HR Announcements

January 7, 2025. ​​For 2025, the monthly limit for a Third-Party Pre-Tax Parking Reimbursement Account Program​ deduction from an employee's income to pay for qualified parking will be $325. This amount is an increase of $10 over the limit of $315 in effect for the year 2024.​

April 9, 2024. Effective March 28, 2024, dental (STD-692) and vision (STD-700 and CalHR-774) enrollment forms will have the ‘Disabled Child’ added to the enrollment forms. All dependents certified as a Disabled Dependent should be identified with the dependent type ‘Disabled Child’ when enrolling in benefits. ​

March 14, 2024. Effective January 1, 2024, the State implemented increases to meal and short-term lodging expense reimbursement rates within the existing business and travel reimbursement policy (CalHR Manual Section 2203) for all excluded state employees as well as all rank and file state employees (pursuant to the Memorandums of Understanding) on authorized travel status. 

CalHR has updated CalHR Manual Section 2203 to provide additional clarification regarding the above changes that took effect on January 1, 2024. State Controller's Office (SCO) CalATERS Global has been configured to accept these changes. Please reference CalATERS Global Letter #24-001 for specific processing information.

In addition, effective January 1, 2024, for travel that occurs on or after January 1, 2024, CalHR has updated the receipt policy for meal and incidental expenses in CalHR Manual Section 2203. SCO is taking the necessary steps to implement this change in CalATERS. SCO will release additional communications upon completion of related system updates.

CalHR's Travel Reimbursements page provides general information. To learn more about this and upcoming changes to the travel program, please see CalHR's Travel Frequently Asked Questions page.​

January 11, 2024. In compliance with Government Code Section 8310.6 (Senate Bill 189 - 2022), the State Employee Race/Ethnicity Questionnaire (CalHR 1070 form)​ has been updated to include the following additional ethnicity categories for Black or African American groups:

• ​A descendant of a person or persons who were enslaved in the United States.
  
•  Not a descendant of a person or persons who were enslaved in the United States, including, but not  limited to, African Black, Caribbean Black, or other Black.
  
• Descendant status is unknown or choose not to identify.
  

Please note that if an employee chooses not to identify their race/ethnicity, visual identification is required by Title 29, Code of Federal Regulations section 1602.30 to meet Equal Employment Opportunity Commission EEO-4 reporting requirements. The information collected via this form will be used for statistical analysis as required under Government Code Sections 19792 subdivisions (h) and (i).
​​​​

January 8, 2024. Effective January 1, 2024, the following mileage reimbursement rates apply:

• The personal vehicle mileage reimbursement rate for all state employees is 67 cents per mile.
• The relocation/moving mileage reimbursement rate for all current state employees and new-hires to state service is 21 cents per mile.
• The private aircraft mileage reimbursement rate for all state employees is $1.76 cents per statute mile.

January 5, 2024. For 2024, the Internal Revenue Service (IRS) maximum monthly exclusion amount (monthly limitation) will be $315  for eligible employees (R01, R02, R03, R04, R06, R07, R08, R09, R11, R12, R13, R14, R15, R17, R18, R19, R20, R21, and all excluded employees), including employees headquartered out of state, for:
 

• ​Public transit (mass transit) passes
• 100 percent discount on public transit passes sold by state agencies, up to the monthly exclusion amount provided by the IRS. 
• 100 percent reimbursement on public transit passes purchased by state employees, up to the monthly exclusion amount provided by the IRS.
• Vanpool drivers and riders
• 100 percent reimbursement on the monthly fee, up to the monthly exclusion amount provided by the IRS.
  

CalHR’s Commute Programs page​ and Frequently Asked Questions page​ provide general information. 

​

December 21, 2023. ​​​​Effective May 1, 2018, CalHR implemented the Bicycle Commuter Program (Program). Through the Program, the State of California voluntarily provides a taxable benefit to eligible state employees. The Program encourages employees to consider bicycle commuting as a means of active transportation.
 
