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Travel Program - Frequently Asked Questions

​​​​​​​​​​​​​​​​​​Section 1 - Updated Meal and ​Lod​​ging Rates Effective for Travel on or after January 1, 2024

1.1 Effective January 1, 2024, did the State implement changes 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 changes to meal expense reimbursement rates and short-term lodging reimbursement rates within the 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 through September 30, 2024.

1.2 What are the rate changes that the State implemented for travel on or after January 1, 2024 through September 30, 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 business and travel reimbursement policy.

1.3 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 about 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.​

1.4 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. However, 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.

​​​Section 2 - Updated Meal and Lodging Rates and Related Policy Effective for Travel on or after October 1, 2024​

2.1 Effective October 1, 2024, did the State implement additional changes to the Travel Program?

​Yes, effective October 1, 2024, the State implemented 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 includes:

  • 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.

The new business and travel expense reimbursement program was implemented on October 1, 2024 for excluded employees. CalHR filed amended excluded travel regulations with the Office of Administrative Law. Application to rank and file employees is determined by the bargaining process. Pursuant to the express terms of the Memorandums of Understanding and/or Side Letter Agreements, these same updates apply, effective October 1, 2024, to all rank and file State employees in all bargaining units.

2.2 What is the federal standard M&IE rate established by the GSA?

The federal standard M&IE rate established by the GSA is provided in the “Standard Rate" row at the top of the GSA's M&IE Rates and Breakdown Chart. ​​

2.3 Since the State adopted the federal standard M&IE rate established by the GSA at time of travel for in-state and out-of-state travel, effective October 1, 2024, what are the M&IE rates for travel ?​

Effective October 1, 2024, M&IE rates are as follows:​​

​​What is the applicable M&IE rate for in-state and out-of-state travel locations? ​ ​ ​ ​ ​
M&IE TotalFirst & Last Day of Travel
Breakfast*Lunch*Dinner*Incidental Expenses
Up to $68​Up to $51
$16$19
$28$5

  • M&IE Total – Up to the full daily amount received for a single calendar day of travel when that day is neither the first nor last day of travel.
  • *Breakfast, Lunch, Dinner – M&IE Total = Breakfast + Lunch + Dinner + Incidentals. Separate amounts for meals are listed for reference as meal amounts must be deducted  when such meals are provided to the traveler or included in a conference registration, etc. For meals provided, the traveler must deduct the meal cost from the applicable M&IE rate.
  • First & Last Day of Travel – Up to the amount received on the first and last day of travel and equals 75% of total M&IE.
  • Additionally, as provided in the “M&IE Timeframes" chart in section 2.4 below, the State is adopting updated travel timeframe requirements for allowable M&IE reimbursements for all eligible* employees on authorized travel status.

​2.4 Since the State simplified current reimbursement policy and administration and provides 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, effective October 1, 2024, what are the updated travel timeframes for in-state and out-of-state travel?

Effective October 1, 2024:

  • The State's updated travel timeframes determining allowable reimbursement of M&IE are as follows: 
M&IE Timeframes for In-State (GSA Locations) and Out-of-State (GSA and DOD Locations) Travel:
GSA Federal Standard M&IE Rates Apply

When travel status is 

Maximum reimbursement for actual expenses is

24 hours or m​ore, on ​

The day of departure

Full days of travel

The last day of travel

Up to 75% of the applicable M&IE GSA standard rate.

Up to 100%​ of the applicable M&IE GSA standard rate.

Up to 75% of the applicable M&IE GSA standard rate.​

More than 12 but less than 24 hours
​Up to 75% of the applicable M&IE standard rate for each calendar day in a travel status.
​​Travel less than 12 hours​

​Not eligible for M&IE reimbursement.​
Effective October 1, 2024:
  • The “What is the applicable M&IE rate for in-state and out-of-state travel locations?” chart in section 2.3 above provides the daily M&IE total as well as maximum individual meal reimbursement rates for actual expenses for deduction from the M&IE Total, if needed.​

2.5 Since the State simplified current reimbursement policy and administration and provides up to 75 percent (75%) of the applicable federal rate established by the federal Department of State for M&IE on the first and last day of travel, effective October 1, 2024, what are the updated travel timeframes for out-of-country travel?

