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 CalHR 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 reimbursed.
A. 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
1. Rates. Actual meal/incidental expenses incurred will be
reimbursed in accordance with the maximum rates and time
frame requirements outlined below.
Breakfast up to $ 7.00
Incidentals up to $ 5.00
to $46.00 (every full 24 hours of
2. 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:
a. On 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
b. On the
fractional day of travel at the end of a trip of more than 24 hours:
Trip ends at or after 8 a.m. breakfast
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
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
continuous travel of less than 24 hours, the employee will be
reimbursed for actual expenses up to the maximum as follows:
begins at or before 6 a.m. and ends at or after 9 a.m.: Breakfast may be claimed.
begins at or before 4 p.m. and ends at or after 7 p.m.: Dinner may be claimed.
trip extends overnight, receipted lodging may be claimed. No
lunch or incidentals may be claimed on a trip of less
than 24 hours.
B. 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.
State Business Travel:
in all locations not listed in c. below, for receipted lodging while on travel
status to conduct State business:
lodging receipt: Actual lodging up to $90.00 plus applicable taxes.
b. When employees are required to do business and obtain lodging in
the counties identified below, reimbursement will be for actual receipted
lodging up to the below identified maximums, plus applicable taxes.
All counties except those listed
Los Angeles, Orange, Ventura &
Edwards AFB less the city of Santa Monica
Sacramento, Napa, Riverside
San Diego, Monterey County, Alameda,
San Mateo, Santa Clara
San Francisco, City of Santa Monica
Sponsored Conferences or Conventions:
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.
with a lodging receipt: Actual lodging up to $110 plus applicable taxes.
Sponsored Conferences or Conventions:
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.
with a lodging receipt: Actual lodging when approved in advance by the
of lodging expenses in excess of specified amounts, excluding taxes requires
advance written approval from CalHR.
CalHR 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.
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 visitor.
Long-Term Travel: In order to qualify for full long-term travel
reimbursement, the employee on long-term field assignment must meet the
employee continues to maintain a permanent residence at the primary
permanent residence is occupied by the employee’s dependents, or
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:
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
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.
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.
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 CalHR 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.
following clarifies CalHR policy regarding an
employee leaving the LTA location on personal business:
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.
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.
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 CalHR.
shall be paid in accordance with procedures prescribed by the Department of
Human Resources. It is the responsibility of the
individual employee to maintain receipts for their actual meal expenses.
F. 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.
a. 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
b. 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 normal commute.
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 vehicles.
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 CalHR
rule 599.628.1 and the State Office of Risk and Insurance Management.
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.
G. 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:
and bus fares of less than $25 when travel is wholly within the State of
2. 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 this item.
telegraph, tax or other business charges related to State business of $5.00 or
4. In the
absence of a receipt, reimbursement will be limited to the non-receipted amount
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
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
a. 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, and
b. 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.
c. 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
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
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:
(1) 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 endorsement(s); or
(2) 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
(3) Is in a
classification where a Class A and/or Class B commercial driver’s license is an
additional desirable qualification; or
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.
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 as one.
(2) 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 that:
employee fails the first medical examination, or the certification submitted is
not accepted by the DMV; and
(b) A second
medical examination is authorized by the employee’s supervisor and conducted;
(c) The second
medical certification is accepted by the DMV.
c. Class A and/or B Commercial Driver’s License
(1) 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:
employee requests and is authorized at least 10 work days in advance by his/her
supervisor to take the examination; and
(b) The employee
has a valid, current medical certification acceptable to the DMV; and
employee successfully passes the required examination and is
issued the license and appropriate endorsement(s).
(2) 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.
(3) 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 employee.
(4) 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.
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
Time for Commercial Driver’s License Examination
(1) 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:
examination is scheduled during the employee’s scheduled work hours; and
examination does not interfere with operational needs of the department; and
employee has a valid current medical certification acceptable to DMV.
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 specified above.
(2) 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
Uniform Replacement Allowance - Department of Parks and Recreation (DPR) and
Department of Forestry and Fire Protection (CDF)
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
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
7.6 Overtime Meals
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
A. 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.
B. 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.