As a reminder, the HR Manual section 1425 – Bicycle Commuter Program requires non-CalATERS departments to complete and electronically submit the Bicycle Commuter Benefit Program Report for the previous calendar year to CalHR (Travelmanager@calhr.ca.gov​) by January 31.​

December 21, 2023. ​​​​​​​​​​The Bay Area Commuter Benefits Program (Program) applies to all affected agencies and departments in the nine San Francisco Bay Area counties (Alameda, Contra Costa, Marin, Napa, San Francisco, San Mateo, Santa Clara, Solano, and Sonoma).

In order to comply with the Program requirements, all affected departments should electronically submit the following completed documents to CalHR at travelmanager@calhr.ca.gov​ by January 31, 2024.

• Annual Report (submitted on CalHR's Bay Area Commuter Benefits Program Annual Report Template.
• Copy of notice to employees (see CalHR's Sample Notice).
  

​CalHR's Bay Area Commuter Benefits Program page provides additional information about the steps departments must complete to register and maintain Program compliance.

Affected state agencies and departments may contact travelmanager@calhr.ca.gov for additional clarification.​

December 12, 2023. ​​Effective January 1, 2024, the State is implementing increases to meal and short-term lodging expense reimbursement rates within the existing business and travel reimbursement policy (CalHR Manual Section 2203) for all excluded state employees as well as all rank and file state employees (pursuant to the express terms of the Memorandums of Understanding) on authorized travel status. 
 
CalHR has released the updated CalHR Manual Section 2203 to reflect the above changes that will take effect on January 1, 2024. In addition, the State Controller’s Office (SCO) is taking necessary steps to implement these changes in CalATERS. SCO will release additional communications upon completion of system updates.
 
CalHR’s Travel Reimbursements page provides general information. To learn more about this and upcoming changes to the travel program, please see CalHR’s new Travel Frequently Asked Questions page​.
​

October 19, 2023. ​​Effective October 1, 2023, the following mass transit and vanpool subsidy increases apply to eligible employees, including employees headquartered out of state, in Bargaining Units 1, 3, 4, 6, 7, 11, 12, 14, 15, 17, 19, 20, and 21, and all excluded employees, regardless of CBID:

• Public transit (mass transit) passes
• ​100 percent discount on public transit passes sold by state agencies, up to the monthly exclusion amount provided by the Internal Revenue Service (IRS).  
•  100 percent reimbursement on public transit passes purchased by state employees, up to the monthly exclusion amount provided by the IRS.
• ​Vanpool drivers and riders
• 100 percent reimbursement on the monthly fee, up to the monthly exclusion amount provided by the IRS.
  

August 24, 2023. August 23, 2023. Effective immediately, the addresses for submitting dental premium payments directly to Delta Dental for State-Sponsored Dental Plans (excluding COBRA) by departments have changed. Departments should use the following updated addresses to send dental premium payments directly to Delta Dental:
 
PPO Mailing Address:
Delta Dental of California
Attn: Accounts Receivable
PO Box 884460
Los Angeles, CA 90088-4460
 
Delta Care Mailing Address:
Attn: Accounts Receivable
Delta Dental Insurance Company
PO Box 647006
Dallas TX 75264-7006​

August 2, 2023. Assembly Bill 1887 prohibits state agencies from requiring any of its employees, officers or members to travel to, or approving a request for state-funded or state-sponsored travel to, any state that has enacted discriminatory laws or practices on the basis of sexual orientation, gender identity, or gender expression, subject to certain exceptions.
 
On July 14, 2023, the Attorney General added the following three states to the restricted travel list with the following effective dates:

• Missouri – Effective August 28, 2023
• Nebraska – Effective October 1, 2023
• Wyoming – Effective July 14, 2023

July 18, 2023. Excess lodging rate requests are required if the requested lodging rate is more than the state rate. All excess lodging rate requests for amounts above the delegated amount of $250 per night continue to require CalHR approval in advance. Departments shall continue to follow their current processes for completing and submitting excess lodging rate requests to CalHR.
 
