5-6. Appendix C - Caltrans Travel Policy.pdf

Chapter 15 - Transportation Transportation – General Policy Air

Commercial Air Travel

Privately-Owned Aircraft

Pilot Qualifications and Insurance Requirements

Agency Rented Aircraft

Automobile Commercial Car Rental

Private Vehicle Use

Mileage Reimbursement Rates

Cost Comparison (In-Lieu of Airfare)

Parking and Tolls

Vehicle Accidents

Other Modes of Transportation Rail/Amtrak

Shuttle Buses, Street Car, Local Rapid Transit

Tips for Allowable Transportation Expenses

Taxi

Bicycle

Shared Bicycle and Scooter

Motorcycle

Transportation References: State Administrative Manual Sections 0700, 0710, 0730, 0751, and 4117, California Code of Regulations (CCR), Administration, Title 2 Sections 599.615, 599.615.1, 599.626, 599.626.1, and 599.627, Travel Management Services (DGS), and Department of General Services (DGS) MM14-03

GENERAL POLICY

Employees should use the most economical mode of transportation, considering both direct expense as well as employee time. Reimbursement will be made only for the method of transportation that is in the best interest of the State.

Department of General Services (DGS) requires employees to make all travel arrangements (airfare, hotel, commercial car rental, and rail) through Concur. See DGS MM14-03.

Allowable modes of transportation include:

Buses, shuttle buses, taxis, Uber, and Lyft.

Commercial airlines.

Commercial rental vehicles and aircraft.

Private vehicles, bicycles and aircraft.

Rail/Amtrak.

Shared Bicycle and Shared Scooter.

Provided the mode of transportation selected does not conflict with the needs of the Department, the employee may use a more expensive form of transportation and be reimbursed at the amount required for a less expensive mode. An itemized cost comparison of both methods of transportation must be prepared and attached to the travel expense claim.

Expenses arising from travel between home or garage and headquarters will not be allowed.

Approval of travel reservations in Concur and Travel Expense Claim (TEC) reimbursement is the responsibility of the appointing authority, or designee, who has knowledge of the travel and expenses incurred by the employee. The appointing authority must review the TEC to ensure compliance with all California Department of Human Resources (CalHR) rules and Bargaining Unit Contracts. The Appointing Authority is defined as a supervisor, management within the employee's chain of command, or appropriately designated authority in a supervisor/management classification familiar with the travel may approve TECs or travel reservations in Concur.

http://sam.dgs.ca.gov/TOC.aspx http://sam.dgs.ca.gov/TOC.aspx https://shared-govt.westlaw.com/calregs/Search/Index https://shared-govt.westlaw.com/calregs/Search/Results?transitionType=Default&contextData=%28sc.Default%29&t_T1=2&t_T2=599.615&t_S1=CA%20ADC%20s&Page=1&SearchId=i0a89a3d00000019977070bf7e82fdba5&query=advanced%3A%20CI%28%222%20CA%20ADC%20s%20599.615%22%29&Template=Find https://shared-govt.westlaw.com/calregs/Search/Results?transitionType=Default&contextData=%28sc.Default%29&t_T1=2&t_T2=599.626&t_S1=CA%20ADC%20s&Page=1&SearchId=i0a898b5900000199770623d396b74c39&query=advanced%3A%20CI%28%222%20CA%20ADC%20s%20599.626%22%29&Template=Find https://shared-govt.westlaw.com/calregs/Search/Results?transitionType=Default&contextData=%28sc.Default%29&t_T1=2&t_T2=599.627&t_S1=CA%20ADC%20s&Page=1&SearchId=i0a898b590000019977079f1e96b74d42&query=advanced%3A%20CI%28%222%20CA%20ADC%20s%20599.627%22%29&Template=Find https://www.dgs.ca.gov/OFAM/Travel/Resources/Page-Content/Resources-List-Folder/Travel-Management-Services https://www.dgs.ca.gov/OFAM/Travel/Resources/Page-Content/Resources-List-Folder/Travel-Management-Services https://www.dgs.ca.gov/Resources/ManagementMemos?search=managment%20memo https://accounting.onramp.dot.ca.gov/downloads/accounting/files/travel-guide/DGS%20MM%2014-03.pdf

Important Note:

Transportation expenses arising from travel between residence or garage and headquarters are not reimbursable for employees who are on telework status.

The telework status do not change the employee’s headquarter location. An employee’s designated headquarter is established by the appointing power for each state officer and employee.

THIRD PARTY VENDORS

Reimbursement is allowed for airfare, commercial car rental, and other transportation charges paid to third party vendors as long as the cost does not exceed the actual and necessary costs as determined by the department, not the employee. A justification is required on the TEC explaining why the department’s travel reservation system (via CI Azumano) was not used. See Third Party Vendors.

CHOOSING A MODE OF TRANSPORTATION

In choosing the most economical method of transportation, the employee and supervisor should consider the following:

Availability of public transportation.

Availability of transportation at the point of destination.

Direct expenses such as:

Airfare

Parking cost

Rail fare

Vehicle rental fees

Vehicle mileage, etc.

Distance to be traveled.

Employee time away from the office.

Location of employee's residence, regular workplace, and destination.

Location of state garages.

Number of employees traveling to the same place at the same time.

Time allotted to complete the assignment.

EMPLOYEE RESPONSIBILITY

https://accounting.onramp.dot.ca.gov/third-party-vendors-pricelinecom-hotelscom-etc

The employee will:

Adhere to the State's policy regarding vendor incentives. State employees may use frequent flyer miles and/or points for personal use; however, use of any other vendor incentive is not allowed.

Have a valid California driver's license, insurance, and a good driving record when operating a vehicle on official business. The employee will use, and ensure all passengers use, any available safety equipment in any vehicle used for State business.

