California Code of Regulations › Title 2 - Administration › Division 1 - Administrative Personnel › Chapter 3 - Department of Human Resources › Subchapter 1 - General Civil Service Rules › Article 2 - Traveling Expenses › Section 599.626 - Transportation Expenses

Current through Register 2024 Notice Reg. No. 28, July 12, 2024
(a)
					 Transportation expenses consist of the charges for commercial carrier fares;
					 private car mileage allowances; emergency repairs to state cars; overnight and
					 day parking of state or privately-owned cars; bridge and road tolls; necessary
					 taxi, bus, or streetcar fares; and all other charges essential to the transport
					 from and to the official headquarters.
(b) Reimbursement will be made only for the
					 method of transportation which is in the best interest of the state,
					 considering both direct expense as well as the officer's or employee's time.
					 Provided the mode of transportation selected does not conflict with the needs
					 of the agency, the officer or employee may use a more expensive form of
					 transportation and be reimbursed at the amount required for a less expensive
					 mode of travel. Both modes of transportation will be shown on the travel claim
					 with reference to this section.
(c)
					 In any case in which reimbursement for expenses of transportation by private
					 automobile or privately-owned airplane is claimed, the license number of the
					 automobile or the civilian airplane license number as well as the name of each
					 state officer, employee, or board, commission, or authority member transported
					 on the trip shall be stated. As such reimbursement is for the expense of use of
					 the automobile or airplane regardless of the number of persons transported, no
					 reimbursement for such transportation shall be allowed any passenger in any
					 automobile or airplane operated by another such officer, employee or member.
In the determination of fares or mileage paid for
						transportation by airplane, the point of origin or return shall be an
						appropriate airport facility serving the area of the employee's headquarters or
						residence, whichever results in the lesser distance or amount.
(d) Expenses arising from travel between home
					 or garage and headquarters shall not be allowed. When a trip is commenced or
					 terminated at claimant's home, the distance traveled shall be computed from
					 either his/her headquarters or home, whichever shall result in the lesser
					 distance. Exceptions to the above are:
(1)
					 Where such expenses are incurred by call back for overtime work necessitating
					 more than one trip to the work location on a normal work day or by reason of
					 any call back on an employee's normal day off.
(2) When the headquarters of a permanent,
					 full-time employee is located 24 or more kilometers (15 or more road miles) one
					 way from the nearest residential area with available housing, the appointing
					 power may authorize payment of expenses incurred by an employee in the use of a
					 privately owned vehicle.
(A) The authorizing
					 agency must obtain prior approval from the Department with regard to the
					 location of the nearest residential area with available housing and amount of
					 mileage to be paid.
(B)
					 Reimbursement will be at the rate provided in section
					 599.631(b) of
					 these regulations or the applicable provisions of a Memorandum of
					 Understanding, as appropriate, for distance driven and authorized in accordance
					 with this regulation and being in excess of 48 kilometers (30 miles) round
					 trip.
(C) The term "available
					 housing" as used in this subsection is intended to relate primarily to the
					 quantity of housing available and not to its quality or cost.
(D) Distance will be computed from a location
					 within the selected nearest residential area to the employee's work
					 headquarters by the most direct road route and not the actual miles
					 driven.
(E) If an employee's
					 residence is not located in the designated residential area, but is more than
					 48 kilometers (30 miles) round trip from his/her remote location headquarters,
					 he/she may be reimbursed for travel from his/her residence or from the selected
					 location within the designated residential area, whichever is less.
(F) Payments will be authorized only if the
					 appointing power has determined that the employee cannot participate in an
					 agency sponsored car or van pool.
(G) An employee whose headquarters is
					 designated as remote and who lives in the designated residential area who is
					 required to report to a work site other than headquarters for a particular day,
					 and who is required to use his/her own vehicle shall receive payment for the
					 round trip from the designated residential area to the work site.
(H) An employee whose headquarters is
					 designated as remote and who lives less than 24 kilometers (15 miles) from
					 headquarters, who is required to report to a work site other than headquarters
					 for a particular day, and who is required to use his/her own vehicle shall
					 receive payment for the round trip from his/her own residence to the work site
					 or his/her headquarters to the work site, whichever is less.
(I) An employee whose headquarters is
					 designated as remote, who does not live in the designated area but lives more
					 than 24 kilometers (15 miles) from his/her headquarters, who is required to
					 report to a work site other than headquarters for a particular day and who is
					 required to use his/her own vehicle shall receive payment for the actual
					 round-trip distance by the most direct route, not to exceed:
1. the distance from the designated
					 residential area to the work site, or
2. the distance from the employee's
					 headquarters to the work site, whichever is
					 greater.
(3)
					 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 in accordance
					 with section
					 599.631(c) of
					 these regulations or the applicable provisions of a Memorandum of Understanding
					 as appropriate.