Travel Program - Frequently Asked Questions

Updated Meal and Lodging Rates Effective for Travel on or after January 1, 2024

Effective January 1, 2024, did the State implement increases to meal expense reimbursement rates and short-term lodging reimbursement rates for all employees on authorized travel status?

Yes, effective January 1, 2024, the State implemented increases to meal expense reimbursement rates and short-term lodging reimbursement rates within the existing 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.

What are the rate changes that the State implemented for travel on or after January 1, 2024?

As provided in the updated rate charts in CalHR Manual Section 2203, the State implemented increases to the meal and short-term lodging expense reimbursement rates within the existing business and travel reimbursement policy.

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 related to 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.

Has the State's receipt policy for meal and incidental expenses changed?

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. 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.

Additional Travel Program Changes Are Coming

When will the State implement additional changes to the Travel Program?

At this point in time, the State has not implemented any changes to the travel reimbursement program. The California Department of Human Resources (CalHR) is working with our implementation partners on the proposed updates to the State's travel reimbursement program.

The State is in the planning process to implement additional elements of 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 shall also include:

Adopting the federal standard M&IE rate established by the GSA at time of travel for in-state and out-of-state travel.
Adopting federal standard and non-standard reimbursement rates at time of travel for in-state, out-of-state, and out-of-country lodging.
Simplifying current reimbursement policy and administration and providing up to 75 percent (75%) of the federal standard rate established by the GSA for M&IE on the first and last day of travel.
Eliminating the state's long-term travel reimbursement rates and adopting the federal standard M&IE reimbursement rates for long-term meals, and receipted lodging shall be reimbursed up to the maximum federal standard and non-standard reimbursement rates.

It is anticipated the new business and travel expense reimbursement program will be implemented in 2024 for excluded employees. Application to rank and file employees is determined by the bargaining process.

How will I receive additional information and/or updates from CalHR regarding the implementation of these future changes to the Travel Program?

CalHR is committed to providing updates surrounding these efforts through various forums and by releasing HR Announcements. Additionally, we will provide similar updates here in our FAQ. More information and details will be provided once a firm implementation date has been determined as well as communications surrounding the changes and related policy guidance.

Excess Lodging Rate Requests

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.

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.

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.

How do the lodging rate changes that are effective on January 1, 2024, affect Excess Lodging Rate Requests for travel on or after January 1, 2024?

The existing Excess Lodging Rate Request (STD 255C) process in CalHR Manual Section 2201 continues to apply. For travel that occurs on or after January 1, 2024, Excess Lodging Rate Requests (STD 255C) will be required for rates that exceed the State's updated maximum short-term lodging reimbursement rates provided in CalHR Manual Section 2203.

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.

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: