ALLOWANCES AND REIMBURSEMENTS
7.1 Business and Travel Expense
The State agrees to reimburse employees for actual, necessary and appropriate
business expenses and travel expenses incurred 50 miles or more from home and
headquarters, in accordance with existing DPA rules and as set forth below.
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. Each
item of expenses of $25 or more requires a receipt; receipts may be required for
items of expense that are less than $25. When receipts are not required to be
submitted with the claim, it is the employee’s responsibility to maintain
receipts and records of their actual expenses for tax purposes. Each State
agency shall determine the necessity for travel and the mode of travel to be
Meals/Incidentals. Meal expenses for breakfast, lunch and dinner will be
reimbursed in the amount of actual expenses up to the maximums. 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.
Rates. Actual meal/incidental expenses incurred will be reimbursed in
accordance with the maximum rates and time frame requirements outlined below.
up to $ 6.00
up to $10.00
up to $18.00
Incidentals up to
up to $40.00 (every full 24
hours of travel)
Timeframes. For continuous short-term travel of more than 24 hours but less
than 31 days, the employee will be reimbursed for actual costs up to the maximum
for each meal, incidental, and lodging expense for each complete 24 hours of
travel, beginning with the traveler’s time of departure and return as follows:
the fractional day of travel at the end of a trip of more than 24 hours:
Trip begins at or before 6 a.m.
breakfast may be claimed
Trip begins at or before 11 a.m.
lunch may be claimed
Trip begins at or before 5 p.m.
dinner may be claimed
the fractional day of travel at the end of a trip of more than 24 hours:
Trip ends at or after 8 a.m.
may be claimed
Trip ends at or after 2 p.m.
lunch may be claimed
Trip ends at or after 7 p.m.
dinner may be claimed
If the fractional day includes an overnight stay, receipted lodging may be
claimed. No meal or lodging expenses may be claimed or reimbursed more than once
on any given date or during any 24-hour period.
For continuous travel of less than 24 hours, the employee will be reimbursed for
actual expenses up to the maximum as follows:
Travel begins at or before 6 a.m. and ends at or after 9 a.m.: Breakfast may be
Travel begins at or before 4 p.m. and ends at or after 7 p.m.: Dinner may be
If the trip extends overnight, receipted lodging may be claimed. No lunch or
incidentals may be claimed on a trip of less than 24 hours.
Lodging. All lodging reimbursement requires a receipt from a commercial
lodging establishment such as a hotel, motel, bed and breakfast inn, or public
campground that caters to the general public. No lodging will be reimbursed
without a valid receipt.
Regular State Business Travel:
Statewide, in all locations not listed in c. below, for receipted lodging while
on travel status to conduct State business:
With a lodging receipt: Actual lodging up to $84.00 plus applicable taxes.
b. When employees are required to do
business and obtain lodging in the counties of Los Angeles and San Diego, actual
lodging up to one hundred ten dollars ($110) plus applicable taxes.
c. When employees are required to do
business and obtain lodging in the counties of Alameda, San Francisco, San Mateo
and Santa Clara, reimbursement will be for actual receipted lodging to a maximum
of $140 plus applicable taxes.
State Sponsored Conferences or Conventions:
For receipted lodging while attending State Sponsored conferences and
conventions, when the lodging is contracted by the State sponsor for the event,
and the appointing authority has granted prior approval for attendance and
lodging at the contracted rate and establishment.
Statewide, with a lodging receipt: Actual
lodging up to $110 plus applicable taxes.
Non-State Sponsored Conferences or Conventions:
For receipted lodging while attending Non-State sponsored conferences and
conventions, when the lodging is contracted by the sponsor for the event, and
the appointing authority has granted prior approval for attendance and lodging
at the contracted rate and establishment.
Statewide, with a lodging receipt: Actual
lodging when approved in advance by the appointing authority.