Select the method of transportation that is in the best interest of the Department, considering both direct expenses as well as time.

Use public transportation whenever feasible in lieu of using a state or privately-owned vehicle for state travel.

Use the Department's travel agency when booking airline, rail, and rental car reservations.

SUPERVISOR RESPONSIBILITY

The supervisor will:

Approve travel and payments certifying that the employee has authorized the travel, that the expenses were incurred in order to conduct official state business and that the expenses claimed are appropriate and in keeping with all rules and regulations.

Determine the necessity and reasonableness of the mode of transportation selected for employee travel in accordance with the Department's travel policy.

Ensure that the most economical method of transportation is used, considering both the time the employee will be away from the office and the direct cost of the methods of transportation that may be used.

Verify that if a more expensive mode of transportation was used, the employee claimed reimbursement for an amount equivalent to the less expensive mode and that the employee did not claim more per diem than allowed under the less expensive mode of transportation.

Verify that the employee has a valid California driver's license, insurance, and a good driving record before approving the employee's use of a vehicle for official business.

Verify that the employee uses the Departments Travel Agency for booking airline, rail, and rental car reservations.

http://www.calhr.ca.gov/PML%20Library/2005051.pdf

Commercial Air Travel References: California Code of Regulations (CCR), Administration, Title 2 Sections 599.628 and 599.628.1, Department of General Services (DGS) Best Practices Guide, State Administrative Manual (SAM) Sections 0740, 0741, 0748, 4117.1, and 4117.3, Travel Management Services (DGS), Travel Management Services (DGS), Department of General Services MM14-03, and Department of General Services (DGS) MM21-07

OVERVIEW

Travelers must purchase the lowest cost airfare whenever possible as directed by the Department of General Services Management (DGS) Memo 14-03.

Airline reservations must be purchased using the on-line booking system Concur, or directly with the state travel agency, CI Azumano. Concur features an on-line electronically routed approval system.

The use of Concur is restricted to Caltrans employees who must travel on state business. Using the reservation system for personal travel is prohibited.

Commercial air flight expenses arising from travel between residence or garage and headquarters are not reimbursable for employees who are on telework status. The telework status does not change the employee’s headquarter location. An employee’s designated headquarter is established by the appointing power for each state officer and employee.

NON-REFUNDABLE AIRFARE

Travelers should first consider purchasing a non-refundable fare if the trip dates are fixed and there is a low probability of a change in plans. Frequent travelers should always consider non-refundable fares when there is a high probability that the unused funds (credit) will be used for future travel within the expiration period.

Non-refundable airfare may be purchased through the Department's Travel Agency if the airfare is less than the DGS contracted refundable rate.

Cost savings factors to consider include:

Advance Purchase - Non-refundable fares are typically lower in price when reservations are made at least 14 days in advance.

Flexible Flight Window - Having a flexible schedule with earlier or later departure time can save significant amounts.

Routing Options - Consider taking flights that include stops as long as the layovers do not significantly impact business or delay travel times.

https://shared-govt.westlaw.com/calregs/Search/Results?transitionType=Default&contextData=%28sc.Default%29&t_T1=2&t_T2=599.628&t_S1=CA%20ADC%20s&Page=1&SearchId=i0a898b5900000199786d861296b824d4&query=advanced%3A%20CI%28%222%20CA%20ADC%20s%20599.628%22%29&Template=Find https://shared-govt.westlaw.com/calregs/Search/Results?transitionType=Default&contextData=%28sc.Default%29&t_T1=2&t_T2=599.628&t_S1=CA%20ADC%20s&Page=1&SearchId=i0a898b5900000199786d861296b824d4&query=advanced%3A%20CI%28%222%20CA%20ADC%20s%20599.628%22%29&Template=Find https://www.dgs.ca.gov/OFAM/Travel/Resources https://www.dgs.ca.gov/OFAM/Travel/Resources http://sam.dgs.ca.gov/TOC.aspx http://sam.dgs.ca.gov/TOC.aspx https://www.dgs.ca.gov/OFAM/Travel/Resources/Page-Content/Resources-List-Folder/Travel-Management-Services https://www.dgs.ca.gov/OFAM/Travel/Resources/Page-Content/Resources-List-Folder/Travel-Management-Services https://www.dgs.ca.gov/OFAM/Travel/Resources/Page-Content/Resources-List-Folder/Travel-Management-Services https://accounting.onramp.dot.ca.gov/downloads/accounting/files/travel-guide/2005051.pdf https://accounting.onramp.dot.ca.gov/downloads/accounting/files/travel-guide/DGS%20MM%2014-03.pdf https://www.dgs.ca.gov/Resources/ManagementMemos?search=managment%20memo https://www.dgs.ca.gov/Resources/ManagementMemos?search=managment%20memo https://www.dgs.ca.gov/OFAM/Travel/News/Page-Content/News-List-Folder/Travel-Bulletin-25-02

Alternate Airports - Significant savings can be achieved through the use of close proximity alternate airports.

Before requesting a non-refundable fare, the employee must understand all restrictions and penalties for flight changes and/or cancellations. Penalties incurred for flight changes or cancellations may be the responsibility of the employee if the circumstances do not represent a true business need and are not found to be in the best interest of the State.

In-State Travel: Travelers may purchase non-refundable airfare for Southwest Airlines (“Wanna Get Away” fare) as the carrier offers the most flexibility in changing non-refundable flight reservations.

Out-of-State Travel: Non-refundable airfare from any carrier is allowed if the fare is less costly than the out-of-state contracted airfare.

Note: Employees with an Unused Ticket Credit (UTC) issued from a non-refundable airfare purchase do not have to contact a travel agent for assistance in applying full or partial unused tickets. They can purchase the new flight in Concur without the UTC. All airline UTCs are automatically applied behind the scenes during the reservation process in Concur. The Unused Tickets report can be found here: Appendix I – Unused Ticket Credits Report.

