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 599.623 - Miscellaneous Meal Expenses-Excluded Employees

Current through Register 2024 Notice Reg. No. 28, July 12, 2024
(a) Overtime Meals. When an employee assigned
					 to Work Week Group 2 is required to work overtime, he/she may receive an
					 overtime meal reimbursement of up to $8. To be eligible, the excluded employee
					 must be required to report to work at least two hours prior to or remain at
					 least two hours past his/her regularly scheduled work day, or work a minimum of
					 10 hours on a regularly scheduled day off or holiday.
When required to work for extended periods of time, the
						excluded employee may be reimbursed for meal expenses prescribed herein for
						each additional six-hours of overtime worked. No more than three overtime meal
						allowances may be claimed during any 24-hour period. The meal time itself shall
						not be included in the computation of overtime for purposes of this
						section.
In lieu of overtime meal reimbursement, agencies
						operating food service facilities may furnish an overtime meal to an excluded
						employee. Agencies shall maintain a record of all meals furnished for this
						purpose. An excluded employee may not claim reimbursement for an overtime meal
						or be furnished a meal free of charge if claiming travel meals.
Meals for Extended Arduous Work. On those rare occasions
						when an employee who is in a work week group other than Work Week Group 2 would
						be required to physically or mentally work 10 hours or more (not including any
						breaks for meals) for an extended period of time, the employee, with approval
						of the appointing authority, may claim the actual cost of an arduous work meal
						up to $8. Such meals should only be approved when it is clear that the work
						schedule is consistently in excess of a normal full-time schedule. Occasional
						extra hours worked, consistent with the nature of an other than Work Week Group
						2 work schedule, do not meet the criteria for Extended Arduous Work
						Meals.
(b) Business-Related
					 Meals. This section is intended to allow an agency to reimburse employees for
					 meal expenses in the limited number of instances where they are required to
					 incur such expenses in connection with the conduct of official state business
					 with a person or persons from outside state government.
When it is necessary for an excluded employee to conduct
						official state business during a meal, he/she may be reimbursed for actual meal
						expenses, supported by a receipt, up to the maximums prescribed in section
						599.619(a)(1) of
						these regulations. Claims must include the establishment, the persons in
						attendance, the business conducted and the reason why the business had to be
						conducted during the meal period.
Business meals are not reimbursable when agencies call
						meetings with their own and/or other agency employees to conduct state
						business.
(1) To claim reimbursement
					 for a business-related meal, the circumstances surrounding the meal must be
					 beyond the control of the excluded employee and it must be impractical to
					 complete the business during normal working hours, such as:
(A) to conduct state business with a person
					 or persons from outside state service when availability of the person or
					 persons is limited and it is imperative that business is conducted during the
					 meal period, or
(B) to attend a
					 board or commission meeting where attendance is mandatory and there is no
					 adjournment during the meal period.