Cal. Code Regs. tit. 2 § 599.638.1

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

Section 599.638.1 - Expense Claim Form - Excluded Employees

The following language is effective October 1, 2024:

(a) No travel expense claim shall be paid unless submitted on a Travel Expense Claim, Standard Form 262 or some other form approved by the State Controller. All expense claims shall be itemized, accompanied by the necessary receipts and supporting documentation and approved by the authorized officer(s). It is the responsibility of the officer approving the claim to ascertain the necessity and reasonableness of incurring expenses for which reimbursement is claimed and that the expenses claimed are in compliance with these regulations.

(b) Expense claims shall be submitted at least once a month and not more than twice a month. If the amount claimable for any month does not exceed $10, the filing may be deferred until the total amount claimable exceeds $10 or until June 30, whichever occurs first. Travel expenses claimed for July 1 and beyond must be on a separate travel expense claim from those claimed for June 30 or earlier. Expense claims totaling less than $1 shall not be submitted or paid.

(c) Each officer and employee making a claim for travel expenses must show the inclusive dates of each trip for which allowances are claimed and the times of departure and return. Time of departure and return means the time the officer or employee starts from or returns to their office or, when leaving on a trip or returning from a trip without going to the office, the employee's residence.

(d) Each officer and employee must state the purpose of each trip for which reimbursement is claimed, and for meals for which reimbursement is claimed under sections 599.619, 599.623, or 599.635.1 of these regulations.

(e) Each state officer and employee must show the officer's or employee's headquarters address and primary dwelling address on the Travel Expense Claim. Employees claiming expenses pursuant to section 599.619(b) of these regulations will show their headquarters address as the address of their primary dwelling.

(f) Each claim for the payment of travel expenses shall contain a certification as follows: I hereby certify that the above is a true statement of the travel expenses incurred by me in accordance with the Department of Human Resources' regulations in the service of the State of California, and that all items shown were for the official business of the State of California.

Cal. Code Regs. Tit. 2, § 599.638.1

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. Editorial correction of subsection (a) (Register 96, No. 38).
3. 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).
4. New first paragraph and amendment of subsections (c)-(e) 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).