REFUNDABLE AIRFARE

The Department of General Services (DGS) has contracted with various airlines for discounted airfare. These fares are available through the Department's Travel Agency for refundable in-state, out-of-state and international flights. Cost savings are achieved with these discounted fares, as they are fully refundable and for travel in either direction of the city pair. See the contract Airline rates within California, Out-of-State, and International for more information.

Note: Prices indicated reflect a one-way fare.

Discounted refundable airfare is available as follows:

YCAL Contract Airfare: Unrestricted airfare with last seat availability.

Capacity Controlled Contract Airfare: Capacity controlled as a limited number of seats have been specifically set aside at these rates. These fares are less expensive than YCAL fares and should be used when seats are available. The fares can be upgraded to YCAL when necessary.

Southwest Airlines: The “Anytime” fare is fully refundable. If an employee must cancel the airline ticket, choose “Request a Refund of the refundable balance”.

DGS contracted airfare rates may only be used for state business and are not extended to employees for personal travel.

https://accounting.onramp.dot.ca.gov/downloads/accounting/files/travel-guide/unused-tickets.xlsx https://www.dgs.ca.gov/OFAM/Travel/Resources/Page-Content/Resources-List-Folder/Airfare https://www.dgs.ca.gov/OFAM/Travel/Resources/Page-Content/Resources-List-Folder/Airfare

REASON CODE JUSTIFICATION(S) FOR NON-COMPLIANCE AIRFARE

Effective August 1, 2021, in accordance with SAM Section 4117.1 and Management Memo (MM) 21-07 policies, state employees are required to provide the corresponding Reason Code Justification(s) below when booking a non-compliance airfare:

• Flight selected is a non-contracted/non-preferred carrier.

• Flight selected is a refundable fare.

• Domestic flight(s) is booked less than 7 days in advance.

• International flight(s) is booked less than 30 days in advance.

State employees may book their flight(s) through the online booking tool Concur or by calling CI Azumano with a live travel agent.

Concur will prompt and require that a Reason Code Justification(s) be provided before proceeding with booking a flight that violates any of the MM 21-07 policies. Employee must retain a copy of the online booking tool Concur search results to support their justification for choosing any of the Reason Code Justifications. This record may be requested by Accounting as a justification for non-compliance reconciliation.

Examples of such documentation include but are not limited to:

Example 1: When selecting a refundable fare due to a short notice/last-minute travel assignment, traveler must retain an email record detailing the assignment and their requirement to travel to fulfill the mission critical task on such short notice.

Example 2: When selecting a refundable fare due to only Refundable flights being available at time of booking, traveler must retain time stamped screenshots of Concur site illustrating non-refundable flights were not available to choose from at time of booking.

PASSENGERS OF SIZE

Employees who are unable to lower the armrests (the definitive boundary between seats) should proactively book an additional seat if needed when making reservations. This will ensure the employee has access to safe and comfortable seating. The additional purchase will be refunded after travel, provided the flight doesn't oversell.

To request an additional seat, the employee will need to make two reservations, and the supervisor will need to approve both.

OUT OF STATE APPROVAL

The Division of Resource and Innovation is responsible for administering the approval process for out-of-state travel. Employees with questions regarding the approval process should contact their own program's out-of-state travel coordinator.

INTERNATIONAL AIRFARE

For the complex nature of international travel, state employees are encouraged to make their reservations via telephonic reservation with the state’s contracted travel management services vendor CI Azumano at 1-877-454-TRVL (8785), in lieu of self-booking airfare through the state’s online booking tool (Concur). This will help to ensure that the state employees are presented with the most economical options (airfare, hotel, car, etc.) that meet the employees’ business needs.

AIRLINE CHECK BAGGAGE POLICY

Many airline carriers have a policy charging extra for baggage during the airport check-in process. The State’s policy is to only pay for the cost of the ticket and one bag per traveler. If a baggage fee is paid at the airport, the traveler must submit the receipt with their Travel Expense Claim (TEC) for reimbursement.

For travelers requesting reimbursement for more than one bag, a justification to the State Controller’s Office (SCO) must be attached to their TEC for review. The justification must state why the traveler is having to pay for extra luggage (such as computer, presentation handouts, tradeshow exhibits, etc.) for a documented business-related purpose, and can demonstrate that the additional cost is solely for the benefit of the State

The checked bag service fee is determined at time of check in. Therefore, travelers will have to pay the service fee at the ticket counter or at curbside check in. Submit a TEC as a business expense to the Travel Payment Section for reimbursement. A proof of payment/receipt and explanation for the additional cost must be attached to the TEC.

REIMBURSEMENT CLAIMS

https://drisi.onramp.dot.ca.gov/

In rare cases, a Travel Expense Claim (TEC) submitted for reimbursement of airfare may be allowed. The TEC must include a copy of the itinerary and a receipt showing proof of payment. An explanation detailing why the airfare was not secured through the Department's travel agency must be included.

Airfare purchased by the employee may result in expenses that are not eligible for reimbursement. Examples include, but are not limited to, the following:

Cost of airfare that exceeds the state contracted rate.

Cost of non-refundable airfare and any associated fees due to cancellation or modification of the original airline reservation.

Third party vendor purchases (Expedia, Priceline, etc.).

Agency Object Codes:

• In-State travel - use object code 008

• Out of State travel - use object code 108

Privately-Owned Aircraft References: State Administrative Manual Sections 0743, 0744, 0746, and 0747, California Code of Regulations (CCR), Administration, Title 2 Sections

599.628 and 599.628.1, CalHR Manual 2202 - Mileage Reimbursement and Form

STD. 265

OVERVIEW

Privately-owned aircraft may be used for official travel when it is the least costly means of transportation and is in the best interest of the State. The supervisor must evaluate the use of aircraft and may authorize use whenever it is the most economical means available or is otherwise in the best interest of the State. An employee must obtain prior approval from the department for each trip privately-owned aircraft will be used.

