TABLE OF CONTENTS
- Authority to Travel
- Short Term Travel
- Long Term Travel
- Method of Transportation
References: State Administrative Manual (SAM) Sections 0700 & 4100, California Department of Human Resources (CalHR) Regulations, Sections 599.615 through 638.1 and Bargaining Unit Contracts.
This guide is a summary of the basic information for traveling on official State business however; it is not a replacement for the Travel and Expense Guide. Prior to traveling, employees should review detailed travel policies in the Travel and Expense Guide located at https://accounting.onramp.dot.ca.gov/caltrans-travel-guide.
State agencies shall provide reimbursement for the actual and necessary out-of-pocket expenses incurred by state officers and employees because of travel on official state business. The state agency is responsible for determining the necessity for travel and that such travel represents the best interest of the State. Each state agency may determine the time and method of travel, location and lodging. Once the necessity and method of travel, location and lodging has been determined, reimbursement shall be governed by the applicable California Code of Regulations Administrative Code, (CCR) Title 2 sections and the appropriate Bargaining Unit Memorandums of Understanding (MOU) referenced in this guide.
The signature of the officer approving travel and payment is certification that the approving party has authorized the travel and that expenses were incurred to conduct official state business and the items claimed are appropriate and in keeping with CCR rules, the applicable MOU, State Administrative Manual (SAM) and departmental polices. It is the intent of California Department of Human Resources (CalHR) that state agencies shall not have the discretion to provide reimbursement at a lower amount than contained in CCR sections unless such discretion is specifically authorized by rule. Language of CCR sections providing a specific time, distance or amount shall be rigidly interpreted.
Language such as "not more than" or "up to" a specified amount shall be interpreted as a rigid ceiling with departmental discretion below such ceiling.
Employees with questions regarding travel expense claims or policies may contact the Travel Information Line at (916) 227-9061 Monday - Friday between the hours of 8:00am – 12:00pm and 1:00pm – 4:00pm.
Contact list: https://accounting.onramp.dot.ca.gov/contacts
No per diem reimbursement is allowed for locations within 50 miles of the employee’s headquarters/primary residence. Guidelines for an exception to this rule can be found in Chapter 6 of the Travel Guide located on the Internet at https://accounting.onramp.dot.ca.gov/chapter-6-travel-exceptions
All airfare, rental car and lodging reservations should be made via the Concur Travel Reservation System /CalTravelStore and require on-line supervisor approval. Airfare and Rental Car reservation must be approved by the supervisor within 24 hours to avoid cancellation. Lodging reservations must be approved by the supervisor within 6 hours to avoid cancellation. Per Diem (lodging, meals and incidentals) may be reimbursed for actual costs, up to the maximum rates allowed by CalHR and if applicable, Bargaining Unit contract.
Employees may not claim meal reimbursement when meals are furnished to the employee or otherwise paid for (i.e., meals on airlines, provided by hotel, etc.). A continental breakfast (juice, coffee, rolls) is not considered a meal.
Short-Term per diem are intended for travel that is scheduled for less than 30 consecutive days. Long Term per diem rates are intended for travel over 30 days. Weekends and short term assignments away from the job site do not “break” the continuity of the assignment.
|IF . . .||Yes||No|
|Official State business||X|
|Per diem expenses within 50 miles of primary residence or headquarters||X|
|Illness when traveling or on a long-term assignment||Up to 3 days with approval||After 3 days|
|Saturday/Sunday/Holidays||With approval / justification|
All airfare and rental car reservations must be made via the Concur Travel Reservation System/CalTravelStore. Reservations require on-line supervisor approval. The department pays airfare and car rental directly via the Citibank CTA account.
Lodging should be booked through Concur when possible. To book lodging in Concur, the reservation must be held with the employee’s personal credit card.
Meals and Incidentals:
With supervisor approval, a temporary travel advance may be issued to provide advance funding for lodging and meals. Instructions for requesting a travel advance:
The use of third party companies (e.g. Travelocity, Priceline) require receipts from both the hotel and third party vendor. Employees must use Concur (CalTravelStore) for all air, rental car and lodging reservations.
