Travel_Provisions_REV_1024.pdf
PDF 137 KB Posted
- Solicitation number
- 0000036701
- Issued by
- Alameda County, California
About this file
This document is a Travel Provisions document from the California Prison Industry Authority (CALPIA) detailing travel reimbursement guidelines for contractors. The provisions outline comprehensive rules for per diem expenses, mileage reimbursement, vehicle rental, and airfare for contractors traveling on official business. The document specifies detailed conditions for claiming meal expenses, with specific time frames and maximum reimbursement rates for breakfast ($16), lunch ($19), and dinner ($28), as well as incidental expenses up to $5.
The travel provisions include a detailed lodging reimbursement schedule with varying maximum rates for different California counties, ranging from $107 per night in most counties to $272 per night in San Francisco County and $273 per night in Santa Monica. Contractors must obtain prior written approval from the CALPIA contract manager for travel, submit itemized receipts, and adhere to specific guidelines for mileage reimbursement at the current state rate, vehicle rental at the lowest standard class rate, and airfare only when it is the most efficient and least costly method of conducting business.
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Text version
California Prison Industry Authority
Travel Provisions
10/17/2024, Rev. I BSS-F040 Page 1 of 2
Pursuant to the travel reimbursement provisions, paragraph 22 of the current General Provisions, reimbursement shall be subject to the following.
I. Per Diem Expenses
Contractor’s travel status for less than 24-hour period and less than 31 consecutive days may claim per diem for each 24 hours of travel if approved in writing, prior to travel by the CALPIA contract manager and provided for in Scope of Work and Payment Provisions herein. All travel will be invoiced separately and include the contract number and the dates and hours of travel. In computing reimbursement for travel of less than 24 hours, actual expense not including meals, in accordance with the following maximums and time frames below:
1. Fractional day trip of less than 24 hours:
Trip must begin at or before 6 AM and end at or after 9 AM in order to claim breakfast.
Trip must begin at or before 4 PM and end at or after 7 PM in order to claim dinner.
No lunch or incidentals may be claimed.
2. On the fractional day of travel at the beginning of a trip of 24 hours or more:
Trip begins at or before 6 a.m. Breakfast may be claimed on the first day.
Trip begins at or before 11 a.m. Lunch may be claimed on the first day.
Trip begins at or before 5 p.m. Dinner may be claimed on the first day.
3. On the fractional day of travel at the end of a trip of more than 24 hours:
4. Reimbursement shall be for actual expenses up to the following maximum rates when written approval and actual receipts for lodging, vehicle rental, and/or airfare are attached with contractor’s invoice. Travel expense receipts not submitted when requested will not be reimbursed,
5. Meals and Incidentals: CALPIA will reimburse meals at the following maximums (You must retain all meal receipts for audit by the State or the IRS.)
Breakfast Actual expense up to $16.00 Receipts must be available upon request.
Lunch Actual expense up to $19.00
Dinner Actual expense up to $28.00 Incidentals may be claimed after the first 24-hours of approved travel. Incidentals* Actual expense up to $5.00
*Incidental expenses include such things as service fees, tips for porters, baggage carriers, hotel staff, etc.
Trip ends at or after 8 a.m. Breakfast may be claimed.
Trip ends at or after 2 p.m. Lunch may be claimed.
Trip ends at or after 7 p.m. Dinner may be claimed.
California Prison Industry Authority
Travel Provisions
10/17/2024, Rev. I BSS-F040 Page 2 of 2
6. Lodging: CALPIA will reimburse for lodging with receipts up to these maximums only.
All counties except those listed below Actual up to $107.00 plus tax per night.
Riverside County Actual up to $186.00 plus tax per night.
Sacramento County Actual up to $150.00 plus tax per night.
Marin County Actual up to $153.00 plus tax per night.
Counties: Los Angeles, Orange, Ventura and Edwards AFB excluding the city of Santa Monica
Actual up to $191.00 plus tax per night.
Monterey County Actual up to $191.00 plus tax per night.
Alameda County Actual up to $145.00 plus tax per night.
San Diego County Actual up to $199.00 plus tax per night.
Napa County Actual up to $246.00 plus tax per night.
San Mateo County Actual up to $183.00 plus tax per night.
Santa Clara County Actual up to $192.00 plus tax per night.
San Francisco County Actual up to $272.00 plus tax per night.
City limits of Santa Monica Actual up to 273.00 plus tax per night
If the fractional day includes an overnight stay, receipted lodging, up to the allowed maximum, may be claimed. No meal or lodging expense may be claimed or reimbursed more than once on any given date or during any 24-hour period.
II. Mileage Reimbursement
Reimbursement for personal vehicle mileage is current state rate (see Scope of Work and Payment Provisions) per mile and any roadway tolls with receipt.
III. Vehicle Rental
Reimbursement for the actual and necessary costs of vehicle rental shall be the lowest rate available for Standard class rental. Claims for reimbursements including any roadway tolls shall be allowed upon submittal of the appropriate receipt when attached with prior written approval by CALPIA contract manager to contractor’s invoice.
IV. Airfare
Contractors should travel by aircraft when it is the most efficient and least costly method for conducting official business for the CALPIA.
1. The CALPIA Contract Manager will authorize airfare in writing prior to reservation or purchase of airline ticket.
2. Contractor must submit a ticket receipt of copy of the ticket-less itinerary provided by the airline company.
No lunch or incidentals may be claimed.
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