Provided the mode of transportation selected does not conflict with the needs of the Department, the employee may use a more expensive form of transportation and be reimbursed at the amount least expensive. An itemized cost comparison of methods of transportation must be prepared and attached to the Travel Expense Claim.

The itemized cost associated with each method of travel may include:

• Meals

• Lodging

• Mileage

• Landing

• Parking

• Other relevant actual costs

If an employee is to act as pilot and carry passengers, he or she must comply with the requirements detailed in this chapter. See Pilot Qualifications and Insurance Requirements for more information.

REIMBURSEMENT CLAIMS

Effective January 1, 2025, reimbursement for the use of the employee's privately-owned aircraft is made at the rate of $1.75 per statute mile, unless otherwise stated in the applicable MOU. Reimbursement for Excluded employees, which includes all supervisors, managerial, and confidential employees, use of their privately-owned aircraft on state business shall be at the Federal General Services Administration’s (GSA) Privately Owned Aircraft Mileage https://www.dgs.ca.gov/Resources/SAM/TOC/700/0743 https://www.dgs.ca.gov/Resources/SAM/TOC/700/0744 https://www.dgs.ca.gov/Resources/SAM/TOC/700/0746 https://www.dgs.ca.gov/Resources/SAM/TOC/700/0747 https://shared-govt.westlaw.com/calregs/Search/Results?transitionType=Default&contextData=%28sc.Default%29&t_T1=2&t_T2=599.628&t_S1=CA%20ADC%20s&Page=1&SearchId=i0a898b5900000199786d861296b824d4&query=advanced%3A%20CI%28%222%20CA%20ADC%20s%20599.628%22%29&Template=Find https://shared-govt.westlaw.com/calregs/Search/Results?transitionType=Default&contextData=%28sc.Default%29&t_T1=2&t_T2=599.628&t_S1=CA%20ADC%20s&Page=1&SearchId=i0a898b5900000199786d861296b824d4&query=advanced%3A%20CI%28%222%20CA%20ADC%20s%20599.628%22%29&Template=Find https://hrmanual.calhr.ca.gov/Home/ManualItem/1/2202 http://www.documents.dgs.ca.gov/dgs/fmc/pdf/std265.pdf http://www.documents.dgs.ca.gov/dgs/fmc/pdf/std265.pdf https://accounting.onramp.dot.ca.gov/pilot-qualifications-and-insurance-requirements-0 https://accounting.onramp.dot.ca.gov/pilot-qualifications-and-insurance-requirements-0

Reimbursement Rate, which is currently $1.75 per statute mile. Distance is computed on the basis of shortest air route from origin to destination, using the specific route for air traffic whenever possible. Distance shown on the claim must be clearly marked "Air Distance".

When substantiated by a receipt, reimbursement will be made for actual and necessary expenses for landing and parking fees in connection with the use of the aircraft. Reimbursement will not be allowed for storage or parking fees at the location where the privately-owned aircraft is normally stored.

Private aircraft mileage is reportable and taxable. See Tax Withholding and Reporting Requirements for applicable tax rates.

The Travel Expense Claim (TEC) must include the following:

• A copy of the approved Form STD. 265.

• If applicable, the original plus one (1) copy of the receipt(s) for landing and parking the aircraft.

• Supervisor's signature on line 17 of the TEC.

• The name of each state officer; employee; board, commission, or authority member transported on the trip.

• The civilian airplane license number.

• Itemized cost comparison.

Agency Object Code 010 is used to claim private aircraft miles.

https://accounting.onramp.dot.ca.gov/chapter-17-tax-withholding-and-reporting-requirements

Pilot Qualifications and Insurance Requirements References: State Administrative Manual Sections 0743, 0746 and 0747, California Code of Regulations, Administration, Title 2 Sections 599.628 and 599.628.1, and Form STD. 265.

OVERVIEW

If an employee is to act as pilot and carry passengers, he or she must meet State regulations in addition to Federal Aviation Administration (FAA) Regulations.

An employee pilot must certify annually that he or she has a valid FAA pilot's license. The pilot's license must be in his or her possession whenever he or she flies a privately-owned, rented, or leased aircraft on State business. The employee pilot shall also certify at least yearly to the employing agency that he or she has the required liability insurance in force during the period of official travel. These must be certified by the employee and his or her supervisor on an "Insurance Verification and Authorization to Operate Privately- Owned/Rented/Leased Aircraft on State Business" Form STD. 265.

The supervisor authorizing travel by privately-owned, rented, or leased aircraft must retain the original approved Form STD. 265. One (1) copy of the approved Form STD. 265 must be forwarded to the Division of Accounting, Travel Payments and Policy Section and one (1) copy returned to the employee. Insurance policies must be available for review and audit at least two (2) years from the authorization effective dates.

Completion of the Form STD. 265 does not constitute prior approval to use privately-owned, rented, or leased aircraft. The supervisor must evaluate the use of aircraft and may authorize use whenever it is the most economical means available or is otherwise in the best interest of the State. An employee must obtain approval from the department before each trip when piloting any aircraft for State business.

PILOT QUALIFICATIONS

To operate privately-owned, state-owned, or state rented aircraft on official business, pilots must be physically qualified and licensed to fly the aircraft for the type of flying performed.