|Type of Expense||Receipts||Criteria|
|Lodging||Yes||Itemized receipt indicating paid.|
|Meals and Incidentals In-State||No||Employee should retain receipts.|
|Meals and Incidentals, Out-of-Country||Yes/No||If over $24.99; Under $24.99, Employees should retain receipts.|
|Meals, Out-of-State||No||Employee should retain receipts.|
|Airfare, In-State||Yes||Attach airline itinerary.|
|Airfare, Out-of-State||Yes||Attach airline itinerary.|
|Gas for Rental Car or State Vehicle||Yes||Attach itemized receipt to TEC.|
|Parking & Road Tolls||Yes||When cost exceeds $10.00.|
|Rental Cars||Yes||Attach receipt to TEC.|
|Shuttles, Streetcars, Local Rapid Transit||Yes||When cost exceeds $10.00.|
|Train & Bus Fares, In-State||Yes||When paid by the employee and cost exceeds $24.99.|
|Train and Bus Fares, out-of-state||Yes||Attach train receipt.|
|Business Phone Calls and Faxes||Yes||When over $5.00.|
|Other Business Expenses||Yes||Receipt required for items over $5.00. Explanation required for all amounts claimed.|
Reimbursement for short-term lodging requires that the traveler incurs expenses arising from the use of reasonable, moderately priced lodging commercial establishments such as hotels, motels, bed and breakfast inns, and campgrounds that cater to the general public. The use of time shares and other privately owned venues do not qualify as a commercial lodging establishment and will not be reimbursed. The location of travel will determine the lodging rate allowed.
Hotel/Motel Transient Occupancy Tax Waiver -- STD Form 236
Hotels/motels have the option to waive occupancy (room) tax and employees should inquire when making reservations. Employees are expected to present a completed Form Std.236 at check- in.
Staying with Friends and Relatives
Short-term meals and incidentals may be claimed when staying with friends or relatives in accordance with the rates and timeframes.
Travel Less than 24 hours: Meal reimbursements are taxable for travel less than 24 hours without an overnight stay.
|Breakfast||$7.00||Travel begins at or before 6:00 a.m. AND ends at or after 9:00 a.m.|
|Lunch||N/A||No lunch reimbursement for travel less than 24 hours.|
|Dinner||$23.00||Travel begins at or before 4:00 p.m. AND ends at or after 7:00 p.m.|
Travel Greater than 24 Hours:
|Breakfast||$7.00||Travel begins at or before 6:00 a.m. or ends at or after 8:00 a.m.|
|Lunch||$11.00||Travel begins at or before 11:00 a.m. or ends at or after 2:00 p.m.|
|Dinner||$23.00||Travel begins at or before 5:00 p.m. or ends at or after 7:00 p.m.|
|*Incidentals||$5.00||Incidentals up to $6.00 may be claimed after the first 24 hours of travel (second day).|
*Incidentals are restricted to fees, tips given to porters, baggage carriers, hotel staff and staff on ships.
Out-of-state travel is defined as any travel outside the State of California for the purpose of conducting business outside the State of California. It does not include trips through or stopovers in bordering states incidental to travel within points in California. For short-term out-of-state and out-of-country travel (less than 31 days) employees will be reimbursed for actual lodging expenses that are supported by a receipt.
An approved form STD. 257, "Request for Approval of Out-of-State Travel" is required to reimburse a travel expense claim (TEC). The total expenditures claimed on the TEC, plus transportation costs, may not exceed the total amount approved on the STD. 257.
Out-of-State Meals and Incidental Expenses:
Meal and incidental expenses will be reimbursed in accordance with in-state rates.
Out-of-Country Meals and Incidental Expenses:
Employees will be reimbursed for actual meal and incidental expenses subject to federal maximum rates. Federal maximum rates for meals and incidentals by country and travel dates are available on the U.S. Department of State’s website: https://aoprals.state.gov/web920/per_diem.asp
Appendix B (breakdown of rates):
Receipts are required for meals and incidentals claimed in excess of $24.99 (US):
A Long-Term Assignment (LTA) is defined as any assignment of 31 calendar days or more in a single location a minimum of 50 miles from an employee's primary headquarters and residence. The employee's return home for weekends or incidental short-term travel to another location does not break the continuity of a long-term assignment. Lodging reimbursement is limited to commercial lodging properties.
Form FA 1350, Long-Term Assignment Information Certification of Subsistence Rates
Lodging, Meals and Incidentals
Temporary AssignmentsDefined as "employment away from home in a single location wherein the employment is realistically expected and in fact lasts, one year (365 days) or less.”
Indefinite AssignmentsDefined as "employment away in a single location wherein the employment assignment is realistically expected to last for more than one year."
