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 599.628.1 - Transportation by Aircraft-Excluded Employees

Current through Register 2024 Notice Reg. No. 28, July 12, 2024
In the determination of fare or mileage reimbursement for
						transportation by airplane, the point of origin and return shall be an
						appropriate airport facility serving the area of the employee's residence or
						headquarters, whichever is most advantageous for the state.
(a) Scheduled Airline. Reimbursement of
					 expenses for transportation by scheduled airline shall be at the current
					 contract rate; except that when the employee's actual airfare is lower, the
					 lower amount shall be reimbursed. Claims for reimbursement of higher fares or
					 extra charges for transportation by scheduled airline may be allowed if
					 accompanied by a full explanation stating the facts constituting the official
					 necessity, and approved by the appointing power.
(b) Privately-Owned Aircraft. A claim of an
					 employee for transportation by privately-owned aircraft shall be allowed where
					 he/she has obtained prior approval of the use of this form of transportation
					 from his/her agency. If an employee is to act as pilot, he/she must satisfy the
					 following insurance requirements:
(1)
					 certificate of current insurance in an amount of not less than $50,000 per
					 person liability and
(2)
					 certificate of current insurance in an amount of not less than $1,000,000
					 liability per incident.
(3)
					 Reimbursement for the use of the employee's privately-owned aircraft shall be
					 made at the rate of 50 cents per statute mile. Claims for reimbursement for
					 privately-owned aircraft expenses must include the civilian airplane license
					 number and the name of each state officer; employee; or board, commission, or
					 authority member transported on the trip. No reimbursement of transportation
					 expenses will be allowed any employee while a passenger in any airplane
					 operated by another officer, employee or member.
(A) Distance shall be computed on the basis
					 of shortest air route from origin to destination, using airways whenever
					 possible. Distance shown on claim shall be clearly marked "Air
					 Distance".
(B) When the trip is
					 limited solely to state business and the "Air Distance" cannot accurately be
					 computed from origin to destination, the agency head may authorize
					 reimbursement for the actual cost of renting a plane.
(4) Reimbursement for use of a rented
					 aircraft will be for actual and necessary costs of such rental when
					 substantiated by a receipt.
(A) Reimbursement
					 will be authorized only for the size and type aircraft necessary to complete
					 the assignment.
(B) When
					 substantiated by a receipt, reimbursement will be made for actual and necessary
					 expenses for landing and parking fees in connection with the use of the
					 aircraft. Reimbursement will not be allowed for storage or parking fees at the
					 location where the privately-owned aircraft is normally
					 stored.
(6) If an
					 employee is to act as pilot and carry passengers he/she must, in addition to
					 Federal Aviation Administration regulations, have previously logged as a
					 certified pilot, at least 250 hours of actual flight as pilot in command of an
					 aircraft. In addition, the employee pilot must have logged, as a pilot in
					 command of an aircraft, at least 40 hours of actual flight within the preceding
					 12 months.
Any employee pilot who has carried or intends to carry
						passengers may be required to present his/her log book substantiating that
						he/she meets the requirements. Passenger shall be defined as any person other
						than the pilot traveling in the aircraft. An employee pilot who carries a
						passenger but fails to meet the above qualifications shall not be reimbursed
						for transportation expense.