General Reminders

• Departments shall review whether the requested lodging is in the best interest of the state before submitting requests to CalHR. All moderately priced lodging options are to be considered in order to determine the lodging that is in the best interest of the state. If an employee’s preferred hotel chain is not the lodging that is in the best interest of the state, then the lodging that is in the best interest of the state shall be selected.
• Moderately priced lodging may include 2- and 3-star hotels in Concur.
• Per DGS Management Memo 14-03, all travel is to be booked through CalTravelStore/Concur. It is CalHR’s understanding from DGS that conference rates and short-term rentals are allowable exceptions to booking lodging via CalTravelStore/Concur. Reasonable accommodations may also be allowable exceptions. For additional questions regarding the requirement to book travel via CalTravelStore/Concur, please contact DGS’s Statewide Travel Program at statewidetravelprogram@dgs.ca.gov.
• Lodging booked outside of Concur due to an allowable exception (such as a conference rate) must be clearly explained in the “justification for alternate booking arrangement” section of the Excess Lodging Rate Request Form (STD 255C).
• The three required comparison quotes must clearly include the requested travel dates (such as a Concur printout or screenshot).
• ​“Headquarters City” refers to the employee’s headquarters city.
• The current Excess Lodging Rate Request Form (STD 255C) has been available since October 2019. As noted in CalHR’s July 11, 2019, HR Announcement, CalHR will not accept requests submitted on outdated versions of the STD 255C.
• Only submit completed forms to CalHR for review. Please include all department contact information and approval signatures.
• State departments are prohibited from requiring any of their employees, officers or members to travel to, or approving a request for state-funded or state-sponsored travel to, any state that has enacted discriminatory laws or practices on the basis of sexual orientation, gender identity, or gender expression, subject to certain exceptions. To view the list of banned states, visit the California Attorney General's website.
• For rank-and-file employees, departments should review applicable Memoranda of Understanding for specific language governing travel.
  

• All after-the-fact requests must be submitted to CalHR with three comparison quotes for the requested travel dates (if available) along with an explanation for the late submission.
• CalHR reviews after-the-fact requests on a case-by-case basis.
  

• ​The reporting period for annual reports is July 1 – June 30 of each year. All departments who have approved delegated excess lodging rate requests are required to submit their annual reports to travelmanager@calhr.ca.gov by August 31. Each department’s report must include all approved delegated requests. Please include department contact information in the submission email.
• An updated Excel template for annual reports is now available in the “Forms” section of HR Manual section 2201- Travel and Relocation Policy.
  

May 12, 2023. Effective immediately, with the implementation of the CalHR Online HR Manual​, PML’s became obsolete, but are still accessible online for historical purposes. As such, information found in PMLs should not be used as guidance unless specifically referenced by someone at CalHR. Currently, CalHR is working to draft policies covering subjects that previously may have been in a PML but that now require change.
 
This communication is to address a few aspects of PML 2007-026.
 
California Code of Regulations section 599.668 states departments can make salary corrections up to one year from the time corrective action was initiated and references various salary rules. Additionally, Government Code section 19815.8 limits the amount of time employees can seek relief concerning laws administered by CalHR. For this reason, while we are working on a policy to address this, departments are not delegated to back date pay beyond one year.  To request a backdate that changes an employee’s salary or pay history, including pay differentials and merit salary adjustments beyond one year, please email psb@calhr.ca.gov. The request should include a summary of the issue, the employee’s name, how the issue came to your attention, and what you are requesting.
 
Position allocation backdates beyond 60 work days must be submitted to PMD for approval. This includes, but is not limited to, corrections that are the result of an appointment to the wrong alternate range of a deep class.
 
Additionally, departments are no longer allowed to place the employee at maximum of the classification if their Merit Salary Adjustment (MSA) places them at $25 or less to maximum of the classification.
 
Questions regarding position allocation backdates can be sent directly to your department’s designated PMD analyst. Questions about pay backdates and $25 to max of the MSA can be emailed to psb@calhr.ca.gov.​

April 18, 2023. Effective May 1, 2023, the State Controller’s Office (SCO) will no longer accept outdated versions of the STD 692 Dental Enrollment form. Departments should confirm that all dental plan enrollments, cancellations, and changes are submitted to SCO on the most current version of the STD 692 Dental Enrollment form. The current version of the form can be accessed through the Benefits Calculator and features a revision date of 3/2021. CalHR strongly encourages departments and employees to utilize the Benefits Calculator to fill out the Dental Enrollment form to ensure that the form is completed accurately.
 
