Research Administration Office

University of California

Memo Operating Guidance

No. 94-10

June 9, 1994

Subject: Travel Reimbursement Under Agreements With State Agencies

Background:

The purpose of this Operating Guidance Memo is to provide information on the State of California Travel Rules as they apply to University employees traveling under extramural funds from awards from State agencies. When negotiating an agreement with a State agency, Contract and Grant Officers can request that travel be in accordance with University, not State Travel Rules. However, Business and Finance Bulletin G-28, Policy and Regulations Governing Travel, provides that when the travel terms of an extramural award are more restrictive than University travel regulations, the award terms govern employee travel reimbursed by that award. Since State Travel Rules are more restrictive than University travel regulations, if a change in the travel language cannot be negotiated, University employees traveling under the State agreement must be reimbursed in accordance with the State Travel Reimbursement Rule.

The differences in reimbursement rates between the State Travel Rules and the University Regulations set forth in G-28 include the rates established for meals, lodging, incidentals, and out-of-State travel.

Meals and Incidentals:

As a rule, the State will not reimburse lunch or incidentals for travel of less than 24 hours. However, for a trip of less than 24 hours which starts before the normal working hours or ends after normal working hours, breakfast and/or dinner can be reimbursed. The maximum allowable for breakfast is $5.50 and for dinner is $17.00. Receipts are required for parking expense request over $6.00 and all other related transportation expenses.

The University's daily expense reimbursement ceiling pays up to $26.00 for a period of less than 24 hours but more than 10 hours, without limitations on the amount spent per meal. Receipts are required for each expense of $25.00 or more. Both the University and the State continue to pay 24 cents per mile when personal vehicles are used.

Lodging and Out-of-State Travel:

While the University reimburses for the actual cost of lodging (with a receipt), the State limit is $79.00 plus tax per night, receipt required. Reimbursement for lodging expenses in excess of this rate requires prior written approval from the State agency. Out-of-State travel also requires the agency's prior written approval.

Employees receiving travel reimbursement under a State agreement must be informed of these differences between the State and the University's reimbursement rates. An audit of a State agreement could disallow costs for lunch during a period of less than 24 hours or other unreceipted transportation expenses.

The attached charts from the State Department of Health Services and Air Resources Board provide further information about the State's Travel Reimbursement Rule. This information is included in agreements with these agencies.

Refer: Samuela A. Evans (510) 987-9849

Subject Index: 02, 07

Organization Index: 001

David F. Mears

Director, Research

Administration

Attachments

cc:

Michael O'Neill

Extramural Funds Managers


Department of Health Services

Financial Management Unit

SHORT-TERM TRAVEL REIMBURSEMENT INFORMATION

EFFECTIVE JULY 1, 1993

The following rate policy Is to be applied for reimbursing the travel expenses of persons under contract:

a. Short Term Travel is defined as a 24-hour period, and less than 31 consecutive days. Starting time is either one hour prior to takeoff time or from the lime a person leaves his or her home, whichever is earlier.

b. Contractors on travel status for more than one 24-hour period and less than 31 consecutive days may claim a fractional part of a period of more than 24 hours. Consult the chart appearing on page 2 of this bulletin to determine the reimbursement allowance.

(1) Lodging:

Statewide Rate (no receipts) $24.99

Statewide Rate (with receipts) Actual costs up to S79.00 plus tax.

Reimbursement for actual lodging expenses exceeding the above amounts may be allowed with the advance whiten approval of the Deputy Director of the Department of Health Services or his or her designee, Receipts are required,

(2) Meals and Supplemental Expenses (with or without receipts):

Breakfast....$5,50

Dinner......$17,00

Lunch........$9,50

Incidentals..$5,00

c, Out-of-state travel may only be reimbursed If such travel has been stipulated In the contract and has been approved in advance by the program with which the contract is held. For out-of-state travel contractors may be reimbursed actual lodging expenses, supported by a receipt, and may be reimbursed for meals and supplemental expenses each 24-hour period computed at the rates listed in b(2) above.

d. In computing allowances for continuous periods of travel of less than 24 hours, consult the chart appearing on page 2 of this bulletin.

e. No meal or lodging expenses will be reimbursed for any period of travel that occurs within normal working hours.

2. If any of the reimbursement rates stated herein change by law. an amendment to the Contract must be entered into to incorporate the new rates. The effective date of any new rates will be determined by the effective date of the contract amendment.