Employees on long-term assignments are expected to promptly acquire acceptable long-term commercial accommodations. Long-term accommodations are defined as, but not limited to, apartments, rental homes and rooms, condominiums, and hotels that offer long-term amenities. Costs associated with use of time shares and other privately owned venues are not commercial lodging establishments and will not be reimbursed. In general, these establishments offer monthly rates and may require separate utility payments. Once long-term accommodations have been established, the employee must claim long-term per diem rates as found in this section. If the employee owns the LTA residence, only long-term meals will be reimbursed. The Department may request additional information such as, but not limited to, rental agreements to determine that the secured accommodations are commercial.
An employee who does not maintain a primary residence (headquarters) area may claim one half of the Daily Rate.
To qualify for full long-term travel reimbursement, the employee on the long-term assignment must meet the following criteria:
Long-Term Per Diem Rates/Options
|1. Daily Rate||3. Long-Term Assignment Differential|
|2. Rent /Utility||4. Non-Commercial (BU 9 Only)|
The employee incurs expenses in one location in a commercial establishment catering to the long-term visitor.
This is calculated by dividing the monthly rent receipt by the number of days at the LTA site. Maximum lodging allowed is up to $24 per each 24-hour period regardless if the calculation exceeds this amount.
Remaining at the LTA over Weekends and Holidays
Employees may claim per diem during regularly scheduled days off (e.g., Saturdays, Sundays, holidays) provided they remain at the LTA location.
Vacation, ATO, and CTO
Lease Settlement Agreements
Breaks in Assignment
When an employee travels away from home on business for extended periods of time, an employer must determine whether the travel is temporary or indefinite. This decision must be made when the travel is planned and not when it is completed. The Internal Revenue Service (IRS) has defined a "single location" as including a major metropolitan area; cities in juxtaposition (vicinity) to one another and locations which straddle county or state lines. These physical situations do not represent "different" locations.
Employees who are assigned to Long-Term Assignments for more than one year at the beginning of their assignment letter and who otherwise qualify for long-term per diem will receive a monthly pay differential in lieu of long-term per diem for meals and lodging. The LTA Differential is $1,800.00 per month. Reimbursement is issued through the State Controller's Office and is taxed at the Indefinite Assignment rates. Taxes are withheld from the differential at the time of issuance.
Employees initially assigned to a LTA for one year (365 days) or less and the assignment is extended to more than one year and who otherwise qualify for long term per diem shall receive a monthly differential in lieu of long-term per diem from the day the assignment was extended. Note: The differential option is restricted for Management Employees (M09) and only applies to Transportation's Toll Bridge Construction Program.
Employees qualifying for the monthly LTA Differential must provide the following to their supervisor each month:
Note: All travel expenses associated with assignments of more than one year is considered taxable income to the employee.
Non-Commercial Lodging (Bargaining Unit 9 Employees Only)
Bargaining Unit 9 employees who are on a LTA for one year (365 days) or less and choose to stay in non-commercial facilities (e.g. personal trailers, mobile homes) may claim non-commercial lodging and meals. Receipts are not required.
Reimbursement is issued through the State Controller's Office and is taxed at the Indefinite Assignment rates. Taxes are withheld at the time of issuance. Qualifying employees must complete and submit an Authorization for Non-Commercial Subsistence Differential Form, PM 0918 to the Division of Human Resources (Personnel), MS #47 for processing.
Non-commercial rates are calculated as follows:
Leaving the LTA location to Travel on Short-Term Travel Business or Personal Business
|LTA Option||LTA Lodging Reimbursed While on Short-Term Travel Business Related Travel||LTA Lodging Reimbursed While on Personal Business (Vacation or other approved absences)|
|Represented||Non Represented||Represented||Non Represented|
*Authorization of the approving authority is required. Approved absences do not include weekends home.
Long term meals are not reimbursable while traveling on short-term or personal business with the exception of the LTAD option in which meals are already built into the $1,800.00 reimbursement.
Lodging receipts are required and must include the following:
A preprinted or written receipt that includes the renter's name, property address, name of property (if applicable), to and from dates, amount of rent paid, landlord or manager's name, phone number and signature. Copies of canceled checks or lease agreements do not meet the receipt requirement
Parking and Tolls
Employees may claim transportation expenses within the following guidelines:
Appropriate transportation expenses (including bridge/road tolls), with supervisor approval, when returning to the primary/permanent residence or headquarters on days off. Department policy requires employees to use the method of transportation that is in the best interest of the State. Reimbursement for renting a commercial vehicle is not allowed. See Chapter 7 of the Travel and Expense Guide for detailed information.