Related HR Manual Policy: 1403 - Dental​​

January 27, 2023. Beginning with the March birth month DRV cycle, HR offices are required to re-verify eligibility of employee dependents for continued enrollment in Dental and Premier Vision benefits through the Family Connect Portal (FCP).
 
Detailed information for state personnel offices, including procedures and FAQs can be found on the DRV page on the CalHR Benefits website.
 
Applicable updates have been made to the CalHR Human Resources Manual 1424- Dependent Re-verification (DRV)​.

January 23, 2023. Effective January 1, 2023, the following mileage reimbursement rates apply:

• The personal vehicle mileage reimbursement rate for all state employees is 65.5 cents per mile.
• The relocation/moving mileage reimbursement rate for all current state employees and new-hires to state service is 22 cents per mile.
• The private aircraft mileage reimbursement rate for all state employees is $1.74 cents per statute mile.

December 20, 2022. The Bay Area Commuter Benefits Program (Program) applies to all affected agencies and departments in the nine San Francisco Bay Area counties (Alameda, Contra Costa, Marin, Napa, San Francisco, San Mateo, Santa Clara, Solano, and Sonoma).
 
In order to comply with the Program requirements, all affected departments should electronically submit the following completed documents to CalHR at travelmanager@calhr.ca.gov by January 31, 2023.

• Annual Report (submitted on CalHR’s Bay Area Commuter Benefits Program Annual Report Template).
• Copy of notice to employees (see CalHR’s Sample Notice).
  

December 20, 2022. ​For 2023, the Internal Revenue Service (IRS) maximum monthly exclusion amount (monthly limitation) will be $300 for eligible employees (R02, S02, M02, R08, S08, M08 and related CEA positions (CEAs must be directly tied to Bargaining Unit 8), R09, S09, M09, R13, S13, R18, S18, and M18), including employees headquartered out of state, for:

• ​Public transit (mass transit) passes,
  

• 100 percent discount on public transit passes sold by state agencies, up to the monthly exclusion amount provided by the IRS. 
  
• 100 percent reimbursement on public transit passes purchased by state employees, up to the monthly exclusion amount provided by the IRS.
• Vanpool drivers and riders
• 100 percent reimbursement on the monthly fee, up to the monthly exclusion amount provided by the IRS.

December 19, 2022. Effective May 1, 2018, CalHR implemented the Bicycle Commuter Program (Program). Through the Program, the State of California voluntarily provides a taxable benefit to eligible state employees. The Program encourages employees to consider bicycle commuting as a means of active transportation.
 
As a reminder, the HR Manual section 1425 – Bicycle Commuter Program requires non-CalATERS departments to complete and electronically submit the Bicycle Commuter Benefit Program Report for the previous calendar year to CalHR (Travelmanager@calhr.ca.gov​) by January 31.​​

December 9, 2022. For 2023, the monthly limit for a Third Party Pre-Tax Parking Reimbursement Account Program​ deduction from an employee's income to pay for qualified parking will be $300. This amount is an increase of $20 over the limit of $280 in effect for the year 2022.​

November 23, 2022. ​Effective December 1, 2022, the following mass transit and vanpool subsidy increases apply to eligible employees, including employees headquartered out of state, in Bargaining Unit 8, related excluded employees designated S08 and M08, and related CEA positions (CEAs must be directly tied to Bargaining Unit 8):

• Public transit (mass transit) passes
• 100 percent discount on public transit passes sold by state agencies, up to the monthly exclusion amount provided by the Internal Revenue Service (IRS).  
• 100 percent reimbursement on public transit passes purchased by state employees, up to the monthly exclusion amount provided by the IRS.
• ​Vanpool drivers and riders
• 100 percent reimbursement on the monthly fee, up to the monthly exclusion amount provided by the IRS.
  

For 2022, the maximum monthly exclusion amount provided by the IRS is $280.
 
The combined maximum allowable monthly exclusion amount for employees who are eligible to claim both mass transit and vanpool shall not exceed the combined IRS maximum monthly exclusion amount.
 
