Travel_Provisions_REV-J_1025_CALCTRA.pdf
PDF 138 KB Posted
- Solicitation number
- 0000040450
- Issued by
- Solano County, Trinity County, California
About this file
This is a Travel Provisions document issued by the California Correctional Training and Rehabilitation Authority (CALCTRA) that establishes reimbursement policies for contractor travel expenses. The document outlines per diem allowances, meal reimbursement limits, lodging rates by county, mileage reimbursement procedures, vehicle rental policies, and airfare authorization requirements. All travel must be approved in writing by the CALCTRA contract manager prior to travel and must be included in the Scope of Work and Payment Provisions. Travel invoices must be submitted separately with contract numbers, dates, and hours of travel clearly identified.
Per diem reimbursement varies based on trip duration and timing. For fractional day trips under 24 hours, contractors may claim breakfast if travel begins at or before 6 AM and ends at or after 9 AM, or dinner if travel begins at or before 4 PM and ends at or after 7 PM; no lunch or incidentals may be claimed on fractional day trips. Meal reimbursement maximums are $16.00 for breakfast, $19.00 for lunch, and $28.00 for dinner, with all receipts required for audit purposes. Lodging reimbursement ranges from $107.00 plus tax per night in most counties to $272.00 plus tax per night in San Francisco County and $273.00 plus tax per night in Santa Monica, with all receipts required. Mileage reimbursement uses the current state rate per mile plus roadway tolls with receipts. Vehicle rentals must be at the lowest available rate for Standard class vehicles with prior written approval and receipts. Airfare must be authorized in writing by the CALCTRA Contract Manager prior to ticket purchase, with ticket receipts or ticketless itineraries required for reimbursement.
View the file
Other files
On GovTribe
Work with this file
- Download the original file
- Contacts named in this file
- Similar government files
- Ask GovTribe AI about this file
Text version
California Correctional Training and Rehabilitation Authority
Travel Provisions
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 CALCTRA 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:
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.
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: CALCTRA 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.
9/9/2025, Rev. J BSS-F040 Page 1 of 2
California Correctional Training and Rehabilitation Authority
Travel Provisions
6. Lodging: CALCTRA 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 CALCTRA 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 CALCTRA.
1. The CALCTRA Contract Manager will authorize airfare in writing prior to reservation or purchase of airline tickets.
2. Contractor must submit a ticket receipt of copy of the ticket-less itinerary provided by the airline company.
9/9/2025, Rev. J BSS-F040 Page 2 of 2
No lunch or incidentals may be claimed.
File details come from the government source that posted it. Updated .