Reimbursement of lodging expenses in excess of specified amounts, excluding
taxes requires advance written approval from DPA. DPA may delegate approval
authority to departmental appointing powers or increase the lodging maximum rate
for the geographical area and period of time deemed necessary to meet the needs
of the State. An employee may not claim lodging, meal or incidental expenses
within 50 miles of his/her home or headquarters.
Long-Term Travel: Actual expenses for long-term meals and receipted lodging
will be reimbursed when the employee incurs expenses in one location comparable
to those arising from the use of establishments catering to the long-term
Full Long-Term Travel: In order to qualify for full long-term travel
reimbursement, the employee on long-term field assignment must meet the
The employee continues to maintain a permanent residence at the primary
The permanent residence is occupied by the employee’s dependents, or
The permanent residence is maintained at a net expense to the employee exceeding
$200 per month.
The employee on full long-term travel who is living at the long-term location
may claim either:
Reimbursement for actual individual expense, substantiated by receipts, for
lodging, water, sewer, gas and electricity, up to a maximum of $1130 per
calendar month while on the long-term assignment, and actual expenses up to
$10.00 for meals and incidentals, for each period of 12 to 24 hours and up to
$5.00 for actual meals and incidentals for each period of less than 12 hours at
the long-term location, or
Long-term subsistence rates of $24.00 for actual meals and incidentals and
$24.00 for receipted lodging for travel of 12 hours up to 24 hours; either
$24.00 for actual meals or $24.00 for receipted lodging for travel less than 12
hours when the employee incurs expenses in one location comparable to those
arising from the use of establishments catering to the long-term visitor.
An employee on long-term field assignment who does not maintain a separate
residence in the headquarters area may claim long-term subsistence rates of up
to $12.00 for actual meals and incidentals and $12.00 for receipted lodging for
travel of 12 hours up to 24 hours at the long-term location; either $12.00 for
actual meals or $12.00 for receipted lodging for travel less than 12 hours at
the long-term location.
Employees, with supervisor’s approval, after completing the work shift remain at
the job or LTA location past the Friday 12-hour clock will receive full per diem
for Friday. Those staying overnight shall not receive any additional per diem
regardless of the Saturday departure time. An employee returning to the
temporary residence on Sunday will receive full per diem. This does not change
DPA policy regarding the per diem clock which starts at the beginning of the
work shift on Monday. If the normal workweek is other than as stated above, the
same principle applies.
The following clarifies DPA policy regarding an employee leaving the LTA
location on personal business:
The reference to leaving the LTA location for personal business and not claiming
per diem or transportation expenses assumes that the employee stays overnight at
a location other than the long-term accommodations.
Out-of-State Travel: For short-term out-of-state travel, State employees
will be reimbursed actual lodging, supported by a receipt, and will be
reimbursed for actual meal and incidental expenses in accordance with above.
Failure to furnish lodging receipts will limit reimbursement to the
meal/incidental rate above. Long-term out-of-state travel will be reimbursed in
accordance with the provisions of Long-Term Travel above.
Out of Country Travel: For short-term out of country travel, State employees
will be reimbursed actual lodging, substantiated by a receipt, and will be
reimbursed actual meals and incidentals up to the maximums published in column B
of the Maximum Travel per Diem Allowances for Foreign Areas, Section 925, U.S.
Department of State Standardized Regulations and the meal/incidental breakdown
in Federal Travel Regulation Chapter 301, Travel Allowances, Appendix B.
Long-Term Out of Country travel will be reimbursed in accordance with the
provisions of Long-Term travel above, or as determined by DPA.
Subsistence shall be paid in accordance with procedures prescribed by the
Department of Personnel Administration. It is the responsibility of the
individual employee to maintain receipts for their actual meal expenses.
Transportation. Transportation expenses include, but are not limited to
airplane, train, bus, and taxi fares, rental cars, parking, mileage
reimbursement and tolls that are reasonably and necessarily incurred as a result
of conducting State business. Each State agency shall determine the necessity
for travel and the mode of travel to be reimbursed.