California Code of Regulations section 599.936 (Transit and Vanpool Incentives – Excluded Employees) provides mass transit and vanpool commute language for excluded employees. The MOUs provide mass transit and vanpool commute language for represented employees. CalHR’s Commute Programs page and Frequently Asked Questions page​​ provide general information. ​

October 25, 2022. ​​​Under the “Improving Affordability and Access to Healthcare” provision in the Memorandum of Understanding with the Service Employees International Union – Local 1000 (SEIU), the state agreed to provide 24 monthly payments in the amount of $260 during the period of July 1, 2020, to June 30, 2022, to SEIU-represented employees and related excluded employees who were eligible for health benefits, including those who were not enrolled in a health plan.

Some SEIU-represented and related excluded employees who enrolled in the FlexElect or CoBen Cash Option program effective July 1, 2022, did not receive their last monthly $260 cash payment for June 2022. Instead, they received the applicable FlexElect or CoBen Cash Option payment.

The state will issue payment for the gross difference between the FlexElect or CoBen Cash received by employees and the $260 monthly cash benefit.
Detailed information for state personnel offices, including specific instructions regarding distribution of the employee announcement, is contained in this memorandum to departmental personnel offices​.

For information on the FlexElect or CoBen cash option benefit please visit the benefits website​.

September 29, 2022. ​Effective October 1, 2022, the following mass transit and vanpool subsidy increases apply to eligible employees, including employees headquartered out of state, in Bargaining Units 2 (R02), 9 (R09), and 18 (R18) and related excluded employees designated S02, M02, S09, M09, S18, and M18:

• Public transit (mass transit) passes

• 100 percent discount on public transit passes sold by state agencies, up to the monthly exclusion amount provided by the Internal Revenue Service (IRS).  
• 100 percent reimbursement on public transit passes purchased by state employees, up to the monthly exclusion amount provided by the IRS.
  

• Vanpool drivers and riders
• ​100 percent reimbursement on the monthly fee, up to the monthly exclusion amount provided by the IRS.

 For 2022, the maximum monthly exclusion amount provided by the IRS is $280.
 
The combined maximum allowable monthly exclusion amount for employees who are eligible to claim both mass transit and vanpool shall not exceed the combined IRS maximum monthly exclusion amount.
 
California Code of Regulations section 599.936 (Transit and Vanpool Incentives – Excluded Employees) provides mass transit and vanpool commute language for excluded employees. The MO​Us provide mass transit and vanpool commute language for represented employees. CalHR’s Commute Programs page and Frequently Asked Questions page​ provide general information. ​

August 29, 2022. Assembly Bill 1887 prohibits state agencies from requiring any of its employees, officers or members to travel to, or approving a request for state-funded or state-sponsored travel to, any state that has enacted discriminatory laws or practices on the basis of sexual orientation, gender identity, or gender expression, subject to certain exceptions.
 
Effective August 19, 2022, the Attorney General added Georgia to the restricted travel list.
To view the entire list of banned states, visit the California Attorney General's website​.

Previously approved discretionary travel to Georgia must be cancelled. All mission critical travel to banned states must be resubmitted to Department Directors and Agency Secretaries (or their designees) to ensure they meet the exception criteria. New mission critical trips not already submitted within an approved out-of-state travel blanket will require final approval from the Governor's Office through the individual trip request process.
 
For additional information regarding AB 1887 and out-of-state travel, please review HR Manual section 2201 – Travel and Relocation Policy​.​

July 28, 2022. Effective August 2, 2022, the following mass transit and vanpool subsidy increases apply to eligible employees, including employees headquartered out of state, in Bargaining Unit 13 and related excluded employees designated S13:

• Public transit (mass transit) passes
• 100 percent discount on public transit passes sold by state agencies, up to the monthly exclusion amount provided by the Internal Revenue Service (IRS).  
• 100 percent reimbursement on public transit passes purchased by state employees, up to the monthly exclusion amount provided by the IRS.
• Vanpool drivers and riders
• 100 percent reimbursement on the monthly fee, up to the monthly exclusion amount provided by the IRS.