Commute in Lieu of Subsistence - When commuting to the LTA location in lieu of subsistence reimbursement. Mileage is paid from the employee's primary/permanent residence or headquarters whichever is less (bridge and road tolls are not reimbursable). The Form FA 1350 must indicate "Commute mileage in lieu of subsistence." Employees who use their private vehicle on state business and who claim mileage up to 25 miles each day should separate their business mileage incurred during their regular work hours on their Travel Expense Claims.
Enterprise Rent-a-Car is the Department’s primary rental car vendor for in-state travel. National Car Rental is the primary vendor for out-of-state travel and when an Enterprise car is unavailable. Each employee is responsible for ensuring that the State rate is at or below the daily contract rate and should confirm this rate at the time of reservation. Insurance coverage is provided by the State. Employees are not to purchase additional insurance coverage from the contracted vendors. Individuals who are not state employees and not on state business are prohibited from traveling in the rental cars. The state contract does not extend insurance nor allow unauthorized drivers, passengers, or any personal use.
Reservations- Employees are required to use the CalTravelStore booking tool Concur when making rental car reservations. Employees are limited to a choice between Compact and Intermediate size car. Employees are not to request or accept an upgraded vehicle unless a prior exception approval exists. More information can be found in the Travel Guide: https://accounting.onramp.dot.ca.gov/commercial-car-rental
Employees are required to show a second form of identification along with itinerary at the time of check out. A second form of ID includes either an employer issued identification badge; a traveler’s state issued Business Card, or an authorization Letter on the department’s letterhead including the traveler’s name, date of rental, contact name and number from the traveler’s agency for verification purposes. Employees are required to return the vehicle with the same level of fuel it had when it was picked up. Prepay fuel option is not allowed.
Employees must use the state travel agency’s CalTravelStore’s booking tool, Concur for making reservations. Last minute airfare reservations (within 24 hour of flight) must be called in to the CalTravelStore (additional service fee). Choose non-refundable airfare whenever possible, specifically if the trip dates and times are fixed and there is a low probability of a change in plans. For business trips that are likely to be rescheduled or for infrequent travelers, choose refundable airfare.
Airport Check-In - Airport Security
A copy of your itinerary along with a photo ID will be required at check in. Travelers should review current airline security measures prior to travel. Information can be found through the specific airline's web sites.
Changes to Airline Reservations
Employees who need a change of ticketed airline reservations are required to contact CalTravelStore during normal business hours (8am to 5pm) at 1-877-454-8785. There is additional service fee for calling the travel agency after normal business hours. Employees should only call the afterhours for an actual emergency. Failing to plan in advance is not an emergency.
Southwest Airlines: If the traveler books a non-refundable fare anywhere in his/her itinerary and that portion of the flight is not used and not canceled or changed at least ten (10) minutes prior to scheduled departure, all funds on the unused portion of the reservation will be lost, and the remaining itinerary will be canceled. This will not impact travelers who cancel or change a non-refundable fare at least 10 minutes prior to the scheduled departure; in this case, travelers may reuse these funds toward future business travel on Southwest. Funds will not be lost for changed or canceled refundable itineraries. All other airlines: United, US Airways, Delta and American have increased their penalty fee for changing non-refundable tickets by $50 (to $200).
Renting a vehicle from the Sacramento state garage is often the most economical option for short- and long-term rentals. To reserve a state vehicle in the Sacramento region, call the OFAM Call Center.
Fuel costs are included in the mileage charge. An Office of Fleet and Asset Management (OFAM) Voyager fleet card is issued with each vehicle.
How to Pay
Bring your driver's license, your department billing code (check with your Budget Resource Manager for details), and State of California ID to have charges billed to your department.
For more information on state-owned vehicle leasing, go to OFAM.
Insurance Requirements: https://www.dgs.ca.gov/OFAM/Resources
Guidelines for the use of a state owned or leased vehicle: https://www.dgs.ca.gov/OFAM/Resources/Page-Content/Office-of-Fleet-and-Asset-Management-Resources-List-Folder/Guide-to-Leasing-State-Owned-Vehicles
STD Form 269: https://www.documents.dgs.ca.gov/dgs/fmc/pdf/std269.pdf
STD Form 270: https://www.documents.dgs.ca.gov/dgs/fmc/pdf/std270.pdf
Roadside Assistance/Emergency Repairs for State Owned and Long Term Leased Vehicles:
https://www.dgs.ca.gov/OFAM/Services/Page-Content/Office-of-Fleet-and-Asset-Management-Services-List-Folder/Find-Location-to-Repair-State-Vehicle Employees requiring roadside assistance or emergency repairs to state vehicles should refer to the Operators Handbook located in the glove box of the vehicle.