Effective October 1, 2024:

  • The State's updated travel timeframes determining allowable reimbursement of M&IE are as follows:​

M&IE Timeframes for Out-of-State (Department of State Locations) Travel:
​​Federal Department of State​​ M&IE Rates Apply

When travel status is 
Maximum reimbursement for actual expenses is
24 hours or m​ore, on 

The day of departure


Full days of travel


The last day of travel

Up to 75% of the applicable Department of State M&IE rate for the location of travel.

Up to 100% of the applicable Department of State M&IE rate for the location of travel.

Up to 75% of the applicable Department of State M&IE rate for the location of travel.

More than 12 but less than 24 hours
Up to 75% of the applicable Department of State M&IE rate for the location of travel for each calendar day in a travel status.
​​Travel less than 12 hours

Not eligible for M&IE reimbursement.​

Effective October 1, 2024:

  • As referenced in the “What is the applicable M&IE rate for out-of-country travel locations?" chart below, the federal Department of State's Appendix B of Chapter 301-Federal Travel Regulation: Allocation of M&IE Rates to Be Used in Making Deductions from the M&IE Allowance provides the daily M&IE total as well as the maximum individual meal reimbursement rates for actual expenses for deduction from the applicable M&IE Total for out-of-country travel locations, if needed.
What is the applicable M&IE rate for out-of-country travel locations? ​ ​ ​ ​ ​
M&IE TotalFirst & Last of Day of TravelBreakfast*Lunch*Dinner*Incidental Expenses
See the Department of State's Appendix B of Chapter 301-Federal Travel Regulation: Allocation of M&IE Rates to Be Used in Making Deductions from the M&IE Allowance for applicable M&IE rates. ​ ​ ​ ​ ​

 

  • M&IE Total – Up to the full daily amount received for a single calendar day of travel when that day is neither the first nor last day of travel.
  • *Breakfast, Lunch, Dinner – M&IE Total = Breakfast + Lunch + Dinner + Incidentals. Separate amounts for meals must be deducted when such meals are provided to the traveler or included in a conference registration, etc. For meals provided, the traveler must deduct the meal cost from the applicable M&IE rate.
  • First & Last Day of Travel – Up to the amount received on the first and last day of travel and equals 75% of total M&IE.​

2.6 Since the State adopted federal standard and non-standard reimbursement lodging rates at time of travel, effective October 1, 2024, what are the lodging rates for travel ?

Effective October 1, 2024: 

The State's maximum reimbursement rates for receipted lodging align with the applicable standard and non-standard federal lodging rates, as follows:

  • GSA​ (in-state and certain out-of-state locations): The continental United States and Washington, D.C. (CONUS)

  • D​OD​ (certain out-of-state locations): Non-foreign areas outside of CONUS (Alaska, Hawaii, U.S. Territories and Possessions)

  • State Department (out-of-country): Foreign areas ​

CalHR's “In-State Lodging" chart below provides a quick reference to the GSA's FY 2025 (October 1, 2024 – September 30, 2025) lodging rates for California as follows:

