This PML is superseded by the HR Manual and is no longer active.
PML Number
2006-013
Title
Travel/Relocation - Delegation of Excess Lodging Rate Requests
Date Issued
April 6, 2006
Owner
Benefits Division
Contact
Ray Asbell
Statewide Travel/Relocation Coordinator
(916) 324-0526
RayAsbell@dpa.ca.gov
Signed By
Debbie Endsley, Benefits Division
Content
Effective April 6, 2006, the Department of Personnel Administration (DPA) will delegate certain portions of the approval process for the Excess Lodging Rate Request Form (STD 255C).  The changes are related to the delegation of the approval of lodging associated with conferences/conventions under $150 per night and regular travel under $140 per night.  The STD 255C has been revised to reflect these changes and is attached (attachment A).  Please discard any old versions of the STD 255C that you may have.
The following information details the changes with the approval process.
Delegation of Excess Lodging Rates
•	Delegated authority to internally approve the STD 255C prior to the trip taking place for the following:
•	all conferences/conventions (State and non-State sponsored) under $150 per night, plus tax.
•	regular travel under $140 per night, plus tax.
•	Agency/Departmental internal approval and advance DPA approval must be given at least 10 days prior to the trip taking place for the following:
•	all conferences/conventions (State and non-State sponsored) over $150 per night, plus tax.  
•	regular travel over $140 per night, plus tax.
Documented “Good Faith Effort” to Obtain Low Cost Lodging
•	All State employees must make a “good faith effort” to obtain lodging at or below the State rate.  A “good faith effort” is defined as making contact with at least three moderately priced lodging establishments.  The current State lodging rates have been included on the revised STD 255C; Agencies/Departments are expected to continue to locate and use lodging at or below these rates.  The Department of General Services (DGS) provides a listing of vendors who offer lodging at or below the State approved rates at the following site: http://www.catravelsmart.com/default.htm.
Documenting Excess Lodging Rate Requests
•	All Excess Lodging Rate Requests must be kept on file for three years (current year plus two previous years) at each Agency/Department for audit.  A spreadsheet documenting approved Excess Lodging Rate Requests shall be completed and submitted to DPA on an annual basis.  The reporting period shall be from July 1 – June 30 of each year.  The report must be submitted electronically to the DPA contact (Ray Asbell) in Excel, via email, no later than August 31.  A sample which reflects the required format of this report has been attached for your review (attachment B).
The process detailed above must be followed in order to pay lodging claims in excess of the published State rate.  
If you have questions or need assistance with this delegated process, or any travel related issues, please contact Ray Asbell at the phone number or email address listed above.