When an employee is authorized by his/her
appointing authority or designee to operate a privately owned vehicle on State
Business the employee will be allowed to claim and be reimbursed. Mileage
reimbursement shall be at the Federal Standard Mileage Rate. Mileage
reimbursement includes all expenses related to the use, and maintenance of the
vehicle, including but not limited to gasoline, up-keep, wear and tear, tires,
and all insurance including liability, collision and comprehensive coverage,
breakdowns, towing and any repairs, and any additional personal expenses that
may be incurred by an individual as a result of mechanical breakdown or
When an employee is required to report to an alternative work location, the
employee may be reimbursed for the number of miles driven in excess of his/her
Specialized Vehicles: Employees who must operate a motor vehicle on official
State business and who, because of a physical disability, may operate only
specially equipped or modified vehicles may claim from 34 up to 37 cents per
mile, with certification. Supervisors who approve claims pursuant to this
Subsection have the responsibility of determining the need for the use of such
Private Aircraft Mileage: When an employee is authorized by his/her
department, reimbursement for the use of the employee’s privately owned aircraft
on State business shall be made at the rate of 50 cents per statute mile. Pilot
qualifications and insurance requirements will be maintained in accordance with
DPA rule 599.628.1 and the State Office of Risk and Insurance Management.
Mileage to/from a common carrier: When the employee’s use of a privately
owned vehicle is authorized for travel to or from a common carrier terminal, and
the employee’s vehicle is not parked at the terminal during the period of
absence, the employee may claim double the number of miles between the terminal
and the employee’s headquarters or residence, whichever is less, while the
employee occupies the vehicle. Exception to “whichever is less”: If the employee
begins travel one hour or more before he normally leaves his home, or on a
regularly scheduled day off, mileage may be computed from his/her residence.
Receipts. Receipts or vouchers shall be submitted for every item of expense
of $25 or more. In addition, receipts are required for every item of
transportation and business expense incurred as a result of conducting State
business except for actual expenses as follows:
Railroad and bus fares of less than $25 when travel is wholly within the State
Street car, ferry fares, bridge and road tolls, local rapid transit system,
taxi, shuttle or hotel bus fares, and parking fees of $10.00 or less for each
continuous period of parking or each separate transportation expense noted in
Telephone, telegraph, tax or other business charges related to State business of
$5.00 or less.
In the absence of a receipt, reimbursement will be limited to the non-receipted
Reimbursement will be claimed only for the actual and necessary expenses noted
above. Regardless of the above exceptions, the approving officer may require
additional certification and/or explanation in order to determine that an
expense was actually and reasonably incurred. In the absence of a satisfactory
explanation, the expense shall not be allowed.
7.2 Commute Program
A. Employees working in areas served by mass
transit, including rail, bus, or other commercial transportation licensed for
public conveyance shall be eligible for a seventy-five percent (75%) discount on
public transit passes sold by State agencies up to a maximum of sixty-five
dollars ($65) per month. Employees who purchase public transit passes on their
own shall be eligible for a seventy-five percent (75%) reimbursement up to a
maximum of sixty-five dollars ($65) per month. This shall not be considered
compensation for purpose of retirement contributions. The State may establish
and implement procedures and eligibility criteria for the administration of this
benefit including required receipts and certification of expenses.
B. Employees riding in vanpools shall
be eligible for a seventy-five percent (75%) reimbursement of the monthly fee up
to a maximum of sixty-five dollars ($65) per month. In lieu of the vanpool rider
reimbursement, the State shall provide one hundred dollars ($100) per month to
each State employee who is the primary vanpool driver, meets the eligibility
criteria, and complies with program procedures as developed by the State for
primary vanpool drivers. This shall not be considered compensation for purposes
of retirement. A vanpool is defined as a group of seven or more people who
commute together in a vehicle (State or non-State) specifically designed to
carry an appropriate number of passengers. The State may establish and implement
procedures and eligibility criteria for the administration of this benefit.