CalHR’s “In-State Lodging” Chart​

County

2024 Oct

Nov

Dec

2025 Jan

Feb

Mar

Apr

May

Jun

Jul

Aug

Sep

Standard Rate applies for all locations without specified rates

$110

$110

$110

$110

$110

$110

$110

$110

$110

$110

$110

$110

Alameda

$145

$145

$145

$145

$145

$145

$145

$145

$145

$145

$145

$145

City limits of Santa Monica

$273

$273

$273

$273

$273

$273

$273

$273

$273

$273

$273

$273

Contra Costa

$147

$147

$147

$147

$147

$147

$147

$147

$147

$147

$147

$147

El Dorado

$141

$141

$247

$247

$247

$247

$143

$143

$171

$171

$171

$141

Fresno

$129

$129

$129

$129

$129

$129

$129

$129

$129

$129

$129

$129

Humboldt

$125

$125

$125

$125

$125

$125

$125

$125

$172

$172

$172

$125

Inyo / NAWS China Lake

$142

$142

$142

$142

$142

$142

$142

$142

$142

$142

$142

$142

Kern

$132

$132

$132

$132

$132

$132

$132

$132

$132

$132

$132

$132

Los Angeles / Orange / Ventura / Edwards AFB less the city of Santa Monica

$191

$191

$191

$191

$191

$191

$191

$191

$191

$191

$191

$191

Madera

$135

$135

$135

$135

$135

$135

$135

$135

$135

$135

$135

$135

Marin

$153

$153

$153

$153

$153

$153

$153

$153

$175

$175

$175

$175

Mariposa

$181

$181

$181

$203

$203

$203

$203

$181

$181

$181

$181

$181

Mendocino

$129

$129

$129

$129

$129

$129

$129

$129

$129

$129

$129

$129

Mono

$139

$139

$195

$195

$195

$195

$139

$139

$139

$139

$139

$139

Monterey

$191

$191

$191

$191

$199

$199

$199

$199

$199

$279

$279

$191

Napa

$246

$246

$172

$172

$246

$246

$246

$246

$246

$246

$246

$246

Nevada

$142

$142

$169

$169

$169

$146

$146

$146

$173

$173

$173

$142

Placer

$131

$131

$131

$131

$131

$131

$131

$131

$131

$131

$131

$131

Riverside

$186

$186

$186

$186

$186

$186

$186

$141

$141

$141

$141

$141

Sacramento

$150

$150

$150

$150

$150

$150

$150

$150

$150

$150

$150

$150

San Bernardino

$124

$124

$124

$124

$124

$124

$124

$124

$124

$124

$124

$124

San Diego

$199

$199

$199

$199

$199

$199

$199

$199

$237

$237

$199

$199

San Francisco

$272

$272

$272

$259

$259

$259

$259

$259

$259

$259

$259

$272

San Joaquin

$132

$132

$132

$132

$132

$132

$132

$132

$132

$132

$132

$132

San Luis Obispo

$163

$163

$163

$163

$163

$163

$163

$163

$203

$203

$163

$163

San Mateo

$183

$183

$183

$183

$183

$183

$183

$183

$183

$183

$183

$183

Santa Barbara

$205

$205

$205

$205

$205

$205

$205

$205

$205

$262

$262

$205

Santa Clara

$192

$192

$192

$192

$192

$192

$192

$192

$192

$192

$192

$192

Santa Cruz

$139

$139

$139

$139

$139

$139

$139

$139

$176

$176

$176

$139

Sonoma

$157

$157

$157

$157

$157

$157

$157

$157

$157

$157

$157

$157

Tulare

$131

$131

$131

$131

$131

$131

$131

$131

$131

$131

$131

$131

Yolo

$142

$142

$142

$142

$142

$142

$142

$142

$142

$142

$142

$142


2.7 Effective October 1, 2024, did the State update the Exce​​ss Lodging Rate Request process for travel?

Yes, the State updated the Excess Lodging Rate Request process as provided below for out-of-state and out-of-country locations of travel.

In-State Lodging

If a traveling employee cannot obtain lodging at or below the applicable federal standard or non-standard in-state lodging rate for their location of travel, then CalHR's existing Excess Lodging process (as provided in CalHR Manual Section 2201) continues to apply:

  • Delegated authority to departments up to $350 per night.
  • Three comparison quotes from the State's authorized online booking tool for the requested travel dates.

Out-of-State and/or Out-of-Country Lodging

If a traveling employee cannot obtain lodging at or below the applicable federal standard or non-standard out-of-state or out-of-country lodging rate for their location of travel, then CalHR's Excess Lodging process, which has been updated in CalHR Manual Section 2201, applies, as follows:

  • Delegated authority to departments up to $350 per night.
  • Three comparison quotes from the State's authorized online booking tool for the requested travel dates.​

2.8 Since the State adopted federal standard and non-standard reimbursement lodging rates at time of travel, effective October 1, 2024, are there any changes to out-of-state travel policy?

