For bargaining units with an existing Memorandum of Understanding (MOU), if the MOU contains travel language that is in conflict with this language, the MOU language shall be controlling.
Exempt, excluded, and represented state employees may be eligible for the reimbursement of authorized out-of-pocket expenses that are reasonably, actually, and necessarily incurred as a result of conducting state business. In accordance with current state policy, employees may be eligible to receive reimbursement for expenses such as:
HR Manual sections
2201 – Travel and Relocation Policy,
2202 – Mileage Reimbursement, and
2203 – Allowances and Travel Reimbursements provide additional information about travel reimbursements, including links to authorities and resources
For bargaining units with an existing MOU, if the MOU contains travel language that is in conflict with this language, the MOU language shall be controlling.
The following reimbursement rates for meals and incidentals are maximums, not allowances. In the event of an audit, employees must be able to produce receipts substantiating the amount claimed.
section 2203 – Allowances and Travel Reimbursements provides additional information, including travel timeframes (fractional day of travel, trip of less than 24 hours, trip of more than 24 hours, etc.).
section 2202 – Mileage Reimbursement provides additional information, including the following policies: personal vehicle mileage reimbursement, private aircraft mileage reimbursement, and receipts.
Employees must have advance approval to drive a personal vehicle on state business.
Effective dates for represented employees may be found in the applicable MOU.
Claims for travel prior to a new rate's effective date shall receive the prior rate.
For historical mileage reimbursement rates, please review the State Controller's Office's
Payroll Procedures Manual, Section N.
*Unless otherwise stated in the applicable MOU, the personal aircraft mileage reimbursement rate is $1.26 per statute mile.
Mileage reimbursement covers:
HR Manual sections
2201 – Travel and Relocation Policy and
2203 – Allowances and Travel Reimbursements provide additional travel policy information, including lodging reimbursement policy and the excess lodging request approval process.
Should the base room rate exceed the rates noted below, an Excess Lodging Rate Approval Request (STD 255C) must be submitted and approved by your department and/or CalHR before the trip takes place.
Effective Dates: BU 1, 3, 4, 11, 14, 15, 17, 20, and 21: 4/1/2017 BU 2: 9/13/2016 BU 5: 8/1/2017 BU 6: 7/3/2018 BU 7: 9/13/2016 BU 8: 4/1/2017 BU 9: 9/13/2016. Exception: effective 7/1/2016, the rate for Alameda, San Mateo, Santa Clara is $140. BU 10: 10/11/2018 BU 12: 3/15/2017 BU 13: 3/15/2017 BU 16: 5/2/2017 BU 18: 3/15/2017 BU 19: 4/1/2017 Excluded: 7/1/2016