print logo
Main Content Anchor

Business and Travel Expenses

Moving and Relocation Expenses

Employee Designation:  Manager, Supervisor, Confidential, and Excluded
References:  CalHR Rules 599.714.1 - 599.724.1
An employee who must relocate due to promotion or for the benefit of the State (under CalHR rule 599.714.1) may be allowed the following:
 
  • Miscellaneous Expenses:  With receipts up to $200, the employee may be reimbursed for miscellaneous expenses related to the cost of dissolving and establishing a household. (CalHR Rule 599.715.1)
  • Movement of Household Goods: Expenses for moving household goods are reimbursed with certain limitations. (CalHR Rules 599.718.1 and 599.719.1)
  • Subsistence: Up to 60 days of meals, incidentals, and receipted lodging expense at the new headquarters location while the employee looks for a new residence are reimbursable. (CalHR Rule 599.722)
Primary Residence on date of job offer:
 
Sale of Residence: Employee may be reimbursed for certain actual and necessary expenses related to the sale of the old primary residence. (CalHR rule 599.716.1)
OR
Lease/Rental Settlement: Employee may be reimbursed for actual and necessary costs of settling an expired lease to a maximum of one year, or receive reimbursement for up to 30 days penalty on termination of a month-to-month rental agreement.  Claims for this settlement must be documented within nine months following the date employee reported to the new job. (DPA Rule 599.717.1)
OR
Movement of Mobile Home: Employee may be reimbursed for certain expenses related to the tear down, transport, and set up of a mobile home. (CalHR Rule 599.720.1)

Private Vehicle Use

Employee Designation:   Manager, Supervisor, Confidential, and Excluded
References:  CalHR Rule 599.631
When authorized, expenses for the use of a private automobile are reimbursed in accordance with the current mileage reimbursement rate reflected by the IRS.
 
When the vehicle is not parked at the airport, the mileage rate is multiplied by double the number of miles that the employee actually occupied the vehicle between the common carrier terminal and home or headquarters, whichever is less.
 
When travel to or from a common carrier commences or terminates one hour before or one hour after the regularly scheduled work day or on a regularly scheduled day off, distance may be computed from the employee's residence.
 
Employees are reimbursed for ferry, bridge, toll charges, and parking fees while away from headquarters.  Receipts may be required. (CalHR Rule 599.625.1)  Reasonable reimbursement is also allowed if auto is damaged by collision or otherwise accidentally damaged under circumstances described in CalHR Rule 599.631(f).

Travel Expense Reimbursement

Employee Designation:   Manager, Supervisor, Confidential, and Excluded
References:  CalHR Rules 599.615.1 -  599.638.1
 
Short-Term Travel - Meals and Incidentals (for each 24 hours of travel)
 
  • Within State: actual costs up to the prescribed maximum for each meal and incidental.  (CalHR Rule 599.619 (a))
  • Out-of-state: actual costs up to the prescribed maximum for each meal and incidental. (CalHR Rule 599.619 (d))
  • Out-of-country: actual costs up to the maximums set forth in the federal guidelines for out-of-country travel. (CalHR Rule 599.619(d))
Lodging - In State
 
  • All Counties/Cities located in California (except as noted below):

            Actual lodging expense, supported by a receipt, up to $90 per night, plus tax.

  • Napa, Riverside, and Sacramento Counties:

            Actual lodging expense, supported by a receipt, up to $95 per night, plus tax.

  • Los Angeles, Orange, and Ventura Counties and Edwards AFB, excluding the city of Santa Monica:

            Actual lodging expense, supported by a receipt, up to $120 per night, plus tax.

  • Alameda, Monterey, San Diego, San Mateo, Santa Clara Counties:

            Actual lodging expense, supported by a receipt, up to $125 per night, plus tax.

  • San Francisco County and the City of Santa Monica:

            Actual lodging expense, supported by a receipt, up to $150 per night, plus tax.

 
Non-State-Sponsored Business Meetings, Conferences, or Conventions
 
  • With receipt and prior written approval from the employing agency: actual lodging expenses plus applicable taxes.
State-Sponsored Business Meetings, Conferences, or Conventions
 
  • With receipt and prior written approval from the employing agency: actual expenses up to $110 per day plus applicable taxes.
Long-term Travel
 
  • Lodging: actual expense up to $24 for every 24 hours of travel.
  • Meals:  actual expense up to $24 for each 24 hours of travel.
OR
  • Up to $1,130 monthly for receipted rent and utilities and $10 per day for meals.  (Meals are reimbursed only while at the long-term location.)
  Updated: 4/29/2014
One Column Page
Link Back to Top