Yes, effective October 1, 2024, the Excess Lodging process detailed in 2.7 above applies to out-of-state travel.

2.9 Since the State adopted federal standard and non-standard reimbursement lodging rates at time of travel, effective October 1, 2024, are there any changes to out-of-country travel policy?

Yes, effective October 1, 2024, the Excess Lodging process detailed in 2.7 above applies to out-of-country travel.​

2.10 Since the State eliminated the State's long-term travel reimbursement rates and adopted the federal standard M​​&IE reimbursement rates for long-term meals, and since receipted lodging shall be reimbursed up to the maximum federal standard and non-standard reimbursement rates, effective October 1, 2024, how will reimbursement for long-term M&IE and lodging change?

Effective October 1, 2024:

  • Actual expenses for long-term meals, incidentals, and receipted lodging will be reimbursed up to the maximum rates provided above for short-term travel.

2.11 Effective October 1, 2024, how do I know which federal M&IE rates and/or which federal lodging rates apply to my location of travel?

Effective October 1, 2024, the following federal M&IE and lodging rates apply:

What are the applicable federal M&IE and lodging rates? ​ ​ ​
CategoryIn-State TravelOut-of-State TravelOut-of-Country Travel
M&IEUp to the applicable GSA federal standard rateUp to the applicable GSA federal standard rateUp to the applicable Department of State federal standard or non-standard rate for the location of travel
Lodging**
Up to the applicable GSA standard or non-standard rate for the location of travelUp to the applicable GSA or DOD standard or non-standard rate for the location of travelUp to the applicable Department of State federal standard or non-standard rate for the location of travel

**Refer to CalHR Manual Section 2201 for the state's current excess lodging process for requested lodging rates above the applicable federal lodging rate for the location of travel.​

2.12 Sample M&IE Travel Timefram​​​e Scenarios

Sample Scenario 1 – Continuous Travel of More Than 24 Hours (Full Day and Fractional Days)

Effective October 1, 2024, an employee on authorized travel status is attending a three day training. The employee's travel is continuous for more than 24 hours, beginning on Monday and ending on Wednesday. What type of M&IE reimbursement is this employee eligible to receive for travel effective October 1, 2024?

The employee is eligible to receive reimbursement for the following M&IE:

  • Day 1 (day of departure): Actual expense up to 75% of the applicable M&IE standard rate (up to $51).
  • Day 2 (full day of travel): Actual expense up to 100% of the applicable M&IE standard rate (up to $68).
  • Day 3 (last day of travel): Actual expense up to 75% of the applicable M&IE standard rate (up to $51).

Sample Scenario 2 – Continuous Travel of More Than 24 Hours (Fractional Days)

Effective October 1, 2024, an employee on authorized travel status is traveling for two days. The employee's travel is continuous for more than 24 hours, beginning on Monday and ending on Tuesday. What type of M&IE reimbursement is this employee eligible to receive for travel effective October 1, 2024?

The employee is eligible to receive reimbursement for the following M&IE:

  • Day 1 (day of departure): Actual expense up to 75% of the applicable M&IE standard rate (up to $51).
  • Day 2 (last day of travel): Actual expense up to 75% of the applicable M&IE standard rate (up to $51).

Sample Scenario 3 – Travel of At Least 12 Hours but Less Than 24 Hours

Effective October 1, 2024, an employee is on authorized travel status for travel of at least 12 hours but less than 24 hours. What type of M&IE reimbursement is this employee eligible to receive for travel effective October 1, 2024?

The employee is eligible to receive reimbursement for the following M&IE:

  • Day 1 (day of departure): Actual expense up to 75% of the applicable M&IE standard rate (up to $51).
  • Day 2 (last day of travel): Actual expense up to 75% of the applicable M&IE standard rate (up to $51).

