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 599.621 - Subsistence Allowance-Represented Employees

Universal Citation: 2 CA Code of Regs 599.621

Current through Register 2024 Notice Reg. No. 38, September 20, 2024

A represented employee is defined in section 599.615(c) of these regulations.

The represented employee on travel status shall be reimbursed for lodging, meals and incidental expenses. The circumstances of travel will determine the rate allowed.

(a) Short-term subsistence allowance will be authorized in accordance with the applicable provisions of a Memorandum of Understanding when the traveler incurs expenses comparable to those arising from the use of good, moderately priced establishments, catering to the general public. The short-term allowance is intended for trips of such duration that weekly or monthly rates are not obtainable and will be discontinued after the 30th consecutive day in one location unless a continuation has been previously approved by the appointing power. After 30 consecutive days in one location, represented employees may claim the long-term allowance.

(1) Incidental allowance as defined in the applicable provisions of a Memorandum of Understanding may be claimed for each 24-hour period.

(b) Long-term subsistence allowance will be authorized when the traveler incurs expenses in one location comparable to those arising from the use of establishments catering to the long-term visitor.

(1) A represented employee on long-term field assignment who maintains a permanent residence elsewhere while living at the job location may claim the full long-term allowance if one of the following exists:
(A) permanent residence is occupied by the represented employee's dependents, or

(B) permanent residence is maintained at a net expense to the represented employee exceeding $200 per month.

To qualify for this allowance, a represented employee must submit substantiating evidence of either condition to the appointing power in accordance with its requirements.

(2) A represented employee on long-term field assignment who does not maintain a permanent residence away from the job site will be authorized a long-term subsistence allowance of one-half the long-term allowance per day rounded to the nearest dollar.

(3) Represented employees may claim the appropriate long-term subsistence allowance (60 percent of the appropriate short-term allowance plus the incidental allowance) for every 24-hour period on travel status. Allowances for partial day travel status will be as follows:
(A) less than 12 hours, one-half the appropriate allowance rounded to the nearest dollar

(B) 12 to 24 hours, the full allowance

(c) A non-commercial subsistence allowance will be authorized when the traveler incurs expenses comparable to those arising from the use of non-commercial subsistence facilities such as, but not limited to, house trailers or camping equipment.

(1) Represented employees may claim the non-commercial subsistence allowance 60 percent of the appropriate short-term allowance plus the incidental allowance) for every 24-hour period on travel status. Allowance for partial day travel status will be as follows:
(A) If less than 12 hours, one-half the appropriate allowance rounded to the nearest dollar

(B) If 12 to 24 hours, the full allowance

(d) Out-of-State Subsistence Allowance. For out-of-state travel, represented employees will be reimbursed actual lodging expenses, supported by a voucher, and will be reimbursed for meal and incidental expenses in accordance with the applicable provisions of a Memorandum of Understanding.

(e) Out-of-Country Subsistence Allowance. When represented employees are authorized to travel outside the United States, and maintain a permanent U.S. residence occupied by the represented employee's dependents or maintained at a net monthly expense exceeding $200, reimbursement of subsistence expenses may exceed established rates only upon prior approval of the specific rates by the Department.

1. New section filed 2-9-84 (corrected copy refiled 2-27-84); effective thirtieth day thereafter (Register 84, No. 8).
2. Editorial correction of HISTORY NOTES printed in error in Register 84, Nos. 8 and 12 (Register 84, No. 15).
3. Change without regulatory effect of subsection (b) filed 7-7-86; effective thirtieth day thereafter (Register 86, No. 28).
4. Change without regulatory effect amending section filed 9-11-91 pursuant to section 100, title 1, California Code of Regulations (Register 91, No. 52).
18. Change without regulatory effect amending section and NOTE filed 10-13-2014 pursuant to section 100, title 1, California Code of Regulations (Register 2014, No. 42).

Note: Authority cited: Sections 18502, 19815.4(d) and 19820, Government Code. Reference: Sections 3513(c), 11030 and 11032, Government Code.

Disclaimer: These regulations may not be the most recent version. California may have more current or accurate information. We make no warranties or guarantees about the accuracy, completeness, or adequacy of the information contained on this site or the information linked to on the state site. Please check official sources.
This site is protected by reCAPTCHA and the Google Privacy Policy and Terms of Service apply.