Emergency Car Rentals:
In case of emergency or other special circumstance, no traveler should be stranded without a rental vehicle. Travelers may rent using a personal credit card. Keep in mind that in this case, rental excludes contracted benefits such as the state rate and insurance and other fees may apply. You may want to select the insurance option. For more information on insurance coverage, see OFAM resources site. You must submit a TEC along with a Short-Term Vehicle Justification Form approved by your supervisor. ORIM does not adjust claims for rental car accidents. State employees involved in automobile accidents in rental cars should contact the Office of Fleet and Asset Management website.
Employee may use his or her privately owned vehicle on official business if approved by the supervisor. When the use is not less costly than the normal mode of transportation, the supervisor may authorize the use, but the payment will be for the less costly alternative. No employee is required to use his or her privately owned vehicle unless it is a formal condition of employment.
Mileage is paid to an employee when authorized to use a private vehicle on official business OR when called back to work necessitating more than one trip to the work location on a normal workday.
An employee who operates a vehicle on official business must have a valid driver's license, insurance, and a good driving record. The employee shall use, and ensure all passengers use, all available safety equipment in the vehicle. Frequent drivers should attend and successfully complete an approved defensive driver-training course at least once every four (4) years. Driver training courses are available through the Department of General Services.
Employees using their private vehicle on state business MUST have an Authorization to Use Privately Owned Vehicles on State Business (Form FA 205) on file with their supervisor.
Mileage Rate: The current standard mileage rate is posted in the Travel Guide - Chapter 11 - Transportation - Private Vehicle Use. The mileage rate covers gasoline, maintenance and automobile repair expenses. Mileage is taxable for call-back and indefinite long term assignments. For the latest vehicle mileage rate, see the Travel Guide - CH 11 - Transportation - Private Vehicle Use.
Other modes of transportation that may be used for state business are:
Contiguous: A total of two (2) hours either before and/or after extending the regularly scheduled workday, e.g. one (1) hour before and one (1) hour after the workday.
Consecutive: Either two (2) hours before or two (2) hours after the regularly scheduled workday.
All overtime and arduous meal reimbursement is reportable and taxable. Employees working at least 2 hours or more of overtime on their regular day or regular day off may claim an OT meal.
|Bargaining Unit Or Group||Hours Required Over
Regular Work Schedule
|1||2 hours contiguous||Up to $8.00|
|2||2 hours consecutive||Up to $8.00|
|4||2 hours contiguous||Up to $8.00|
|7||2 hours consecutive||Up to $8.00|
|9||2 hours consecutive||Up to $8.00|
|10||2 hours consecutive||Up to $7.50|
|11||2 hours contiguous||Up to $8.00|
|12||2 hours contiguous||Up to $8.00|
|13||2 hours contiguous||Up to $8.00|
|14||2 hours contiguous||Up to $8.00|
|15||2 hours contiguous||Up to $8.00|
|21, other than WWG2||$0.00|
|21 WWG2||2 hours consecutive||Up to $8.00|
|Non-Represented WWG2||2 hours consecutive||Up to $8.00|
Non-Represented, other than WWG2
|On rare occasions when an employee is required to physically or mentally work 10 hours or more (not including 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 $8.00|
Business purchases must be made through the Division of Procurement and Contracts. Business expenses made by employees are limited to those charges necessary for completion of official state business while on travel status and should be included on the TEC. Justification as to the reason for the purchase is required on the TEC. Expenses over $25.00 require an additional signature on the TEC, box 18, by the designated manager. Inappropriate expenses will not be reimbursed. They include, but are not limited to, the purchase of computer software, cellular phone accessories, and computer equipment.
The TEC may also be used to claim reimbursement relating to Bargaining Contract items such as training, membership dues, and license fee renewals. See Travel Guide Chapter 9 for more information. The original receipt plus one copy is required for reimbursement.
The Travel Expense Claim (TEC), Form FA-0302 is required to reimburse travel expenses and to clear outstanding travel advances. The TEC should be submitted to the Division of Accounting, Travel Payments Section, MS #25.
