California Department of Transportation
 
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Clark Paulsen, Division Chief

Professional Exams, Licenses, and Dues

References: Bargaining Unit Contracts, (CCR), Administration, Title 2, Sections 599.922 and 599.922.2, Department of Human Resources (CalHR) PML 2013-045, Project Management Directive 17, and Labor Relations Alert 24

Introduction

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.

Qualifying Professional Organizations

Allowances

Collective Bargaining Unit Allowances
Units 1, 4, 11, 14 and 15
  • Full reimbursement of renewal cost of professional and/or technical licenses, certificates, or credentials required as a condition of employment.
  • Up to $50.00 per year for membership dues in job-related professional societies or associations of the employee's choice or a job-related professional license fee.
Unit 2
  • Reimbursement or direct payment of state bar dues for full-time employees, pro-rated dues for part-time employees or employees who work less than a full year.
  • Membership in one local job-related bar association or for one job-related specialty section of the state or a local bar, if state bar membership is required as a condition of employment. Amount is not to exceed $100 annually, and is pro-rated for part-time employees or employees who work less than a full year.
Unit 9
  • Full cost of application fees *upon successful completion* of the examination and renewal fees for Engineer, Architect, Landscape Architect, Engineering Geologist, Land Surveyor, Engineer-in-Training, Land Surveyor-in-Training and Geologist professional licenses. *Effective immediately, all Bargaining Unit 9 TECs for the reimbursement of professional licensing examination fees are to be routed through the Division of Design, Office of Professional Development prior to submission to the Division of Accounting.

    *Per the MOU effective July 2013, BU 9 employees may request reimbursement of examination and application fees for portions of exam that have been successfully passed without the requirement to wait until all portions of the exam have been passed.  This is applicable to fees incurred as of July 2, 2013.  No partial reimbursement will be allowed for fees paid prior to this date.

  • Membership in one job-related professional society or organization, maximum $100 per fiscal year.
  • Membership in the Project Management Institute for full-time project management positions, maximum $164 per fiscal year.
Unit 12
  • Cost of filing, examination, and renewal fees for obtaining an agricultural pest control license (Qualified Applicator's Certificate and/or Pest Control Advisor Certificate) or Backflow Tester certificate if required for employee's position. Must be authorized in advance by immediate supervisor and exam must be successfully completed and certificate issued.
Unit 21
  • Up to $75 per year for membership dues in job-related professional societies or associations.
Non-Represented
  • Up to $100 annually for membership dues of one professional organization or job-related license fee directly related to the employee's scientific or professional discipline. A professional license fee and professional dues to one organization may be reimbursed in combination for a total not to exceed $100.
  • If job requires a professional license, may receive both professional dues and license fees not to exceed $100 annually for each.
  • Full cost of application and renewal fees for Engineer, Architect, Landscape Architect, Engineering Geologist, Land Surveyor, and Engineer-in-Training licenses.
  • Membership in the Project Management Institute for full-time project management positions, maximum $164 per fiscal year (R09, S09 and M09 only).
  • Cost of filing, examination, and renewal fees for obtaining an agricultural pest control license (Qualified Applicator's Certificate and/or Pest Control Advisor Certificate) if required for employee's position. Must be authorized in advance by immediate supervisor and exam must be successfully completed and certificate issued.

 

Reimbursement Claims

Qualifying employees are required to submit a travel expense claim (TEC) for reimbursement. Exams, licenses, and membership dues must be coded to Object 075 and proof of payment must be attached to the TEC. Requirements for proof of payment is:

  • Professional Membership 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:

    • The Department of Consumers Affairs Transmittal indicating the amount paid (example) or,
    • Cash receipt provided by the Department of Consumer Affairs ( example) or,
    • The renewed license and proof of payment i.e. cancelled check, copy of credit card statement, etc.
  • 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 CCR Regulation 599.922.

    Represented employees must code the TEC using the following Reporting IDs:

Examination Reporting ID
Civil Engineer 6CE
Electrical Engineer 6ELEC
Engineer-in-Training 6EIT
Land Surveyor 6LS
Land Survey-in-Training 6LSIT
Structural Engineer 6STRUC
All Others 6REIMB

State, Local, and Specialty Bar Dues

For the most recent allowance amounts and direct payment information for State bar dues, see the latest California Department of Human Resources (CalHR) Personnel Management Letter (PML XX-XXX) referenced at the beginning of this section

The State of California does not pay or reimburse:

  • The portion of bar dues that funds the “State Bar's Legislative Activity” and “Bar Relations and Elimination of Bias” with voluntary bar associations.
  • Contribution for the Legal Services Assistance option.
  • Optional donations to the Conference of Delegates of California Bar Associations, Foundation of the State Bar, or the California Supreme Court Historical Society
  • Penalties resulting for late payment of dues

All travel expense claims submitted for reimbursement of state, 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.

Notary Public

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:

  1. The California Notary Bond
  2. Notary Seal/Stamp
  3. Notary Journal
  4. Background Check
  5. Photograph

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.

Reimbursement Claims

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.

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