For bargaining units with an existing Memorandum of Understanding (MOU), if the MOU contains travel language that is in conflict with this language, the MOU language shall be controlling.
General Information
Exempt, excluded, and represented state employees may be eligible for the reimbursement of authorized out-of-pocket expenses that are reasonably, actually, and necessarily incurred as a result of conducting state business. In accordance with current state policy, employees may be eligible to receive reimbursement for expenses such as:
- Method of travel (transportation)
- Meals and incidentals
- Short-term lodging
- Out-of-state travel
- Out-of-country travel
- Personal vehicle mileage
- Other actual and necessary business and/or travel costs incurred while conducting official state business
HR Manual sections
2201 – Travel and Relocation Policy,
2202 – Mileage Reimbursement, and
2203 – Allowances and Travel Reimbursements provide additional information about travel reimbursements, including links to authorities and resources.
Meal and Incidental Rates
The following reimbursement rates for meals and incidentals are maximums, not allowances. In the event of an audit, employees must be able to produce receipts substantiating the amount claimed.
HR Manual
section 2203 – Allowances and Travel Reimbursements provides additional information, including travel timeframes (fractional day of travel, trip of less than 24 hours, trip of more than 24 hours, etc.).
Meal and Incidental Rates
Breakfast |
Up to $7.00 |
Lunch |
Up to $11.00 |
Dinner |
Up to $23.00 |
Incidentals |
Up to $5.00 |
Personal Vehicle Mileage Reimbursement Rates
HR Manual
section 2202 – Mileage Reimbursement provides additional information, including the following policies: personal vehicle mileage reimbursement, private aircraft mileage reimbursement, and receipts.
Employees must have advance approval to drive a personal vehicle on state business.
Effective dates for represented employees may be found in the applicable
MOU.
Claims for travel prior to a new rate's effective date shall receive the prior rate.
For historical mileage reimbursement rates, please review the State Controller's Office's
Payroll Procedures Manual, Section N.
2022 Personal Vehicle Mileage Reimbursement Rates
Personal Vehicle (approved business/travel expense)
| $0.585
| $0.625
|
Personal Vehicle (state-approved relocation)
| $0.18
| $0.22
|
Private Aircraft (per statute mile)*
| *$1.515
| *$1.81
|
*Unless otherwise stated in the applicable MOU, the personal aircraft mileage reimbursement rate is the applicable “Private Aircraft” rate provided in this chart.
2023 Personal Vehicle Mileage Reimbursement Rates
Personal Vehicle (approved business/travel expense)
| $0.655
|
Personal Vehicle (state-approved relocation)
| $0.22
|
Private Aircraft (per statute mile)*
| *$1.74
|
*Unless otherwise stated in the applicable MOU, the personal aircraft mileage reimbursement rate is the applicable “Private Aircraft” rate provided in this chart.
Mileage reimbursement covers:
- Gasoline
- The cost of maintenance (oil, lube, routine maintenance)
- Insurance (liability, damage, comprehensive and collision coverage)
- Licensing and registration
- Depreciation and all other costs associated with operation of the vehicle
Short-Term Lodging Reimbursement Rates
HR Manual sections
2201 – Travel and Relocation Policy and
2203 – Allowances and Travel Reimbursements provide additional travel policy information, including lodging reimbursement policy and the excess lodging request approval process.
Maximum Lodging Reimbursement Rates per Night
Maximum Lodging Reimbursement Rates per Night
SEIU
(BUs 1, 3, 4, 11, 14, 15, 17, 20, and 21) |
$90 |
$95 |
$110 |
$120 |
$125 |
$140 |
$150 |
$250 |
CASE (BU 2) |
$90 |
$95 |
$110 |
$120 |
$125 |
$140 |
$150 |
$250 |
CAHP (BU 5) |
$90
|
$95
|
$110
|
$120
|
$125
|
$140
|
$150
|
$250
|
CCPOA (BU 6) |
$90
|
$95
|
$110
|
$120
|
$125
|
$140
|
$150
|
$250
|
CSLEA (BU 7) |
$90
|
$95
|
$110
|
$120
|
$125
|
$140
|
$150
|
$250
|
CalFIRE Local
2881 (BU 8) |
$90
|
$95
|
$110
|
$120
|
$125
|
$140
|
$150
|
$250
|
PECG (BU 9) |
$90
|
$95
|
$110
|
$120
|
$125
|
$140
|
$150
|
$250
|
CAPS (BU 10) |
$90
|
$95
|
$110
|
$120
|
$125
|
$140
|
$150
|
$250
|
IUOE (BU 12 |
$90
|
$95
|
$110
|
$120
|
$125
|
$140
|
$150
|
$250
|
IUOE (BU 13 |
$90
|
$95
|
$110
|
$120
|
$125
|
$140
|
$150
|
$250
|
UAPD (BU 16) |
$90
|
$95
|
$110
|
$120
|
$125
|
$140
|
$150
|
$250
|
CAPT (BU 18) |
$90
|
$95
|
$110
|
$120
|
$125
|
$140
|
$150
|
$250
|
AFSCME (BU 19) |
$90
|
$95
|
$110
|
$120
|
$125
|
$140
|
$150
|
$250
|
Excluded |
$90
|
$95
|
$110
|
$120
|
$125
|
$140
|
$150
|
$250
|
Effective Dates:
BU 1, 3, 4, 11, 14, 15, 17, 20, and 21: 4/1/2017
BU 2: 9/13/2016
BU 5: 8/1/2017
BU 6: 7/3/2018
BU 7: 9/13/2016
BU 8: 4/1/2017
BU 9: 9/13/2016. Exception: effective 7/1/2016, the rate for Alameda, San Mateo, Santa Clara is $140.
BU 10: 10/11/2018
BU 12: 3/15/2017
BU 13: 3/15/2017
BU 16: 5/2/2017
BU 18: 3/15/2017
BU 19: 4/1/2017
Excluded: 7/1/2016