2025 Excess Lodging Rate Requests and Annual Reports – Reminders​

July 8, 2025. 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.

Departments are delegated 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.

 

Effective July 1, 2025, all excess lodging rate requests over $350 are to be submitted for CalHR approval through the Request Tracking System (RTS), an on-line software solution to manage and track various requests from team members, managers/supervisors, and state administrative offices.

The RTS will:

  • Allow users to submit excess lodging rate requests through a user-friendly interface via a web portal.
  • Provide real-time updates on the status of requests, allowing users to track progress from submission to resolution.
  • Offer a reporting tool to analyze patterns, response times and other metrics to improve our service delivery.

Information about RTS, including a User Guide and Frequently Asked Questions, was emailed to Travel Coordinators on June 13, 2025.

 

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 State Administrative Manual section 4117, all travel is to be booked through the State’s authorized online booking tool. Conference rates and short-term rentals are allowable exceptions to booking lodging via the State’s authorized online booking tool. Reasonable accommodations may also be allowable exceptions. For additional questions regarding the requirement to book travel via the State’s authorized online booking tool, please contact DGS’ Statewide Travel Program at statewidetravelprogram@dgs.ca.gov.
  • Lodging booked outside of the State’s authorized online booking tool 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/Approval Form (STD 255C). 
  • The three required comparison quotes must clearly include the requested travel dates (such as printout or screenshot from the State’s authorized online booking tool).
  • The Excess Lodging Rate Request/Approval Form (STD 255C) was revised in June 2025. 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

  • Departments are delegated 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).
  • After-the-fact requests over $350 per night 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, including those that were not required to be submitted to CalHR. Please include department contact information in the submission email.
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