Yes, effective January 1, 2024, the State implemented changes to meal expense reimbursement rates and short-term lodging reimbursement rates within the business and travel reimbursement policy (CalHR Manual Section 2203) for all employees on authorized travel status (traveling to conduct approved official state business) on or after January 1, 2024 through September 30, 2024.
In partnership with the policy guidance provided by CalHR, State Controller's Office (SCO) configures CalATERS Global to accept changes related to the travel program.
For information about changes related to Meal Reimbursement Rates – Dinner Receipt Requirements on or after January 1, 2024, please reference CalATERS Global Letter #24-004 released on March 18, 2024 for specific processing information.
Yes,
the State’s receipt policy for meal and incidental expenses has changed as
provided in CalHR Manual Section 2203. Accordingly, receipts are not required to claim meal and
incidental expenses up to the maximum allowable reimbursement rates. However, receipts
for meals must be maintained by the employee as substantiation that the amount
claimed was not in excess of the amount of the
actual
expense. The employing department may request receipts
at any time.
Yes, effective October 1, 2024, the State implemented the new business and travel expense
reimbursement program that includes adopting the federal standard meal and incidental expense (M&IE) rates and lodging rates established by the federal General Services Administration (GSA). This new program includes:
The new business and travel expense reimbursement program was implemented on October 1, 2024 for excluded employees. CalHR filed amended excluded travel regulations with the Office of Administrative Law. Application to rank and file employees is determined by the bargaining process. Pursuant to the express terms of the Memorandums
of Understanding and/or Side Letter Agreements, these same updates apply,
effective October 1, 2024, to all rank and file State employees in all
bargaining units.
The federal standard M&IE rate established by the GSA is provided in the “Standard Rate" row at the top of the GSA's M&IE Rates and Breakdown Chart.
2.8 Since the State adopted federal standard and non-standard reimbursement lodging rates at time of travel, effective October 1, 2024, are there any changes to out-of-state travel policy?
Yes, effective October 1, 2024, the Excess Lodging process detailed in 2.7 above applies to out-of-state travel.
2.9 Since the State adopted federal standard and non-standard reimbursement lodging rates at time of travel, effective October 1, 2024, are there any changes to out-of-country travel policy?
Yes, effective October 1, 2024, the Excess Lodging process detailed in 2.7 above applies to out-of-country travel.
2.10 Since the State eliminated the State's long-term travel reimbursement rates and adopted the federal standard M&IE reimbursement rates for long-term meals, and since receipted lodging shall be reimbursed up to the maximum federal standard and non-standard reimbursement rates, effective October 1, 2024, how will reimbursement for long-term M&IE and lodging change?
Effective October 1, 2024:
- Actual expenses for long-term meals, incidentals, and receipted lodging will be reimbursed up to the maximum rates provided above for short-term travel.
2.11 Effective October 1, 2024, how do I know which federal M&IE rates and/or which federal lodging rates apply to my location of travel?
Effective October 1, 2024, the following federal M&IE and lodging rates apply:
What are the applicable federal M&IE and lodging rates?
|
| Category | In-State Travel | Out-of-State Travel | Out-of-Country Travel |
| M&IE | Up to the applicable GSA federal standard rate | Up to the applicable GSA federal standard rate | Up to the applicable Department of State federal standard or non-standard rate for the location of travel |
Lodging**
| Up to the applicable GSA standard or non-standard rate for the location of travel | Up to the applicable GSA or DOD standard or non-standard rate for the location of travel | Up to the applicable Department of State federal standard or non-standard rate for the location of travel |
**Refer to CalHR Manual Section 2201 for the state's current excess lodging process for requested lodging rates above the applicable federal lodging rate for the location of travel.