In addition to any other FAA requirements, an employee pilot carrying passengers on official business must certify via the Form STD. 265 that he or she:

Possesses a valid FAA commercial pilot's license, Has previously logged at least 250 hours of actual flight time as a licensed private pilot in command of an aircraft, and https://www.dgs.ca.gov/Resources/SAM/TOC/700/0743 https://www.dgs.ca.gov/Resources/SAM/TOC/700/0743 https://www.dgs.ca.gov/Resources/SAM/TOC/700/0746 https://www.dgs.ca.gov/Resources/SAM/TOC/700/0747 https://shared-govt.westlaw.com/calregs/Search/Results?transitionType=Default&contextData=%28sc.Default%29&t_T1=2&t_T2=599.628&t_S1=CA%20ADC%20s&Page=1&SearchId=i0a898b5900000199786d861296b824d4&query=advanced%3A%20CI%28%222%20CA%20ADC%20s%20599.628%22%29&Template=Find https://shared-govt.westlaw.com/calregs/Search/Results?transitionType=Default&contextData=%28sc.Default%29&t_T1=2&t_T2=599.628&t_S1=CA%20ADC%20s&Page=1&SearchId=i0a898b5900000199786d861296b824d4&query=advanced%3A%20CI%28%222%20CA%20ADC%20s%20599.628%22%29&Template=Find https://www.documents.dgs.ca.gov/dgs/fmc/pdf/std265.pdf http://www.documents.dgs.ca.gov/dgs/fmc/pdf/std265.pdf http://www.documents.dgs.ca.gov/dgs/fmc/pdf/std265.pdf http://www.documents.dgs.ca.gov/dgs/fmc/pdf/std265.pdf

Has logged at least 40 hours of actual flight time as a pilot in command of an aircraft during the preceding 12 months.

An employee pilot who has carried or intends to carry passengers may be required to present his or her logbook substantiating that he or she meets the requirements. A passenger shall be defined as any person other than the pilot traveling in the aircraft. An employee pilot who carries a passenger but fails to meet the above qualifications will not be reimbursed for transportation expenses.

PILOT INSURANCE REQUIREMENTS

When an employee is to act as pilot, he or she is responsible for purchasing and maintaining an insurance policy. The following must be certified annually on Form STD. 265 regarding the insurance policy:

Represented Employees:

There is bodily injury liability of at least $100,000 for each person and $500,000 for each occurrence.

There is property damage liability of at least $100,000 for each occurrence or $500,000 combined single limit.

There is passenger bodily injury liability of $100,000 for each person, if passengers are carried.

The State of California is named as an additional insured on the insurance policy.

Excluded Employees:

There is current insurance in the amount of not less than $50,000 per person liability.

There is current insurance in the amount of not less than $1,000,000 liability per incident.

Insurance policies must be available for review and audit at least two (2) years from the authorization effective dates.

The State of California will not be responsible for the payment or reimbursement of the premium for this insurance.

Agency Rented Aircraft References: State Administrative Manual (SAM) Sections 0742, 0745, 0746 and 0748, California Code of Regulations, Administration, Title 2 Sections 599.628 and 599.628.1, Government Code Section 14120 and 14121, and Form STD. 265

OVERVIEW

An aircraft may be rented, leased, or chartered for official state business when it is the least costly means of travel and in the best interest of the State. Advance approval is required from the Director and, if applicable, the Business, Transportation and Housing Agency Secretary and the Cabinet Section of the Governor's Office. The Governor's Office has granted exemption from the required approval when an emergency arises in which public safety is a concern.

State rented aircraft may be used when the total cost is less than the cost of commercial transportation. In selecting the least costly means of travel, consideration must be given to direct expense and employee time away from the office. Consider the following to determine if the use of a state rented aircraft is in the best interest of the State:

Accessibility and/or urgency of the situation.

Added per diem costs.

Commercial airline services and schedules between points of origin and destination including any intermediate stops or layovers.

Driving time to location would exceed two hours one way.

Scheduling demand and limitations.

The cost of personnel hours lost in travel.

Total commercial travel costs (airlines, rental vehicle, taxi, etc.).

Employees renting, leasing, or chartering an aircraft must report the use to the Division of Accounting's Travel Payments and Policy Section by completing a Trip Cost Analysis Spreadsheet. The completed spreadsheet must be forwarded to the Travel Payments and Policy Section within five (5) working days of the completion of the trip.

If an employee is to act as pilot and carry passengers, he or she must comply with the requirements detailed in this chapter. See Pilot Qualifications and Insurance Requirements for more information.

APPROVAL PROCESS

http://sam.dgs.ca.gov/TOC.aspx http://sam.dgs.ca.gov/TOC.aspx https://shared-govt.westlaw.com/calregs/Search/Results?transitionType=Default&contextData=%28sc.Default%29&t_T1=2&t_T2=599.628&t_S1=CA%20ADC%20s&Page=1&SearchId=i0a898b5900000199786d861296b824d4&query=advanced%3A%20CI%28%222%20CA%20ADC%20s%20599.628%22%29&Template=Find https://shared-govt.westlaw.com/calregs/Search/Results?transitionType=Default&contextData=%28sc.Default%29&t_T1=2&t_T2=599.628&t_S1=CA%20ADC%20s&Page=1&SearchId=i0a898b5900000199786d861296b824d4&query=advanced%3A%20CI%28%222%20CA%20ADC%20s%20599.628%22%29&Template=Find http://leginfo.legislature.ca.gov/faces/codes_displaySection.xhtml?sectionNum=14120.&lawCode=GOV

Director's Approval (required for all aircraft)

Submit an internal issue memorandum to the Director for approval in advance of the proposed flight. The memorandum should include:

Date(s) and itinerary of requested flight(s).

Purpose of the trip.

Passenger name(s) (include titles and organization), if applicable.

Justification for the rental, including the advantage to the State.

Type of aircraft required.

A statement indicating the aircraft is rented with a pilot (for chartered flights).

Cost of rental, including estimated pilot and operational costs per hour.

Certification that requirements of State Administrative Manual (SAM) Sections 0742, 0745, 0746 and 0748 have been met.

Name of the aircraft firm.

