Clark Paulsen, Division Chief
Professional Exams, Licenses, and Dues
In recognition of the professional nature of employees, the State may reimburse employees for professional exams, licenses, and dues in job-related professional organizations, societies, or associations of the employee's choice. Employees in Bargaining Units 1, 2, 4, 9, 11, 12, 14, 15, and 21 and non-represented employees are currently the only employees eligible for professional exam, license, and dues reimbursement.
Bargaining Unit 2 and non-represented attorneys may elect to be reimbursed or to participate in the direct payment process for the cost of annual bar dues.
Reimbursement or direct payments for professional exams, licenses, and dues will not include any late fees or penalties due to untimely renewal. Late fees and penalties are the responsibility of the employee.
|Collective Bargaining Unit||Allowances|
|Units 1, 4, 11, 14 and 15||
Qualifying employees are required to submit a travel expense claim (TEC) for reimbursement. Exams, licenses, and dues must be coded to Object 075 and proof of payment must be attached to the TEC. Requirements for proof of payment is:
- Professional Dues
The TEC must include two (2) copies of the front and back sides of the canceled check or original receipt (with pre-printed amount) indicating the cost of the dues or membership.
- Professional License Renewal
Provide two (2) copies of one of the following options:
- Exam Fees
Represented employees must attach to the TEC a copy of the notification that the exam has been successfully completed. Both represented and non-represented employees must attach to the TEC two (2) copies of the canceled check or original receipt (with pre-printed amount) indicating the cost of the application and/or exam fee.
Employees must reference the license or exam title on the TEC. In addition, in the Remarks Section of the TEC, represented employees shall reference Article 3.3 of the Bargaining Unit 9 Contract and non-represented employees shall reference DPA Regulation 599.922.
Represented employees must code the TEC using the following Reporting IDs:
- State Bar Dues
The State of California does not pay the portion of bar dues that funds the State Bar's lobbying efforts or communications with voluntary associations. Employees may not claim reimbursement for that portion of the dues.
All travel expense claims submitted for reimbursement of local and specialty bar dues must include two (2) copies of proof of payment (canceled check or pre-printed receipt), two (2) copies of the annual fee statement issued by the Bar Association, and two (2) copies of the employee's membership card.
For the most recent allowance amounts and reimbursement restrictions, see the Department of Personnel Administration Personnel Management Letter (DPA PML) referenced at the beginning of this section under References.
- Proration of Bar Dues
Bar dues reimbursement may be prorated for employees who work less than full-time and for employees who work less than a full year.
- Local and Specialty Bar Dues
All travel expense claims submitted for reimbursement of local and specialty bar dues must include two (2) copies of proof of payment (canceled check or pre-printed receipt), two (2) copies of the annual fee statement issued by the Bar Association and two (2) copies of the employee's membership card.
The supervisor's signature on the TEC will certify that the reimbursement selected is job-related.
The Legal Division will approve and submit for payment State Bar dues for qualifying employees at least four (4) weeks prior to the annual dues deadline. The Legal Division will provide the Office of External Accounts Payable with appropriate approval documents and charge coding. The Office of External Accounts Payable will submit a claim schedule through the State Controller's Office payable to the State Bar of California on behalf of the employees.
Employees who have been authorized to become a Notary Public may be reimbursed for Notary Public expenses limited to those expenses required by law to obtain a Notary Public Commission. The expenses required by law are:
- The California Notary Bond
- Notary Seal/Stamp
- Notary Journal
- Background Check
Note: The Department will not reimburse employees for Errors & Omissions insurance claims. There is no requirement, nor any real benefit, for the Department to obtain and /or pay for errors and omissions insurance for a notary public who provides services to the Department. Errors and Omissions insurance (aka, "malpractice insurance") is separate and distinct from the surety bond and is not a mandatory requirement by law to obtain a Notary Public commission.
Qualifying employees are required to submit a travel expense claim (TEC) for reimbursement. Proof of payment with itemized receipt must be attached to the TEC and coded to object code 075.