Cal. Code Regs. tit. 2 § 599.635.1

Current through Register 2024 Notice Reg. No. 45, November 8, 2024

Section 599.635.1 - Attending Conferences, Conventions - Excluded Employees

The following language is effective October 1, 2024:

For the purposes of this regulation a conference or convention is a meeting, with a formal agenda, of persons to discuss or consult on specific work related subjects with the purpose of exchanging views, providing lecture or dialogue or providing or gaining skills and/or information for the good of the state.

(a) Under the direction of the appointing power, a state sponsored conference or convention is planned and arranged by one or more state agencies for the benefit of the state and/or outside parties for the purpose of conducting state business. Specifically excluded is any event, meeting or gathering initiated by an agency for dissemination of information to its own agency employees. Costs and reimbursements for state sponsored conferences are subject to the exclusions in subsection (c) below. Approval for any individual employee's attendance or participation in a state sponsored conference is at the sole discretion of the appointing authority. In planning and contracting any state sponsored conference, consideration is to be given to state-owned facilities and interagency meeting facilities, responsible scheduling, cost effective lodging and meal expenses, awareness of the public perception of state employee activities, and the overall mission of the event.

(1) Meals. Meals that are determined to be an integral part of the conference may be provided if the conference continues to be conducted while the meal is served and consumed. Conference planners may contract for the conference meals at reasonable meal rates and such costs may be included in registration fees for the event. Meals not included in registration fees or not provided as part of the conference will be reimbursable in accordance with section 599.619 of these regulations. Meals provided shall not be claimed or reimbursed.

(2) Lodging. Lodging may or may not be negotiated as a part of the conference package. When it is appropriate to contract for lodging, rates will be negotiated in the best interest of the state, at the lowest rate possible and be based only on those individuals who would normally spend the night considering the distance and duration of their travel status as defined in section 599.619 of these regulations. If negotiated lodging rates exceed the current maximum allowable state lodging rates provided in section 599.619, then such rates shall require advance approval from the Department in accordance with section 599.619(a)(2)(e) and/or 599.619(e).

(b) Non-state sponsored conference or convention.

(1) At the discretion of the appointing power, and if not included in a registration fee or otherwise provided, and subject to the restrictions in subsection (c), employees may be reimbursed for actual meals and lodging expenses included in the conference, supported by receipts. Meals and lodging not contracted for the event shall be reimbursable at the rates set forth in section 599.619 of these regulations.

(2) At the discretion of the appointing power, but in accordance with subsection (c) below, registration fees may be reimbursed totally or in part, based on the state interest being served, the needs of the agency and the costs incurred.

(c) Specifically excluded from this regulation are:

(1) Meetings initiated by an agency for employees of that same agency.

(2) Conference meals that are secondary to the business being conducted, or that are optional, or that are organized for social purposes.

(3) Any activities or expenses related to recreation, sports, entertainment or tourism.

(4) Any expense for alcoholic beverages.

Cal. Code Regs. Tit. 2, § 599.635.1

Note: Authority cited: Sections 18502, 19815.4(d) and 19820, Government Code. Reference: Section 11030, Government Code.

1. New section filed 12-27-95; operative 1-1-96. Submitted to OAL for printing only pursuant to Government Code section 3539.5 (Register 95, No. 52).
2. Change without regulatory effect amending section and Note filed 10-13-2014 pursuant to section 100, title 1, California Code of Regulations (Register 2014, No. 42).
3. New first paragraph and amendment of subsection (a)(2) filed 9-25-2024; operative 9/25/2024 pursuant to Government Code section 3539.5(b) Submitted to OAL for filing and printing only pursuant to Government Code section 3539.5(b) (Register 2024, No. 39).