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We offer training that meets your requirements:

• Remote Training where our expert instructor teaches your staff while  they are also working remote. Your staff can see the instructor's slides and participate in the class while working from home.
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Relocation Income Tax Allowances (RITA) - (Tue-Wed, May 21-22) - Remote or In-Person at Tysons Corner, VA

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FAC Number: 2024-03 Effective Date: 02/23/2024

31.205-46 Travel costs.

(a) Costs for transportation, lodging, meals, and incidental expenses.

(1) Costs incurred by contractor personnel on official company business are allowable, subject to the limitations contained in this subsection. Costs for transportation may be based on mileage rates, actual costs incurred, or on a combination thereof, provided the method used results in a reasonable charge. Costs for lodging, meals, and incidental expenses may be based on per diem, actual expenses, or a combination thereof, provided the method used results in a reasonable charge.

(2) Except as provided in paragraph (a)(3) of this subsection, costs incurred for lodging, meals, and incidental expenses (as defined in the regulations cited in (a)(2)(i) through (iii) of this section) shall be considered to be reasonable and allowable only to the extent that they do not exceed on a daily basis the maximum per diem rates in effect at the time of travel as set forth in the-

(i) Federal Travel Regulations, prescribed by the General Services Administration, for travel in the contiguous United States , available on a subscription basis from the-

Superintendent of Documents

U.S. Government Publishing Office

Washington DC 20402

Stock No.922-002-00000-2;

(ii) Joint Travel Regulation, Volume2, DoD Civilian Personnel, AppendixA, prescribed by the Department of Defense, for travel in Alaska, Hawaii, and outlying areas of the United States , available on a subscription basis from the-

Stock No.908-010-00000-1; or

(iii) Standardized Regulations (Government Civilians, Foreign Areas), Section 925, "Maximum Travel Per Diem Allowances for Foreign Areas," prescribed by the Department of State, for travel in areas not covered in (a)(2)(i) and (ii) of this paragraph, available on a subscription basis from the-

Washington, DC 20402

Stock No.744-008-00000-0.

(3) In special or unusual situations, actual costs in excess of the above-referenced maximum per diem rates are allowable provided that such amounts do not exceed the higher amounts authorized for Federal civilian employees as permitted in the regulations referenced in (a)(2)(i), (ii), or (iii) of this section. For such higher amounts to be allowable, all of the following conditions must be met:

(i) One of the conditions warranting approval of the actual expense method, as set forth in the regulations referenced in paragraphs (a)(2)(i), (ii), or (iii) of this section, must exist.

(ii) A written justification for use of the higher amounts must be approved by an officer of the contractor’s organization or designee to ensure that the authority is properly administered and controlled to prevent abuse.

(iii) If it becomes necessary to exercise the authority to use the higher actual expense method repetitively or on a continuing basis in a particular area, the contractor must obtain advance approval from the contracting officer .

(iv) Documentation to support actual costs incurred shall be in accordance with the contractor’s established practices, subject to paragraph (a)(7) of this section, and provided that a receipt is required for each expenditure of $75.00 or more. The approved justification required by paragraph (a)(3)(ii) of this section and, if applicable, paragraph (a)(3)(iii) of this section must be retained.

(4) Paragraphs (a)(2) and (3) of this section do not incorporate the regulations cited in paragraphs (a)(2)(i), (ii), and (iii) of this section in their entirety. Only the maximum per diem rates, the definitions of lodging, meals, and incidental expenses, and the regulatory coverage dealing with special or unusual situations are incorporated herein.

(5) An advance agreement (see 31.109 ) with respect to compliance with paragraphs (a)(2) and (3) of this subsection may be useful and desirable.

(6) The maximum per diem rates referenced in paragraph (a)(2) of this subsection generally would not constitute a reasonable daily charge-

(i) When no lodging costs are incurred; and/or

(ii) On partial travel days ( e.g., day of departure and return).

