Planning a trip to California? Whether it’s for business within the Golden State or you’re a state employee navigating travel policies, understanding the guidelines for travel expenses is crucial. This guide breaks down the essential California travel guidelines, focusing on reimbursement rates for meals, lodging, and mileage, ensuring you’re well-informed and prepared.
Navigating California Travel Reimbursements
California state employees, and anyone conducting business within the state, can be reimbursed for necessary out-of-pocket expenses. These expenses must be reasonable and actually incurred while performing official duties. Understanding what qualifies and the reimbursement rates can significantly simplify your travel budgeting and expense reporting. Key areas covered under California’s travel guidelines include transportation, meals, short-term lodging, and personal vehicle use.
To delve deeper into the official policies, the California Department of Human Resources (CalHR) provides detailed information in their HR Manual, specifically sections 2201 – Travel and Relocation Policy, 2202 – Mileage Reimbursement, and 2203 – Allowances and Travel Reimbursements. These resources are invaluable for a comprehensive understanding of travel reimbursement policies.
Meal and Incidental Expense (M&IE) Rates in California
California sets maximum reimbursement rates for meals and incidentals, commonly referred to as M&IE. It’s important to remember these are maximums, not allowances, and you may need to provide receipts in case of an audit to substantiate your claims.
As of January 1, 2024, the reimbursement rates are as follows:
- Breakfast: Up to $13
- Lunch: Up to $15
- Dinner: Up to $26
- Incidentals: Up to $5
- Total Daily Maximum: Up to $59
These rates were in effect through September 30, 2024. For travel on or after October 1, 2024, and beyond, refer to HR Manual Section 2203 for the most current M&IE rates and how they apply to different travel timeframes, such as fractional days, trips under 24 hours, and trips exceeding 24 hours.
Important Note: While receipts are not always required for claiming up to the maximum M&IE rates, employees must keep meal receipts as proof that expenses didn’t exceed the claimed amount. Departments can request these receipts at any time.
From October 1, 2024, the structure of M&IE rates changed slightly, introducing a daily total and specific rates for the first and last days of travel:
| M&IE Total | First & Last Day of Travel | Breakfast* | Lunch* | Dinner* | Incidental Expenses |
|---|---|---|---|---|---|
| Up to $68 | Up to $51 | $16 | $19 | $28 | $5 |
- M&IE Total: This is the full daily amount for days that are neither the first nor last day of travel.
- First & Last Day of Travel: Reimbursement is capped at 75% of the total daily M&IE.
- Meal Deductions: If meals are provided (e.g., conference registration includes lunch), you must deduct the corresponding meal amount from your M&IE claim.
Personal Vehicle Mileage Reimbursement in California
Using a personal vehicle for state business in California requires advance approval. Mileage reimbursement covers various vehicle operating costs, including gasoline, maintenance, insurance, and depreciation.
Here are the personal vehicle mileage reimbursement rates:
2024 Rates:
- Personal Vehicle (business travel): $0.67 per mile
- Personal Vehicle (relocation): $0.21 per mile
- Private Aircraft: $1.76 per statute mile*
2025 Rates:
- Personal Vehicle (business travel): $0.70 per mile
- Personal Vehicle (relocation): $0.21 per mile
- Private Aircraft: $1.75 per statute mile*
*Unless specified otherwise in a bargaining agreement (MOU).
For historical rates, the State Controller’s Office’s Payroll Procedures Manual, Section N is a useful resource. Always ensure you are using the rate effective at the time of travel.
Short-Term Lodging Reimbursement Rates in California
California provides guidelines for short-term lodging expenses, requiring employees to stay in commercial establishments like hotels or motels and to always obtain a receipt for reimbursement.
Maximum daily lodging reimbursement rates vary by county. If your lodging exceeds these rates, you’ll need to obtain prior approval using an Excess Lodging Rate Approval Request (STD 255C).
Maximum Lodging Reimbursement Rates (Effective January 1, 2024 – September 30, 2024):
- All counties except those listed below: $107
- Alameda: $189
- City of Santa Monica: $270
- Los Angeles: $169
- Marin: $166
- Monterey: $184
- Napa: $195
- Orange: $169
- Riverside: $142
- Sacramento: $145
- San Diego: $194
- San Francisco: $270
- San Mateo: $222
- Santa Clara: $245
- Ventura & Edwards AFB (excluding Santa Monica city): $169
Always refer to HR Manual Section 2203 for the most up-to-date lodging rates, especially for rates effective October 1, 2024, and beyond.
Staying Informed on California Travel Guidelines
Navigating travel guidelines in California requires attention to detail and staying updated with the latest rate changes. By understanding these guidelines, both state employees and those doing business in California can ensure compliance and efficient expense management. Always consult the official CalHR resources and your department’s specific travel policies for the most accurate and current information when planning your travel in California. This ensures a smoother travel experience and accurate reimbursement processing.