Name of the insurance carrier.

The insurance policy number.

The amount of insurance coverage. Note: The rental or charter service is responsible for necessary insurance coverage as a part of its licensing requirements.

Business, Transportation & Housing Agency and Governor's Office Approval:

Additional approval by the Business, Transportation and Housing (BT&H) Agency Secretary and the Cabinet Section of the Governor's Office is required when an aircraft is any of the following:

Multi-engine.

Single-engine with power in excess of 250 hp.

A special type of aircraft such as helicopter, seaplane, etc.

Rented with a pilot (chartered flight).

When an aircraft requires BT&H and Governor's Office Approval, the following steps must be taken:

Submit an internal issue memorandum to the Director as soon as the circumstances are known. See Director's Approval for criteria to be included in the memorandum.

Upon approval from the Director, prepare a Governor's Action Request

(GAR).

The Director, the Agency Secretary of Business, Transportation and Housing, and the Cabinet Secretary for the Governor's Office must approve the GAR before an aircraft can be rented, leased or chartered.

EMERGENCIES

The Governor's Office has granted exemption from the required approval when an emergency arises in which public safety is a concern. Private, leased or chartered aircraft may be utilized to fly expert personnel to the emergency location. Employees chartering a flight for emergencies are responsible to ensure that the required licensing and minimum insurance coverage are met.

INVOICES

When the Department is invoiced for renting aircraft, the following action should be taken:

Complete a “Service Agreement Under $5,000” Form ADM. 3015 when the cost is less than $5,000 or a “Purchase Request” Form ADM. 1415 when the cost is $5,000 or more. Questions regarding these forms should be directed to the Division of Procurement and Contracts.

Attach a Payee Data Record Form STD. 204, if this is the first time the vendor has been paid by the Department.

Attach the rental invoice.

Attach the approved memorandum from the Director's Office or if applicable, a copy of the approved Governor's Action Request (GAR).

Submit the entire package to the Division of Accounting, Service Payables Branch.

Questions regarding payment should be directed to the Service Payables Branch. Using the contact list, select the individual assigned the alpha character associated with the vendor name.

REIMBURSEMENT CLAIMS

Reimbursement for the use of a rented aircraft will be for actual and necessary costs when substantiated by a receipt and the appropriate approvals.

Reimbursement will be authorized only for the size and type of aircraft necessary to complete the assignment.

The Travel Expense Claim (TEC) must include the following:

A copy of the approved Form STD. 265 if the airplane was piloted by the employee.

https://cefs2.dot.ca.gov/v2Forms/servlet/FormRenderer?frmid=DOTADM3015 https://cefs2.dot.ca.gov/v2Forms/servlet/FormRenderer?frmid=ADM1415 https://dot.ca.gov/programs/procurement-and-contracts https://www.documents.dgs.ca.gov/dgs/fmc/pdf/std204.pdf https://accounting.onramp.dot.ca.gov/contacts https://accounting.onramp.dot.ca.gov/contacts

A copy of the Trip Cost Analysis Spreadsheet.

An additional approving signature on line 18 (Signature and Title of Authority for Business Expenses Exceeding $25.00) by the Division Chief or designee.

Supervisor's signature on line 17 of the TEC.

The approval memorandum from the Director's Office or if applicable, the approved Governor's Action Request (GAR).

The cost of the aircraft in the "Cost of Transportation" field of the TEC.

The original plus one (1) copy of the receipt.

Agency Object Code 035 is used to claim rental of an aircraft.

Commercial Car Rental References: Department of General Services Rental Car Contract, State Administrative Manual (SAM) Sections 0750, 36320 and 4117.2, California Code of Regulations, Administration, Title 2 Sections 599.627 and 599.627.1, and Department of General Services Travel Bulletin 21-01.

OVERVIEW

With prior approval, a state employee may rent a commercial vehicle when automobile travel is essential, and a state vehicle is not available. The rental vehicle is to be used only for official business, and to obtain meals and lodging while on travel status. The vehicle must be returned to the vendor immediately upon completion of state business.

The Department of General Services (DGS) has negotiated the rental car contract for all state departments and mandates the use of Enterprise Rent- A- Car as the primary car vendor for all in-state government travel.

Travelers are required to make short-term commercial car reservations via the Concur Travel Reservation System.

Passengers who are not state employees or who are not on state business are not allowed in the vehicle. The state contract does not extend insurance coverage to unauthorized drivers, passengers, or for personal use.

Employees are not allowed to extend the rental period and (charge to the Department’s CTA account) for personal use beyond the end of state business and reimburse the state afterwards.

OUT-OF-STATE CAR RENTAL

National Car Rental, an affiliate of Enterprise, is to be used primarily for out-of-state and international travel. Enterprise Rent-A-Car contracted rates are applicable nationwide with the exception of the State of New York.

SHORT-TERM RENTAL VEHICLE

The commercial car rental contract has been established to meet the short-term travel needs of employees on official state business. The contract is intended for rental periods of 29 days or less.

https://www.dgs.ca.gov/OFAM/Travel/Resources/Page-Content/Resources-List-Folder/Car-Rental http://sam.dgs.ca.gov/TOC.aspx http://sam.dgs.ca.gov/TOC.aspx https://shared-govt.westlaw.com/calregs/Search/Results?transitionType=Default&contextData=%28sc.Default%29&t_T1=2&t_T2=599.627&t_S1=CA%20ADC%20s&Page=1&SearchId=i0a89aa0000000199a6b176596a7e1e04&query=advanced%3A%20CI%28%222%20CA%20ADC%20s%20599.627%22%29&Template=Find https://shared-govt.westlaw.com/calregs/Search/Results?transitionType=Default&contextData=%28sc.Default%29&t_T1=2&t_T2=599.627&t_S1=CA%20ADC%20s&Page=1&SearchId=i0a89aa0000000199a6b176596a7e1e04&query=advanced%3A%20CI%28%222%20CA%20ADC%20s%20599.627%22%29&Template=Find https://www.dgs.ca.gov/OFAM/Travel/News/Page-Content/News-List-Folder/Travel-Bulletin-21-01?search=travel%20bulletin%2021-01 https://us2.concursolutions.com/nui/signin