Sample Scenario 4 – Travel of At Least 12 Hours But Less Than 24 Hours

Effective October 1, 2024, an employee is on authorized travel status for 12 hours in one calendar day. What type of M&IE is this employee eligible to receive for travel effective October 1, 2024?

The employee is eligible to receive reimbursement for the following M&IE:

  • Day 1 (travel of at least 12 hours but less than 24 hours): Actual expense up to 75% of the applicable M&IE standard rate (up to $51).

Sample Scenario 5 – Travel of Less Than 12 Hours

Effective October 1, 2024, an employee is on authorized travel status for less than 12 hours. Is this employee eligible to receive reimbursement for any M&IE?

  • No. Travel of less than 12 hours is not eligible for M&IE reimbursement.​

Sample Scenario 6 – Continuous Travel of More Than 24 Hours (Full Day and Fractional Days) - M&IE Reimbursement After Subtracting A Provided Meal

Effective October 1, 2024, an employee on authorized travel status is attending a three day training. The employee's travel is continuous for more than 24 hours, beginning on Monday and ending on Wednesday. The employee is an attendee at a training that provides lunch to the attendees of the training class all three days (Monday, Tuesday, Wednesday). What type of M&IE reimbursement is this employee eligible to receive for travel effective October 1, 2024?

The employee is eligible to receive reimbursement for the following M&IE:

For meals provided, the employee must deduct the provided meal from the applicable M&IE rate (see the “What is the applicable M&IE rate?" chart in section 2.3 above). For example, effective October 1, 2024, if the employee is eligible for up to 75% of the daily M&IE amount (up to $51) on the day of departure, and lunch ($19) is provided, then the employee must deduct lunch ($19) from $51.

  • Day 1 (day of departure): Actual expense up to 75% of the applicable M&IE standard rate minus the provided lunch meal ($51 - $19 = $32).
  • Day 2 (full day of travel): Actual expense up to 100% of the applicable M&IE standard rate minus the provided lunch meal ($68 - $19 = $49).
  • Day 3 (last day of travel): Actual expense up to 75% of the applicable M&IE standard rate minus the provided lunch meal ($51 - $19 = $32).

Sample Scenario 7 – Continuous Travel of More Than 24 Hours (Fractional Days) - M&IE Reimbursement After Subtracting A Provided Meal

Effective October 1, 2024, an employee on authorized travel status is traveling for two days. The employee's travel is continuous for more than 24 hours, beginning on Monday and ending on Tuesday. The employee is an attendee at a training that provides lunch to the attendees of the training class on both days (Monday, Tuesday). What type of M&IE reimbursement is this employee eligible to receive for travel effective October 1, 2024?

The employee is eligible to receive reimbursement for the following M&IE:

For meals provided, the employee must deduct the provided meal from the applicable M&IE rate (see the “What is the applicable M&IE rate?" chart in section 2.3 above). For example, effective October 1, 2024, if the employee is eligible for up to 75% of the daily M&IE amount (up to $51) on the day of departure, and lunch ($19) is provided, then the employee must deduct lunch ($19) from $51.

  • Day 1 (day of departure): Actual expense up to 75% of the applicable M&IE standard rate minus the provided lunch meal ($51 - $19 = $32).
  • Day 2 (last day of travel): Actual expense up to 75% of the applicable M&IE standard rate minus the provided lunch meal ($51 - $19 = $32).

Sample Scenario 8 – Continuous Travel of At Least 12 Hours but Less Than 24 Hours - M&IE Reimbursement After Subtracting A Provided Meal

Effective October 1, 2024, an employee is on authorized travel status for travel of at least 12 hours in one calendar day. The employee is an attendee at a training that provides lunch to the attendees of the training class. What type of M&IE reimbursement is this employee eligible to receive for travel effective October 1, 2024?

The employee is eligible to receive reimbursement for the following M&IE:

For meals provided, the employee must deduct the provided meal from the applicable M&IE rate (see the “What is the applicable M&IE rate?" chart in section 2.3 above). For example, effective October 1, 2024, if the employee is eligible for up to 75% of the daily M&IE amount (up to $51), and lunch ($19) is provided, then the employee must deduct lunch ($19) from $51.