CalHR’s Commute Programs page and Frequently Asked Questions page​ provide general information.​

July 21, 2022. Effective August 1, 2022, there will no longer be a three-year commitment for the dental cash option. Once enrolled in the cash option in lieu of dental benefits, the employee will no longer be prohibited from reenrolling in a state-sponsored dental plan for three plan years. Employees who are currently enrolled in the dental cash option may enroll in a state sponsored dental plan during the next open enrollment period or due to a permitting event.
​​

July 20, 2022. Excess lodging rate requests are required if the requested lodging rate is more than the state rate. All excess lodging rate requests for amounts above the delegated amount of $250 per night continue to require CalHR approval in advance. Departments shall continue to follow their current processes for completing and submitting excess lodging rate requests to CalHR.

General Reminders

• ​Departments shall review whether the requested lodging is in the best interest of the state before submitting requests to CalHR. All moderately priced lodging options are to be considered in order to determine the lodging that is in the best interest of the state. If an employee’s preferred hotel chain is not the lodging that is in the best interest of the state, then the lodging that is in the best interest of the state shall be selected.
• Moderately priced lodging may include 2- and 3-star hotels in Concur.
• Per DGS Management Memo 14-03, all travel is to be booked through CalTravelStore/Concur​. It is CalHR’s understanding from DGS that conference rates and short-term rentals are allowable exceptions to booking lodging via CalTravelStore/Concur​. Reasonable accommodations may also be allowable exceptions. For additional questions regarding the requirement to book travel via CalTravelStore/Concur, please contact DGS’s Statewide Travel Program at statewidetravelprogram@dgs.ca.gov​.
  
• Lodging booked outside of Concur due to an allowable exception (such as a conference rate) must be clearly explained in the “justification for alternate booking arrangement” section of the Excess Lodging Rate Request Form (STD 255C).
• The three required comparison quotes must clearly include the requested travel dates (such as a Concur printout or screenshot).
• “Headquarters City” refers to the employee’s headquarters city.
• The current Excess Lodging Rate Request Form (STD 255C) has been available since October 2019. As noted in CalHR’s July 11, 2019, HR Announcement, CalHR will not accept requests submitted on outdated versions of the STD 255C.
• Only submit completed forms to CalHR for review. Please include all department contact information and approval signatures.
• State departments are prohibited from requiring any of their employees, officers or members to travel to, or approving a request for state-funded or state-sponsored travel to, any state that has enacted discriminatory laws or practices on the basis of sexual orientation, gender identity, or gender expression, subject to certain exceptions. To view the list of banned states, visit the California Attorney General's website.
• For rank-and-file employees, departments should review applicable Memoranda of Understanding for specific language governing travel.
  

• ​All after-the-fact requests must be submitted to CalHR with three comparison quotes for the requested travel dates (if available) along with an explanation for the late submission.
• CalHR reviews after-the-fact requests on a case-by-case basis.
  

• The reporting period for annual reports is July 1 – June 30 of each year. All departments who have approved delegated excess lodging rate requests are required to submit their annual reports to travelmanager@calhr.ca.gov by August 31. Each department’s report must include all approved delegated requests. Please include department contact information in the submission email.
• An updated Excel template for annual reports is now available in the “Forms” section of HR Manual section 2201- Travel and Relocation Policy.
  

July 20, 2022. Assembly Bill 1887 prohibits state agencies from requiring any of its employees, officers or members to travel to, or approving a request for state-funded or state-sponsored travel to, any state that has enacted discriminatory laws or practices on the basis of sexual orientation, gender identity, or gender expression, subject to certain exceptions.
 
On June 30, 2022, the Attorney General added the following four states to the restricted travel list with the following effective dates:

• Arizona – Effective September 28, 2022
• Indiana – Effective July 1, 2022
• Louisiana – Effective August 1, 2022
• Utah – Effective July 1, 2022

July 20, 2022. Effective July 1, 2022, for the final six months of 2022, the private aircraft mileage reimbursement rate for all state employees is $1.81 cents per statute mile.

Related HR Manual Policy: 2202 - Mileage Reimbursement​​