C. Employees headquartered out of State
shall receive reimbursement for qualified public transportation and vanpool
expenses for seventy-five percent (75%) of the cost up to a maximum of
sixty-five dollars ($65) per month or in the case of the primary vanpool driver,
the one hundred dollars ($100) per month rate. The appointing power may
establish and implement procedures regarding the certification of expenses.
7.3 Safety Footwear
Unit 9 “field” employees
assigned to “field positions” shall be
responsible for purchasing safety footwear if required (and not provided) by the
department for which they work.
For the purposes of this section, “field employees” are defined as: full-time
Unit 9 employees assigned to work outside of an office for an average of 25
percent of the time during the eighteen month reimbursement period. “Field
position” is defined as a position that encompasses work tasks that are
performed outside of an office setting on more than an occasional basis.
Typically, this includes on-site tasks such as reviewing a contractor’s
operation, inspecting field conditions or work performed by contractors, field
surveying, landscape review, materials testing, construction layout and staking,
For the purposes of this section, safety footwear is defined as steel-toed
boots/shoes, or a serviceable leather
work shoe or boot that complies with the department’s written policy, if any,
and which the department requires to be worn while carrying out the duties of
the employee’s position.
The State shall reimburse full-time employees for the actual cost of safety
footwear, not to exceed $100.00 once every 18 months. Reimbursement will be made
upon attainment of eligibility as defined above.
Receipts may be required to verify the actual cost of safety footwear.
7.4 Class A and/or Class B Commercial Driver’s License and Medical Fees
Each department will pay the cost of a permanent employee’s medical
examination(s) and filing and license examination fees associated with obtaining
the appropriate commercial driver’s license and endorsement(s) if the employee:
Is in a classification that requires the operation of equipment which requires
either a Class A and/or Class B commercial driver’s license and any
Is in a classification designated by the department which requires the employee
to upgrade his/her driver’s license to a Class A and/or Class B commercial
driver’s license and any endorsement(s); or
Is in a classification where a Class A and/or Class B commercial driver’s
license is an additional desirable qualification; or
Voluntarily and regularly drives, with authorization of the department, a
vehicle for which either a Class A or Class B commercial driver’s license
including required endorsement(s) is required, provided as follows.
When authorized by his/her supervisor, the State will pay the cost of an
eligible employee’s (see subsection a. above) medical examination from a
contractor physician or clinic or when specifically authorized in advance, a
medical examination by the employee’s personal physician. The State will also
pay the cost of a referral as
determined necessary by the examining physician or clinic. The costs of the
examination and the examination resulting from the referral will be considered
The State will pay the cost of a second medical examination and necessary
referral, not to exceed the cost of the first medical examination, provided
The employee fails the first medical examination, or the certification submitted
is not accepted by the DMV; and
A second medical examination is authorized by the employee’s supervisor and
The second medical certification is accepted by the DMV.
c. Class A and/or B Commercial Driver’s License
The State will pay the cost of an eligible employee’s (see subsection a. above)
filing and examination fees associated with obtaining the appropriate Class A
and/or Class B commercial driver’s license and endorsement(s) provided that:
The employee requests and is authorized at least 10 work days in advance by
his/her supervisor to take the examination; and
The employee has a valid, current medical certification acceptable to the DMV;
The employee successfully passes the required examination and is issued the
license and appropriate endorsement(s).
The State will pay the cost of that portion of the commercial driver’s license
fee (including the cost of endorsement(s) required by the appointing power)
which exceeds the cost of the regular non-commercial Class C driver’s license,
provided the employee applies for the required license and any required
endorsement(s) simultaneously. If an employee fails to take all required extras
simultaneously, the State will not be responsible for any costs which exceed the
cost that would have been incurred had the tests been taken simultaneously.