  • Day 1 (travel of at least 12 hours but less than 24 hours): Actual expense up to 75% of the applicable M&IE standard rate minus the provided lunch meal ($51 - $19 = $32).

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

CalHR is committed to providing updates surrounding these efforts through various forums and communications, including the release of HR Announcements. 

In addition to providing updates in this Travel Program FAQ, to learn more about these changes to the travel program, please review CalHR Manual Sections 2201, 2202, and 2203.

To receive notification emails when CalHR updates HR Manual-related language, please select the “Policy Memos" option on the CalHR Subscriptions webpage.

2.14 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 about changes related to New Expense Types Available in CalATERS Global on or after October 1, 2024, please reference CalATERS Global Letter #24-007 released on September 27, 2024 for specific processing information. SCO has posted the related CalATERS training video to the SCO CalATERS Global webpage.​

2.15 How will I receive information about related Department of General Services (DGS) Statewide Travel Program (STP) updates?

For general information regarding lodging resources and the upcoming DGS Preferred Hotel Program, please reference DGS STP's Lodging Resources for Government Travel. Agency Travel Coordinators receive regular notifications from STP via emails, STP Newsletters, and Travel Coordinator Meetings. Agency employees can subscribe to travel-related updates using a government email address at https://public.govdelivery.com/accounts/CADGS/subscriber/new?topic_id=CADGS_128. ​

Section 3 - Excess Lodging Rate Requests

3.1 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

3.2 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.

3.3 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.

3.4 How do the lodging rate changes that are effective on January 1, 2024, affect Excess Lodging Rate Requests for travel between January 1, 2024 and September 30, 2024?

The existing Excess Lodging Rate Request (STD 255C) process in CalHR Manual Section 2201 continues to apply. For travel that occurs between January 1, 2024 and September 30, 2024, Excess Lodging Rate Requests (STD 255C) are required for rates that exceed the State's updated maximum short-term lodging reimbursement rates provided in CalHR Manual Section 2203.

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

Please refer to sections 2.7, 2.8, and 2.9 above for information about the Excess Lodging process effective October 1, 2024.​

3.6 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.

3.7 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:

  • Types of Excess Lodging Rates Requests, such as:
    • After-the-Fact Requests.
    • Blanket Requests (Declared Emergencies, General Exemptions).
    • Group Requests.
  • Required comparison quotes from the State's authorized online booking tool.
  • Delegated authority to departments.
  • Annual Report requirements.

​Section 4 - General

​​4.1 Is an employee's use of an electric rental vehicle, such as a Zero Emission Vehicle (ZEV), to conduct approved state business reimbursable?

Effective June 1, 2024, an employee may receive reimbursement for using an electric rental vehicle, such as a Zero Emission Vehicle (ZEV), while conducting approved state business, if such use is feasible, available, in the best interest of the state, and through an applicable state contract that supports approved statewide initiatives as provided in CalHR Manual Section 2201.​​

4.2 How is mileage reimbursement determined when an employee is on authorized travel status?

Generally, allowable travel reimbursements are based on state business travel away from an employee's designated headquarters location. As provided in CalHR Manual Section 2202, when an employee is required to report to an alternate work location, the employee may be reimbursed for the number of miles driven in excess of their normal commute to work.

CCR sections 599.626.1 and 599.631 provide certain limited exceptions (call back, common carrier, remote headquarters) for excluded employees.

CCR sections 599.626 and 599.630 provide certain limited exceptions (call back, common carrier, remote headquarters) for represented employees, unless superseded by MOU language. ​

4.3 What is the current Internal Revenue Service (IRS) definition of “incidental expenses"?

Please review IRS Publication 463 (2023), Travel, Gift, and Car Expenses for the current definition of “incidental expenses".

4.4 When are “incidental expenses" reimbursable?

“Incidental expenses" are reimbursable when an employee incurs actual allowable “incidental expenses", as defined by the IRS.​





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  Updated: 11/12/2024
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