Enterprise Rent-A-Car--VEHICLE CONTRACT RATES (Effective 3/1/2025)

Vehicle Type Daily/Base Rate

Weekly Rate

Compact $42.12 $176.92

Mid-Size/Intermediate $42.12 $176.92

Full-Size $43.52 $182.78

Hybrid Electric Vehicle $52.45 $262.23

4WD/Sport Utility Vehicle $61.37 $306.87

Mini Van $61.37 $306.87

Pick-up Trucks $72.53 $334.77

Plug-In Hybrid Vehicle/Zero Emission Vehicle

$60.26 $301.29

*The rates do not include VLF, Rental Branch Specific Location Fees (such as Airport/City/County Fees), fuel, additional rental options (such as GPS units), and hourly charges. Sales tax and fuel charges are not included in the rate.

For more information, go to the DGS Travel Program website.

LONG-TERM VEHICLE RENTAL OVER 30 DAYS

Long-Term vehicle rental refers to any fleet asset rented or leased 30 or more consecutive calendar days or more than 4 consecutive weeks. The Long-Term Commercial Car Rental Contract is an efficient, cost-effective solution for long-term (for a minimum of 30 days) car and truck rental needs.

To request a fleet vehicle for long-term use the request must be either in writing to the Department of General Services Fleet & Asset Management Unit (FAMS) at famssupport@dgs.ca.gov, or by phone at (916) 928-4604. If your request is approved, the FAMS manager will notify Statewide Travel Program (STP) of the approval. STP will work with Enterprise who will create the long-term car rental account, make arrangements to have the vehicle(s) available, and provide the branch location contact information to the requestor.

Note: Employees are not to reserve long-term vehicles in Concur.

https://www.dgs.ca.gov/OFAM/Travel mailto:famssupport@dgs.ca.gov

PICKING UP A RENTAL VEHICLE

When picking up a rental vehicle, employees are required to provide a current driver’s license, and a second form of ID. Acceptable second forms of ID can be an employee issued ID badge, business card, a copy of a travel itinerary from CI Azumano/Concur or an authorization letter on a department letter head.

Verify the agreement states the correct rate per day before signing. It is very common for the rental agencies to provide an upgraded vehicle to the state employee with a reservation when no contract vehicle is available. An upgraded vehicle provided at the company's discretion should be charged at the original reserved rate.

Examine the vehicle condition before accepting delivery and document any damages on the rental agreement.

AUTHORIZED DRIVERS

The renter, and any persons authorized to operate vehicles under the contract agreement, must be properly licensed. This includes the renter and the renter’s fellow employees, while acting within the scope of their employment duties.

Employees of the State of California who are 21 or older, if otherwise eligible, may rent and operate vehicles under the contract agreement when on official State business.

SUPPLEMENTAL INSURANCE

The rental car contract includes insurance coverage for the authorized driver while on State business. Supplemental insurance is not necessary and should not be purchased when renting the vehicle. To ensure coverage, the rental car must be reserved in the Concur Travel Reservation System.

COUNTER BYPASS

The rental car contract requires vendors to provide counter bypass. Counter bypass allows a government employee traveling on official State business to proceed directly to the rental vehicle. Enterprise Rent a Car provides a "State of California Employee Express Lane” at the top 14 airport locations in California.

REFUELING VEHICLES

Employees are no longer required to refuel Enterprise rental vehicles prior to returning the vehicle to the rental branch. Employees have the option of either returning the rental vehicle with the same level of fuel when it was picked up or Enterprise will refuel the rental vehicle at market fuel rates without requiring advance payment. Employees who choose to refuel the rental vehicle before returning it will be reimbursed by submitting the fuel receipt with the Travel Expense Claim (TEC). A prepaid fuel receipt is not considered an actual expense and does not meet the receipt requirement from California Department of Human Resources (CalHR) and State Controller's Office (SCO).

If an Electric Vehicle needs to be recharged during the rental period, the traveler must pay out of pocket for use of charging stations, similar to refueling.

Travelers will be reimbursed by submitting the EV charging receipts with a Travel Expense Claim (TEC).

TOLLS

Tolls incurred by state employees travelling on official business are reimbursable if the travel is approved by the employee’s supervisor. The contract that Statewide Travel Program holds with Enterprise does not include tolls. These charges are always expected to be paid by the employee on time. For additional information, see DGS Website.

Enterprise and National offer a tolling program through TollPass, an electronic-toll-payment service provider. All Enterprise and National vehicle license plate numbers have been registered with TollPass. When a license plate is read going through a toll collection area matching one registered with TollPass, a paper bill is generated and mailed to the address of the driver on file with the rental company. The bill will include the toll fee and a service fee assessed by TollPass.

The service fee is billed directly to the department for rental vehicles. This bill is reimbursable through a Travel Expense Claim after paid by the traveler.

Important: If you do not pay your toll invoice assessed in an Enterprise Rental vehicle, you may be added to their “Do Not Rent” list. Make sure your current address is on file when you rent your vehicle and that you pay your assessed toll promptly to avoid future rental issues.

UPGRADED VEHICLES AND NON-CONTRACT RENTALS

The following “exceptions” require a completed State Controller’s Office (SCO) Short-Term Vehicle Justification Form, signed by the employee’s supervisor.