2.12 Sample M&IE Travel Timeframe Scenarios
Sample Scenario 1 – Continuous Travel of More Than 24 Hours (Full Day and Fractional Days)
Effective October 1, 2024, an employee on authorized travel status is attending a three day training. The employee's travel is continuous for more than 24 hours, beginning on Monday and ending on Wednesday. What type of M&IE reimbursement is this employee eligible to receive for travel effective October 1, 2024?
The employee is eligible to receive reimbursement for the following M&IE:
- Day 1 (day of departure): Actual expense up to 75% of the applicable M&IE standard rate (up to $51).
- Day 2 (full day of travel): Actual expense up to 100% of the applicable M&IE standard rate (up to $68).
- Day 3 (last day of travel): Actual expense up to 75% of the applicable M&IE standard rate (up to $51).
Sample Scenario 2 – Continuous Travel of More Than 24 Hours (Fractional Days)
Effective October 1, 2024, an employee on authorized travel status is traveling for two days. The employee's travel is continuous for more than 24 hours, beginning on Monday and ending on Tuesday. What type of M&IE reimbursement is this employee eligible to receive for travel effective October 1, 2024?
The employee is eligible to receive reimbursement for the following M&IE:
- Day 1 (day of departure): Actual expense up to 75% of the applicable M&IE standard rate (up to $51).
- Day 2 (last day of travel): Actual expense up to 75% of the applicable M&IE standard rate (up to $51).
Sample Scenario 3 – Travel of At Least 12 Hours but Less Than 24 Hours
Effective October 1, 2024, an employee is on authorized travel status for travel of at least 12 hours but less than 24 hours. What type of M&IE reimbursement is this employee eligible to receive for travel effective October 1, 2024?
The employee is eligible to receive reimbursement for the following M&IE:
- Day 1 (day of departure): Actual expense up to 75% of the applicable M&IE standard rate (up to $51).
- Day 2 (last day of travel): Actual expense up to 75% of the applicable M&IE standard rate (up to $51).
Sample Scenario 4 – Travel of At Least 12 Hours But Less Than 24 Hours
Effective October 1, 2024, an employee is on authorized travel status for 12 hours in one calendar day. What type of M&IE is this employee eligible to receive for travel effective October 1, 2024?
The employee is eligible to receive reimbursement for the following M&IE:
- Day 1 (travel of at least 12 hours but less than 24 hours): Actual expense up to 75% of the applicable M&IE standard rate (up to $51).
Sample Scenario 5 – Travel of Less Than 12 Hours
Effective October 1, 2024, an employee is on authorized travel status for less than 12 hours. Is this employee eligible to receive reimbursement for any M&IE?
- No. Travel of less than 12 hours is not eligible for M&IE reimbursement.
Sample Scenario 6 – Continuous Travel of More Than 24 Hours (Full Day and Fractional Days) - M&IE Reimbursement After Subtracting A Provided Meal
Effective October 1, 2024, an employee on authorized travel status is attending a three day training. The employee's travel is continuous for more than 24 hours, beginning on Monday and ending on Wednesday. The employee is an attendee at a training that provides lunch to the attendees of the training class all three days (Monday, Tuesday, Wednesday). What type of M&IE reimbursement is this employee eligible to receive for travel effective October 1, 2024?
The employee is eligible to receive reimbursement for the following M&IE:
For meals provided, the employee must deduct the provided meal from the applicable M&IE rate (see the “What is the applicable M&IE rate?" chart in section 2.3 above). For example, effective October 1, 2024, if the employee is eligible for up to 75% of the daily M&IE amount (up to $51) on the day of departure, and lunch ($19) is provided, then the employee must deduct lunch ($19) from $51.
- Day 1 (day of departure): Actual expense up to 75% of the applicable M&IE standard rate minus the provided lunch meal ($51 - $19 = $32).
- Day 2 (full day of travel): Actual expense up to 100% of the applicable M&IE standard rate minus the provided lunch meal ($68 - $19 = $49).
- Day 3 (last day of travel): Actual expense up to 75% of the applicable M&IE standard rate minus the provided lunch meal ($51 - $19 = $32).