Appropriate downward adjustments from the maximum per diem rates would normally be required under these circumstances. While these adjustments need not be calculated in accordance with the Federal Travel Regulation or Joint Travel Regulations, they must result in a reasonable charge.

(7) Costs shall be allowable only if the following information is documented-

(i) Date and place (city, town, or other similar designation) of the expenses;

(ii) Purpose of the trip; and

(iii) Name of person on trip and that person’s title or relationship to the contractor.

(b) Airfare costs in excess of the lowest priced airfare available to the contractor during normal business hours are unallowable except when such accommodations require circuitous routing, require travel during unreasonable hours, excessively prolong travel, result in increased cost that would offset transportation savings, are not reasonably adequate for the physical or medical needs of the traveler, or are not reasonably available to meet mission requirements. However, in order for airfare costs in excess of the above airfare to be allowable, the applicable condition(s) set forth above must be documented and justified.

(1) "Cost of travel by contractor-owned, -leased, or -chartered aircraft," as used in this paragraph, includes the cost of lease, charter, operation (including personnel), maintenance, depreciation , insurance , and other related costs .

(2) The costs of travel by contractor-owned, -leased, or -chartered aircraft are limited to the allowable airfare described in paragraph (b) of this section for the flight destination unless travel by such aircraft is specifically required by contract specification, term, or condition, or a higher amount is approved by the contracting officer . A higher amount may be agreed to when one or more of the circumstances for justifying higher than allowable airfare listed in paragraph (b) of this section are applicable, or when an advance agreement under paragraph (c)(3) of this section has been executed. In all cases, travel by contractor-owned, -leased, or -chartered aircraft must be fully documented and justified. For each contractor-owned, -leased, or -chartered aircraft used for any business purpose which is charged or allocated, directly or indirectly, to a Government contract, the contractor must maintain and make available manifest/logs for all flights on such company aircraft. As a minimum, the manifest/log shall indicate-

(i) Date, time, and points of departure;

(ii) Destination, date, and time of arrival;

(iii) Name of each passenger and relationship to the contractor;

(iv) Authorization for trip; and

(v) Purpose of trip.

(3) Where an advance agreement is proposed (see 31.109 ), consideration may be given to the following:

(i) Whether scheduled commercial airlines or other suitable, less costly, travel facilities are available at reasonable times, with reasonable frequency, and serve the required destinations conveniently.

(ii) Whether increased flexibility in scheduling results in time savings and more effective use of personnel that would outweigh additional travel costs .

(d) Costs of contractor-owned or -leased automobiles, as used in this paragraph, include the costs of lease, operation (including personnel), maintenance, depreciation , insurance , etc. These costs are allowable, if reasonable, to the extent that the automobiles are used for company business. That portion of the cost of company -furnished automobiles that relates to personal use by employees (including transportation to and from work) is compensation for personal services and is unallowable as stated in 31.205-6 (m)(2).

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ELCD Contractor Travel Guide

California state travel program expense reimbursement.

January 2020

Rates, time frames, and requirements in this pamphlet are applicable to all non-represented (excluded/exempt) State contractors.

Conditions of Travel

Lodging, meal, and incidental expenses are allowed while traveling on official state business only when the contractor is traveling farther than 50 miles from their home or headquarters, whichever is closer, to the temporary work site. On rare occasions, specific traveling circumstances may exist which require special exceptions, such as:

• If there is a business need to incur lodging, meal, and incidental expenses within 50 miles of the traveler's home or headquarters (whichever is closer), to the temporary work site when conditions would not normally allow for it; requires advance approval.
• The inability to reserve a hotel at the state rate Lodging Reimbursement; requires advance approval.

Lodging is permissible ( supported by a receipt ) when State business requires an overnight stay and the contractor uses a good, moderately priced commercial lodging establishment (hotel, motel, bed and breakfast or public campground) that caters to the short-term traveler; and, for day trips of less than 24 hours.

Allowable Lodging Rates (effective July 1, 2016)

• When making a room reservation, request a confirmation number that can later be provided when checking in. 
• In order to be reimbursed up to the allowable state lodging rate, contractors must receive a zero balance receipt from the lodging establishment.