Renting a vehicle larger than the Intermediate size

Renting a vehicle from a non-contracted vendor

Employees needing physical or medical accommodations https://www.dgs.ca.gov/OFAM/Travel/Resources/Page-Content/Resources-List-Folder/Car-Rental?search=tolls https://accounting.onramp.dot.ca.gov/downloads/accounting/files/travel-guide/forms/ofam100_rev09_2025.pdf

The SCO Short-Term Justification Approval Form should be submitted to the Division of Accounting, Travel Payments and Policy Section. State departments are no longer required to receive approval from the DGS Statewide Travel Program. The rental receipt should accompany the Short-Term Justification Form.

An employee who requires an upgraded vehicle must also provide justification in the comment field provided in Concur. The CI Azumano will reserve an upgraded vehicle requested through Concur once it is approved by the employee's supervisor. If no justification is provided, the employee may be required to pay any charges over the state contracted rate.

Non-contract rentals are not allowed, except in rare instances when a vehicle is not available from a contract vendor (example: Crescent City). In these cases, the employee must complete a Short-Term Vehicle Justification Form. If approved, the employee will be limited to the state contract rate reimbursement. Note: The state does not provide insurance coverage and the employee is ultimately responsible for insuring the non-contract rental.

For additional questions, please contact the Travel Payments and Policy Section at the Travel Information Line at (916) 227-9061 between 8:00am to 12:00pm and 1:00pm to 4:00pm or by email at Division.of.Accounting.Travel.Questions.Mailbox@dot.ca.gov

SPECIALTY VEHICLES

Department of General Services (DGS) describes a specialty vehicle as 12 and 15 passenger vans, 3/4 -tons trucks, box trucks, etc. Effective October 10, 2023, all 12 and 15 passenger vans must be booked through Concur. Instructions for renting 12 and 15 passenger vans can be found at DGS’s Car Rental page, under Renting A 12/15 Passenger Van.

Some of the larger vehicle classes offered by Enterprise are not available through Concur or CI Azumano. Due to limited inventory, these vehicles must be arranged directly with Enterprise. Instructions for renting specialty vehicles other than 12 and 15 passenger vans can be found at DGS’s Car Rental page, under Specialty Vehicle Reservations.

DROP CHARGES

For Short-Term domestic rentals, there will not be any one-way drop charge fees against the State of California when travel reservations have been made indicating point of pick-up and point of return. Reservations for a one-way drop must indicate location points.

https://accounting.onramp.dot.ca.gov/downloads/accounting/files/travel-guide/forms/ofam100_rev09_2025.pdf mailto:Division.of.Accounting.Travel.Questions.Mailbox@dot.ca.gov https://www.dgs.ca.gov/OFAM/Travel/Resources/Page-Content/Resources-List-Folder/Car-Rental?search=specialty%20vehicels https://www.dgs.ca.gov/OFAM/Travel/Resources/Page-Content/Resources-List-Folder/Car-Rental?search=specialty%20vehicels

THIRD PARTY VENDORS

Reimbursement is allowed for airfare, commercial car rental, and other transportation charges paid to third party vendors as long as the cost does not exceed the actual and necessary costs as determined by the department, not the employee. A justification is required on the TEC explaining why the department's travel reservation system (via CI Azumano) was not used. For additional information, see Chapter 3 - Third Party Vendors.

GPS DEVICES

Additional fees for the rental of a GPS device will not be reimbursed by the Department.

PROBLEMS OR COMPLAINTS

Any billing problems or complaints should be brought to the attention of the manager at the car rental office. If the response is unsatisfactory, contact the Division of Accounting's Travel Policy Section qt the Travel Information Hotline at

(916) 227-9061 between 8:00am to 12:00pm and 1:00pm to 4:00pm or by email at Division.of.Accounting.Travel.Questions.Mailbox@dot.ca.gov mailto:Division.of.Accounting.Travel.Questions.Mailbox@dot.ca.gov

Private Vehicle Use References: California Code of Regulations, Administration, Title 2 Sections 599.626, 599.626.1, 599.630,, and 599.631, Bargaining Unit Contracts, State Administrative Manual (SAM) Sections 0730, 0731, 0750, 0751, 0752, 0753, 0754 and 0759, and California Vehicle Code Section 16056

OVERVIEW

An employee may use their privately owned vehicle on official business if approved by the supervisor. If the use is not less costly than the normal mode of transportation, the supervisor may authorize the use, but the payment will be for the less costly alternative. No employee is required to use their privately owned vehicle unless it is a formal condition of employment. Employees and supervisors should consider whether use of a private vehicle is costlier than use of a rental vehicle (see mileage calculator below).

Mileage is paid to an employee:

When authorized to use a private vehicle on official business.

When called back to work necessitating more than one trip to the work location on a normal workday. See Call Back Mileage for details.

An employee who operates a vehicle on official business must have a valid driver's license, insurance, and a good driving record. The employee shall use, and ensure all passengers use, all available safely equipment in the vehicle.

Frequent drivers should attend and successfully complete an approved defensive driver-training course at least once every four (4) years. Driver training courses are available through the Department of General Services.

When an employee is authorized by his/her appointing authority or designee to operate a privately-owned vehicle on State business the employee will be allowed to claim and reimbursed at the Federal Standard Mileage Rate (FSMR).

Gasoline, maintenance and automobile repair expenses are not state expenses as mileage reimbursement covers the operating cost and wear and tear of an employee's private vehicle. The mileage reimbursement rates include the cost of maintaining liability insurance at the minimum amount prescribed by law and collision insurance sufficient to cover the reasonable value of the vehicle, less a deductible. Damage caused by vandalism or theft of an employee's privately-owned vehicle is not reimbursable. For further information, see Chapter 15

- Vehicle Accidents.

https://govt.westlaw.com/calregs/Document/I1AC2A7615A0A11EC8227000D3A7C4BC3?viewType=FullText&listSource=Search&originationContext=Search+Result&transi…