HR Announcements

Excess Lodging Rate Requests and Annual Reports - Reminders​

August 7, 2024. In accordance with HR Manual section 2201 – Travel and Relocation policy, Excess Lodging Rate Requests are required if the requested lodging rate is more than the state rate. Typically, state employees who are required to​​ travel for official state business must submit Excess Lodging Rate Requests for advance approval of lodging rates that exceed the state's maximum lodging reimbursement rates. 

Effective September 18, 2023, CalHR delegated authority to departments to make determinations regarding Excess Lodging Rate Requests up to $350 per night as follows, for:

• Requests submitted prior to the travel dates.
• Requests submitted after the travel dates (after-the-fact requests).

All excess lodging rate requests for amounts above the delegated amount of $350 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 the state's current online booking system.
• Per DGS Management Memo 14-03, all travel is to be booked through the state's current online booking system. It is CalHR's understanding from DGS that conference rates and short-term rentals are allowable exceptions to booking lodging via the state's current online booking system. Reasonable accommodations may also be allowable exceptions. For additional questions regarding the requirement to book travel via the state's current online booking system, please contact DGS's Statewide Travel Program at statewidetravelprogram@dgs.ca.gov.
• Lodging booked outside of the state's current online booking system 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 printout or screenshot from the state's current online booking system).
• “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.
• For rank-and-file employees, departments should review applicable Memoranda of Understanding for specific language governing travel.
  

After-the-Fact Requests

• Effective September 18, 2023, CalHR delegated authority to departments to make determinations regarding Excess Lodging Rate Requests up to $350 per night as follows, for:
• Requests submitted prior to the travel dates.
• Requests submitted after the travel dates (after-the-fact requests).

• 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.
  

Annual Reports for Delegated Excess Lodging Rate Requests

• 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 Excel template for annual reports is available in the “Forms" section of HR Manual section 2201- Travel and Relocation policy.
  
  

Mass Transit and Vanpool Commute Program – Increased Subsidies for Employees in Bargaining Unit 16

June 10, 2024. Effective July 1, 2024, the following mass transit and vanpool subsidy increases apply to eligible employees, including employees headquartered out of state, in Bargaining Unit 16:

• 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 2024, the maximum monthly exclusion amount provided by the IRS is $315.

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. 

Travel Program – Method of Travel – Electric Rental Vehicles