., the Board of Prison Terms and the Youthful Offender Parole Board). A member who is required to work in various locations throughout the State may be headquartered in his or her city of residence if such designation is in the best interest of the State as determined by the Department of Personnel Administration. While no member shall be required to reside in Sacramento, only a member whose headquarters has been properly designated outside Sacramento shall be reimbursed for transportation expenses and per diem in connection with travel to the headquarters office of the board or commission. 4. Dual Headquarters. Occasionally there may be a need to establish a "dual" headquarters, for example, an elected official also serving on a board or commission. In this situation, the department would establish "temporary" headquarters for the board or commission. 5. Oath of Office. For those appointments which require that an Oath of Office be on file, SCO will return any travel claims for any employee who does not have BOTH headquarters established and the Oath of Office filed. Headquarters can be established retroactively for purposes of travel reimbursements; however, SCO will reject any claim incurred prior to the Oath of Office date even if headquarters has been established. Questions regarding the Oath of Office should be directed to the Secretary of State's Office.