How to complete a TEC
The Internal Revenue Service (IRS) and Franchise Tax Board (FTB) have deemed that the following employee fringe benefits are taxable.
|Description||Object||* Sub Object|
|Conference and Meeting Fees (In-State and Out-of-State)||077|
|Driver's or Flight License Medical Examinations, DMV License Fees, and Vanpool Medical Exams||132|
|In-State Commercial Airfare||008|
|In-State Per Diem (Lodging, Meals, and Incidentals)||020||ML, MP1, MP2|
|In-State Private Automobile Mileage, Private Aircraft Miles, and Cost Comparison (In-Lieu)||010||ML, AR|
|In-State Travel Expenses (Bridge, Highway, Road and Ferry Tolls for vehicles. Expense of electronic transponders used for the recording and payment of Bridge and Highway tolls.)||003||ML|
|In-State Travel Expenses (Business Expenses, Parking, Rental Car, Rental Car Fuel, Taxi, bus shuttle, Rail (Amtrak), Passenger tolls or expenses on ferries, buses, rail, etc.)||001||ML|
|Out-of-State Commercial Airfare||108|
|Out-of-State Per Diem (Lodging, Meals, and Incidentals)||021||ML, MP2|
|Out-of-State Travel Expenses (Business Expenses, Mileage, Parking, Tolls, Rental Car, Rental Car Fuel, Taxi, Rail (Amtrak), etc.)||101||ML|
|Overtime and Callback Mileage||110||CB|
|Professional Exams and License Fees, State Bar Dues, and Individual Membership Dues||075|
|Relocation (All charges)||022||MR|
|Stationery, Office Supplies, Maps and Books (Not directly related to a State approved training course.)||044|
|Tuition, Registration Fees, Training Materials and Books (Directly related to a State approved training course.)||024|
|Uniform Allowance and Safety Footwear,
* Sub Object Codes required for Employee Fringe Benefits:
1. Who do I call when I have a travel related question?
If an employee and supervisor cannot resolve the question by reviewing the Travel Guide at: https://accounting.onramp.dot.ca.gov/caltrans-travel-guide, call the Travel Information Line at (916) 227-9061.
2. Can I use a computer-generated version of the FA- 0302 TEC Form?
Employees are to use the Form FA-0302 located on Forms Management’s website: http://cefs.dot.ca.gov/
3. If my TEC has been lost en route to Accounting, can I send a duplicate photocopy for payment?
Yes, however, the employee and supervisor must resign the TEC. In addition, the TEC must indicate "RESUBMITTAL" in bold letters across the top of the claim and copies of the receipts must be attached with an explanation the originals were lost en route.
4. Does my lodging receipt need to be itemized?
Yes, lodging receipt must be itemized listing all expenses (room, tax, phone call, etc.) separately. The receipt must also have a zero balance showing the payment was made.
5. What is required on a receipt for LTA lodging?
There are two types of acceptable receipts: a) A pre-printed receipt which includes the name of the property, address and phone number or b) A receipt indicating the property address and landlord name/phone number.
NOTE: The landlord or property manager must sign the receipt.
6. If I rent a vehicle for State business and will also be traveling on personal business, can I use the same rental car?
No, the rental for personal business must be under a separate contract. Employees wishing to retain a commercial vehicle for personal use must make arrangements with the vendor. Enterprise offers the state discount to employees on personal business. Contact Travel Policy for the employee discount code.
7. Can I purchase my own airline ticket?
No. Employees must reserve flights via CalTravelStore (Concur). Approval for all travel reservations are required in Concur.
8. What happens if I lose a receipt?
In the event of a lost receipt, employees are responsible for obtaining a copy of the receipt from the vendor (a fax copy will suffice). Bank and Credit Card statement can be used to substantiate expense listed on employee’s travel expense claim for reimbursement.
In the few cases where a copy of a lost receipt cannot be obtained (i.e., parking), you must document in writing the circumstances beyond your control. In the absence of a satisfactory explanation, the expense will not be allowed for reimbursement.
Contact Phone Numbers
|Travel Information Line||(916) 227-9061|
|Travel Policy Section, Supervisor||(916) 227-8643|
|Travel Policy Section, General||(916) 227-8652|
|Travel Policy and Payments - Fax||(916) 227-9357|
|Travel Payments Section, Supervisor||(916) 227-9858 or (916) 227-9079|
|Caltrans Travel and Expense Guide||https://accounting.onramp.dot.ca.gov/caltrans-travel-guide|
|Caltrans Electronic Forms System||http://cefs.dot.ca.gov/|
|CA Department of Human Resources||http://www.calhr.ca.gov/|
|Department of General Services (Airline and Rental Car Contracts)||https://www.dgs.ca.gov/OFAM/Travel/Resources|