Sample Scenario 7 – Continuous Travel of More Than 24 Hours (Fractional Days) - M&IE Reimbursement After Subtracting A Provided Meal
Effective October 1, 2024, an employee on authorized travel status is traveling for two days. The employee's travel is continuous for more than 24 hours, beginning on Monday and ending on Tuesday. The employee is an attendee at a training that provides lunch to the attendees of the training class on both days (Monday, Tuesday). What type of M&IE reimbursement is this employee eligible to receive for travel effective October 1, 2024?
The employee is eligible to receive reimbursement for the following M&IE:
For meals provided, the employee must deduct the provided meal from the applicable M&IE rate (see the “What is the applicable M&IE rate?" chart in section 2.3 above). For example, effective October 1, 2024, if the employee is eligible for up to 75% of the daily M&IE amount (up to $51) on the day of departure, and lunch ($19) is provided, then the employee must deduct lunch ($19) from $51.
- Day 1 (day of departure): Actual expense up to 75% of the applicable M&IE standard rate minus the provided lunch meal ($51 - $19 = $32).
- Day 2 (last day of travel): Actual expense up to 75% of the applicable M&IE standard rate minus the provided lunch meal ($51 - $19 = $32).
Sample Scenario 8 – Continuous Travel of At Least 12 Hours but Less Than 24 Hours - M&IE Reimbursement After Subtracting A Provided Meal
Effective October 1, 2024, an employee is on authorized travel status for travel of at least 12 hours in one calendar day. The employee is an attendee at a training that provides lunch to the attendees of the training class. What type of M&IE reimbursement is this employee eligible to receive for travel effective October 1, 2024?
The employee is eligible to receive reimbursement for the following M&IE:
For meals provided, the employee must deduct the provided meal from the applicable M&IE rate (see the “What is the applicable M&IE rate?" chart in section 2.3 above). For example, effective October 1, 2024, if the employee is eligible for up to 75% of the daily M&IE amount (up to $51), and lunch ($19) is provided, then the employee must deduct lunch ($19) from $51.
- Day 1 (travel of at least 12 hours but less than 24 hours): Actual expense up to 75% of the applicable M&IE standard rate minus the provided lunch meal ($51 - $19 = $32).
2.13 How will I receive additional information and/or updates from CalHR regarding the implementation of these changes to the Travel Program?
CalHR is committed to providing updates surrounding these efforts through various forums and communications, including the release of HR Announcements.
In addition to providing updates in this Travel Program FAQ, to learn more about these changes to the travel program, please review CalHR Manual Sections 2201, 2202, and 2203.
To receive notification emails when CalHR updates HR Manual-related language, please select the “Policy Memos" option on the CalHR Subscriptions webpage.
2.14 How will I receive information about related updates that the State Controller's Office (SCO) makes to the California Automated Travel Expense Reimbursement System (CalATERS)?
In partnership with the policy guidance provided by CalHR, State Controller's Office (SCO) configures CalATERS Global to accept changes related to the travel program.
To subscribe for CalATERS Global updates and letters, please visit: https://www.sco.ca.gov/calaters_global_letters_subscription.html
For information about changes related to New Expense Types Available in CalATERS Global on or after October 1, 2024, please reference CalATERS Global Letter #24-007 released on September 27, 2024 for specific processing information. SCO has posted the related CalATERS training video to the SCO CalATERS Global webpage.
2.15 How will I receive information about related Department of General Services (DGS) Statewide Travel Program (STP) updates?
For general information regarding lodging resources and the upcoming DGS Preferred Hotel Program, please reference DGS STP's Lodging Resources for Government Travel. Agency Travel Coordinators receive regular notifications from STP via emails, STP Newsletters, and Travel Coordinator Meetings. Agency employees can subscribe to travel-related updates using a government email address at https://public.govdelivery.com/accounts/CADGS/subscriber/new?topic_id=CADGS_128.
