Travel Reimbursements

​​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.

General Information

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:

• Method of travel (transportation)
• Meals and incidentals
• Short-term lodging
• Out-of-state travel
• Out-of-country travel
• Personal vehicle mileage 
• Other actual and necessary business and/or travel costs incurred while conducting official state business

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. To learn more about recent and upcoming changes to the travel program, please see CalHR's new Travel Frequently Asked Questions page.​

Meal and Incidental Rates

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.

HR Manual 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.).

​*As noted in HR Manual section 2203 – Allowances and Travel Reimbursements, receipts are not required to claim meal and incidental expenses up to the maximum allowable reimbursement rates specified above. 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.​​​

Effective October 1, 2024:

The “What is the applicable M&IE rate for in-state and out-of-state travel locations?" chart provides the daily M&IE total as well as maximum individual meal reimbursement rates for actual expenses for deduction from the M&IE Total, if needed (see deta​​ils below).

• M&IE Total – Up to the full daily amount received for a single calendar day of travel when that day is neither the first nor last day of travel.
• *Breakfast, Lunch, Dinner – M&IE Total = Breakfast + Lunch + Dinner + Incidentals. Separate amounts for meals are listed for reference as meal amounts must be deducted when such meals are provided ​to the traveler or included in a conference registration, etc. For meals provided, the traveler must deduct the meal cost from the applicable M&IE rate.
• First & Last Day of Travel – Up to the amount received on the first and last day of travel and equals 75% of total M&IE.​
  

Personal Vehicle Mileage Reimbursement Rates

HR Manual 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.​

2023 Personal Vehicle Mileage Reimbursement Rates

*Unless otherwise stated in the applicable MOU, the personal aircraft mileage reimbursement rate is the applicable “Private Aircraft” rate provided in this chart​.​

2024 Personal Vehicle Mileage Reimbursement Rates

*Unless otherwise stated in the applicable MOU, the personal aircraft mileage reimbursement rate is the applicable “Private Aircraft” rate provided in this chart​.​

​Mileage reimbursement covers:

• Gasoline
• The cost of maintenance (oil, lube, routine maintenance)
• Insurance (liability, damage, comprehensive and collision coverage)
• Licensing and registration
• Depreciation and all other costs associated with operation of the vehicle ​
  

Short-Term Lodging Reimbursement Rates

​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.

• Employees who incur approved overnight lodging expenses may be reimbursed.
• Employees must stay at a commercial lodging establishment catering to short-term travelers, such as a hotel, motel, bed and breakfast, public campground, etc.
• Employees must provide a receipt to claim reimbursement; no reimbursement will be paid without a receipt.  

• 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.

Maximum Lodging Reimbursement Rates per Night

**Effective Dates for Maximum Lodging Reimbursement Rate Through December 31, 2023: ​
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