California Department of Transportation
 
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Clark Paulsen, Division Chief

Non-State Employee Travel Reimbursement

References: California Code of Regulations (CCR), Administration, Title 2, Sections 599.619, 599.623(c) and 599.626.1, CCR MM #86-01

Overview

In certain circumstances Caltrans may reimburse non-state employees for travel and per diem expenses. Non-state employees are defined by the Department of Human Resources (CalHR) as follows:

  • Statutory Board Members: Individuals appointed to serve on boards or commissions established by law. The Governor, Legislature or department head appoints members. The appointing authority establishes headquarters for these board members.
  • Non-Statutory Board Members: Individuals appointed to serve on boards, commissions or task forces that are created by agency secretaries, department directors, or executive officers on an as-needed basis to fulfill the department's mission. The appointing authority establishes headquarters for these board members.
  • Salaried Consultants: Individuals who have a written contract with the state to perform specific duties or consultants with a verbal agreement to provide one-time services in exchange for an honorarium or speaker's fee plus travel expenses. The department establishes headquarters for salaried consultants.
  • Non-Salaried Consultants: Individuals serving as experts in specialized areas who receive no salary. Since their expertise is only needed for limited periods, a written contract may not be required. The appointing authority establishes headquarters for non-salaried consultants.
  • Civil Service Consultants: Individuals hired by the state to perform the duties of a consultant and have civil service status. The appointing authority establishes headquarters for consultants.
  • Volunteers: Individuals who voluntarily perform services for the state without pay. The appointing authority establishes headquarters for volunteers.
  • Attendants for Disabled Employees: Individuals who are readers, interpreters, drivers or attendants to disabled employees. Contact the Division of Administration, Office of Health and Safety's Reasonable Accommodation Coordinator to secure reimbursement approval for the attendant's travel expenses.

Reimbursement Rates

The reimbursement rates for travel and per diem expenses are:

  • Statutory and Non-Statutory Board Members: Reimbursement for necessary travel expenses based on the rates for non-represented employees. Board members may be reimbursed for actual travel expenses up to the maximums allowed for non-represented employees when attending board, commission, and committee meetings. Board members, if not on travel status, are exempt from time constraints and the 50-mile rule when attending meetings. While on travel status other than attending board, commission or committee meetings, appointees may be reimbursed for expenses under the same conditions as non-represented employees.
  • Salaried Consultants: Reimbursement for necessary travel expenses for salaried consultants under contract shall be stated in the contract, but shall not exceed the rates established for non-represented employees. Salaried consultants under verbal contract will be reimbursed for necessary travel expenses based on the rates for non-represented employees.
  • Non-Salaried and Civil Service Consultants: Reimbursement for necessary travel expenses based on the rates for non-represented employees.
  • Volunteers: Reimbursement for necessary travel expenses based on the rates for non-represented employees.
  • Attendants for Disabled Employees: Travel expenses equal to the rates allowed the disabled employee.

For non-represented employee rates, click here.

Reimbursement Claims

Claims for reimbursement should be submitted on Form FA1301, "Non-State or Attendant Expense Invoice". The form is available through the Caltrans Electronic Forms System.

All claims must include:

  • The original signatures of the claimant and the approving officer.
  • An explanatory memo or a copy of the contract or participation agreement, whichever is appropriate. The memo, contract, or agreement must detail allowed travel expenses.
  • Charge coding information as provided by the approving officer.
  • Two copies of all required receipts. See Receipt Requirements.
  • Attendants for Disabled Employees must include on the claim the name of the disabled employee and describe the services provided.

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