California Department of Transportation
 
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Clark Paulsen, Division Chief

Travel Expense Claim (TEC)

References: California Code of Regulations (CCR) 599.638 and 599.638.1, SAM 0780, Bargaining Unit Contracts

The Travel Expense Claim (TEC) Form FA0302 is used to reimburse employees for out-of-pocket expenses and to clear outstanding travel advances. All TEC's must be itemized, accompanied by the necessary receipts and supporting documentation, and approved by the authorized officer(s). It is the responsibility of the officer approving the claim to ascertain the necessity and reasonableness of incurring expenses for which reimbursement is claimed.

Travel expense claims are to be completed in ink or typewritten. TEC's shall be submitted at least once a month and not more than twice a month. If the amount claimable for any month does not exceed $10.00, the filing may be deferred until the total amount claimable exceeds $10.00 or until June 30, whichever occurs first. Travel expenses claimed for July 1 and beyond must be on a separate travel expense claim from those claimed for June 30 or earlier. Expense claims totaling less than $1.00 shall not be submitted or paid.

More than one month's expenses for the same fiscal year may be combined on a TEC. Travel expense claims for $10.00 or more are due by the end of the month following the month in which the travel expenses were incurred. All travel expense claims incurred in any year are due by June 30 of that year. If travel extends through June 30, the TEC should be submitted as soon as travel is completed.

Separate travel expense claims must be filed for out-of-state travel and relocation. Expense claims involving short-term per diem while on long-term assignment must be included on the same claim.

Travel expense claims should be submitted to the Division of Accounting's Travel Payments Section at:


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Inter-office mail: Mail Station 25

U.S. mail: PO Box 168018, Sacramento, CA 95816-8018

Overnight courier: Available at District cashiering offices.

Upon receipt of the TEC by the Travel Payments Section, the claim will be audited to ensure that it is reimbursed in accordance with California Code of Regulations (CCR) rules and regulations, bargaining unit contracts, and the State Administrative Manual (SAM).

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