The State will not pay for any costs associated with the renewal or
reinstatement of a license due to any vehicle code violation incurred by the
The State will not pay any additional costs incurred as a result of an
employee’s failure to pass the written and/or performance test within the
opportunities allowed by the original application fee.
Compensation paid toward medical examinations and filing and license examination
fees associated with obtaining a Class A or Class B commercial driver’s license
shall not be considered compensation for purposes of retirement.
Release Time for Commercial Driver’s License Examination
Upon ten (10) work days advance notice to the department head or designee, the
department shall provide reasonable time off without loss of compensation for an
eligible employee, in accordance with a. above, to take the Class A and/or Class
B commercial driver’s license examination, provided:
The examination is scheduled during the employee’s scheduled work hours; and
The examination does not interfere with operational needs of the department; and
The employee has a valid current medical certification acceptable to DMV.
If the DMV rejects the medical certification provided by a department designated
contractor physician or clinic on the day the DMV commercial driver’s license
examination is scheduled, the employee shall be granted reasonable release time
for the subsequently scheduled DMV examination subject to the requirements
Upon thirty (30) calendar days notice, the department will allow the employee to
use a State owned or leased vehicle or equipment appropriate for the license
examination. It is understood by the parties that use of the equipment or
vehicle may be delayed for operational reasons.
7.5 Uniform Replacement Allowance - Department of Parks and Recreation (DPR)
and Department of Forestry and Fire Protection (CDF)
The anniversary date for the uniform replacement credit is February 1 of each
year. All employees will receive their credit on that date based on qualifying
pay periods in the uniformed classification and in accordance with existing
State laws, rules and regulations. Permanent full-time employees shall receive a
yearly uniform replacement credit not to exceed $350
in DPR and $380 in CDF. The uniform replacement credit for
permanent part-time employees will be calculated annually based upon the
previous year’s time base. The uniform replacement credit for permanent
intermittent employees will be calculated annually based upon the number of
hours worked in the previous year.
Employees newly appointed (new hire to State service, promotion, transfer, or
demotion from a non-uniformed DPR or
CDF class) to a uniformed classification shall be required to purchase
the uniform as a condition of employment, and such purchase shall be through the
single source vendor. Such employees will be eligible for a pro-rated uniform
replacement credit on February 1 of the following year, and a uniform
replacement credit on each subsequent February 1 in accordance with the above.
7.6 Overtime Meals
An overtime meal allowance of up to $8 will only be provided when an employee is
required to work two (2) consecutive hours prior to or two (2) consecutive hours
after the regular work shift. To be eligible for an overtime meal allowance on a
holiday or regular day off, employees must work the total number of hours of
their regular work shift and work either two consecutive hours prior to or two
consecutive hours after the start or end of their regular work shift.
7.7 Parking Rates
For the term of this agreement,
the parties agree that the State may increase parking rates in existing
owned or leased
lots, in urban congested areas, no more than $20 per month above the current
rate, charged to employees in specific locations where they park. Congested
urban areas are areas such as Sacramento, San Francisco Bay, Fresno, Los
Angeles, San Bernardino, Riverside, and San Diego areas. Every effort shall be
made to provide employees sixty (60) days but no less than thirty (30) days
notice of a parking rate increase. The State shall not increase rates for
existing parking lots where employees do not currently pay parking fees. Rates
at new lots administered or leased
by the State will be set at a level comparable to rates charged for similar lots
in the area of the new lot, e.g., rates for open lots shall be compared to rates
for open lots, rates for covered parking shall be
compared to rates for covered parking.
The State shall
continue a system for employees where
parking fees may be paid with pretax dollars.
7.8 Moving and Relocation
Whenever a Unit 9 employee is reasonably
required by the State to change his/her place of residence, the State shall
reimburse the employee for approved items in accordance with the lodging, meal
and incidental rates and time frames found in Section 7.1 (Business and Travel
Expenses), and in accordance with the existing requirements, time frames and
administrative rules and regulations for reimbursement of relocation expenses
that apply to excluded employees.