Section 3 - Excess Lodging Rate Requests
3.1 What is an Excess Lodging Rate Request?
An Excess Lodging Rate Request is a form (STD 255C) that may be submitted by an employee for travel on authorized travel status for a base (nightly) lodging room rate that exceeds the current applicable State rate provided in CalHR Manual Section 2203.
3.2 Who can submit an Excess Lodging Rate Request?
An employee who is traveling on authorized travel status may submit an Excess Lodging Rate Request (STD 255C) for a base (nightly) lodging room rate that exceeds the current applicable State rate provided in CalHR Manual Section 2203.
3.3 Who approves an Excess Lodging Rate Request?
Typically, if the base (nightly) room rate exceeds the current State rate, then an Excess Lodging Rate Request (STD 255C) must be submitted by the employee and approved by the employee's department and, if required, by CalHR before the trip takes place. However, Excess Lodging Rate Requests (STD 255C) for certain exceptional travel circumstances may be approved by the employee's department in accordance with applicable language in CalHR Manual Section 2201.
3.4 How do the lodging rate changes that are effective on January 1, 2024, affect Excess Lodging Rate Requests for travel between January 1, 2024 and September 30, 2024?
The existing Excess Lodging Rate Request (STD 255C) process in CalHR Manual Section 2201 continues to apply. For travel that occurs between January 1, 2024 and September 30, 2024, Excess Lodging Rate Requests (STD 255C) are required for rates that exceed the State's updated maximum short-term lodging reimbursement rates provided in CalHR Manual Section 2203.
3.5 How do the lodging rate changes that are effective on October 1, 2024 affect Excess Lodging Rate Requests for travel on or after October 1, 2024?
Please refer to sections 2.7, 2.8, and 2.9 above for information about the Excess Lodging process effective October 1, 2024.
3.6 When will the Excess Lodging Rate Request form (STD 255C) be updated?
CalHR will issue an HR Announcement when an updated form (STD 255C) and/or report templates are available.
3.7 Where can I find more information about the Excess Lodging Rate Request process?
CalHR Manual Section 2201 provides detailed information about the Excess Lodging Rate Request process, including:
- Types of Excess Lodging Rates Requests, such as:
- After-the-Fact Requests.
- Blanket Requests (Declared Emergencies, General Exemptions).
- Group Requests.
- Required comparison quotes from the State's authorized online booking tool.
- Delegated authority to departments.
- Annual Report requirements.
Section 4 - General
4.1 Is an employee's use of an electric rental vehicle, such as a Zero Emission Vehicle (ZEV), to conduct approved state business reimbursable?
Effective
June 1, 2024, an employee may receive reimbursement for using an electric
rental vehicle, such as a Zero Emission Vehicle (ZEV), while conducting
approved state business, if such use is feasible, available, in the best
interest of the state, and through an applicable state contract that supports
approved statewide initiatives as provided in CalHR Manual Section 2201.
4.2 How is mileage reimbursement determined when an employee is on authorized travel status?
Generally, allowable travel reimbursements are based on state business travel away from an employee's designated headquarters location. As provided in CalHR Manual Section 2202, when an employee is required to report to an alternate work location, the employee may be reimbursed for the number of miles driven in excess of their normal commute to work.
CCR sections 599.626.1 and 599.631 provide certain limited exceptions (call back, common carrier, remote headquarters) for excluded employees.
CCR sections 599.626 and 599.630 provide certain limited exceptions (call back, common carrier, remote headquarters) for represented employees, unless superseded by MOU language.
4.3 What is the current Internal Revenue Service (IRS) definition of “incidental expenses"?
Please review IRS Publication 463 (2023), Travel, Gift, and Car Expenses for the current definition of “incidental expenses".
4.4 When are “incidental expenses" reimbursable?
“Incidental expenses" are reimbursable when an employee incurs actual allowable “incidental expenses", as defined by the IRS.