3. For transportation expenses, the contractor must retain receipts for parking; taxi. airline, bus, or rail tickets; car rental; or any other travel receipts pertaining to each trip for attachment to an invoice as substantiation for reimbursement. Reimbursement may be requested for commercial carrier fares; private car mileage; parking fees; bridge tolls; taxi, bus, or streetcar fares; and auto rental fees when substantiated by a receipt.

4. Note on Use of Autos: If a contractor uses his or her car for transportation, the rate of pay will be 24 cents per mile. If, however, the contractor claims that his or her actual cost Is over 24 cents per mile, the contractor may claim up to 30 cents per mile provided the contractor types on an invoice and certifies the following: "I certify that the actual cost of operating my vehicle was equal to or greater than the rate I have claimed." If a contractor uses his or her car 'In lieu of" air fare, the air coach fare will be the maximum paid by the state, The contractor must provide a cost comparison upon request by the state, Gasoline and routine automobile repair expenses are not reimbursable. Amounts claimed In excess of 24 cents per mile may be reported to the Internal Revenue Service.

5. The contractor may be required to furnish details surrounding each period of travel. Travel detail may include but not be limited to: departure and return times. destination points, miles driven, mode of transportation, etc.

Contractors are to consult with the program with which the contract is held to obtain specific invoicing procedures.

Page 81 of 82


SHORT-TERM TRAVEL REIMBURSEMENT GUIDE

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IF LENGTH OF TRAVEL IS: Less than 24 hours

IF THIS CONDITION EXISTS: Travel period began at least one hour before the regularly scheduled work day began.

CONTRACTOR MAY CLAIM: Breakfast

Example: A contractor may claim breakfast If, during a period of travel he or she begins their travel at 7:00 a.m. or earlier and their normal working day was scheduled to begin at 8:00 a.m.

IF LENGTH OF TRAVEL IS: Less than 24 hours

CONTRACTOR MAY CLAIM: No lunch

IF LENGTH OF TRAVEL IS: Less than 24 hours

IF THIS CONDITION EXISTS: Travel period ends at least one hour after the regularly scheduled work day ends,

CONTRACTOR MAY CLAIM: Breakfast

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IF LENGTH OF TRAVEL IS: 24 hours

IF THIS CONDITION EXISTS: A contractor is on travel status for a full 24-hour period (determined begin and end times).

CONTRACTOR MAY CLAIM: Breakfast, lunch, and dinner

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IF LENGTH OF TRAVEL IS: Last fractional part of more than 24 hours

IF THIS CONDITION EXISTS: Return at or after 9:00 a.m.

CONTRACTOR MAY CLAIM: Breakfast

Example: If a contractor returns the last day of o trip of more than 24 hours at or after 9:00 a.m., a breakfast allowance may be claimed.

IF LENGTH OF TRAVEL IS: Last fractional part of more than 24 hours

IF THIS CONDITION EXISTS: Return at or after 2:00 p.m,

CONTRACTOR MAY CLAIM: Lunch

Example: If a contractor returns the last cloy of o trip of more than 24 hours at or after 2:00 p.m.. a lunch allowance may be claimed.

IF LENGTH OF TRAVEL IS: Last fractional part of more than 24 hours

IF THIS CONDITION EXISTS: Return at or offer 7:00 p.m.

CONTRACTOR MAY CLAIM: Dinner

Example: If a contractor returns the last day of a trip of more than 24 hours at or after 7:00 p.m., a dinner allowance may be claimed.


APPENDIX IV

TRAVEL EXPENSES REIMBURSEMENT CHART

FY 1993/94

LODGING ALLOWANCE

Non-Conference/Convention/Business Meeting

W/O Receipt.......Up to $24.99

With Receipt......Up to $79.00+tax/1

MEAL ALLOWANCES:

Breakfast..............Up to $ 5.50

Lunch/2................Up to $ 9.50

Dinner.................Up to $17.00

Incidentals/3..........Up to $5.00

MILEAGE (Per mile rate):

Private Vehicle..........Up to 24 cents

PARKING:

W/O Receipt..............Up to $6.00

With Receipt.............Actual Cost

1/May claim reimbursement for the room rate up to the amount indicated plus the entire tax.

2/Lunch allowance may not be claimed for travel less than 24 hours (i.e.. 1-day trip).

3/The incidental allowance is intended to reimburse claimant for newspapers and magazines, personal telephone calls, laundry and dry cleaning, porterage and other miscellaneous expenses incurred during the course of travel. This allowance may not be claimed for travel less than 24 hours.