Return to Top

Meal and Incidental Reimbursement Rates (24-hr period)

Full meals included in airfare, hotel, and conference fees, or otherwise provided may not be claimed for reimbursement. Also, the same meal may not be claimed more than once on any date. Continental breakfasts of rolls, coffee, and/or juice are not considered full meals. Retain all meal receipts for audit by the state or the Internal Revenue Service.

• Breakfast: Actual expense up to $7.00
• Lunch: Actual expense up to $11.00
• Dinner: Actual expense up to $23.00
• Incidentals: Actual expense up to $5.00

Travel Timeframes for Meal Reimbursement

First Day - Trip of More than 24 Hours:

• Trip begins at or before 6 a.m.: May claim breakfast.
• Trip begins at or before 11 a.m.: May claim lunch.
• Trip begins at or before 5 p.m.: May claim dinner.

Fractional Day - After 24 Hours of Travel:

• Trip ends at or after 8 a.m.:  May claim breakfast.
• Trip ends at or after 2 p.m.:  May claim lunch.
• Trip ends at or after 7 p.m.:  May claim dinner.

Fractional Day - Trip of Less than 24 Hours:

• Trip must begin at or before 6 a.m. and end at or after 9 a.m. in order to claim breakfast.
• Trip must begin at or before 4 p.m. and end at or after 7 p.m. in order to claim dinner.
• No lunch or incidentals may be claimed. If there is no overnight stay, these meals are taxable .

Conferences and Conventions

Lodging must be at the state rate unless the conference lodging rooms are contracted by the sponsors of the event.

Out-of-State Travel

• Lodging with receipt: Actual expense (subject to CDE approval).
• Meals and incidentals: Same rates/requirements as in-state reimbursement.

Out-of-Country Travel

• Meals and incidentals: As published by the U.S. Government for dates and places traveled.

Mileage Reimbursement Rates

Reimbursement of transportation expenses is only for the method of transportation (plane, auto, train, etc.) that is in the best interest of the State, considering both cost and time.

• All privately-owned vehicle mileage driven on State business is subject to approval in advance.
• Automobile: 57.5 cents per mile
• Private aircraft: $1.15 per statute mile
• Bicycle: 4 cents per mile
• If dropped off and picked up at a common carrier and no parking expense is claimed, the contractor may claim mileage to and from the common carrier twice (for round trip).

Original receipts are required for:

• Airline and rental cars (direct charge).
• Lodging expenses.
• Gas for rental cars.
• Street car, ferry fares, bridge and road tolls, local transit, taxi, shuttle, hotel bus, and parking over $10.
• Legal, business, or any other expenses.

Return to MB 18-13

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• Per Diem Lookup

FY 2024 Per Diem Rates for California

Daily lodging rates (excluding taxes) | october 2023 - september 2024.

Cities not appearing below may be located within a county for which rates are listed. To determine the county a destination is located in, visit the Census Geocoder .

Meals & Incidentals (M&IE) rates and breakdown Footnotes

Use this table to find the following information for federal employee travel:

Breakfast, lunch, dinner, incidentals - Separate amounts for meals and incidentals. M&IE Total = Breakfast + Lunch + Dinner + Incidentals. Sometimes meal amounts must be deducted from trip voucher. See More Information

First & last day of travel - amount received on the first and last day of travel and equals 75% of total M&IE.

• I'm interested in:

Primary Destination

Traveler reimbursement is based on the location of the work activities and not the accommodations, unless lodging is not available at the work activity, then the agency may authorize the rate where lodging is obtained.

Unless otherwise specified, the per diem locality is defined as "all locations within, or entirely surrounded by, the corporate limits of the key city, including independent entities located within those boundaries."

Per diem localities with county definitions shall include "all locations within, or entirely surrounded by, the corporate limits of the key city as well as the boundaries of the listed counties, including independent entities located within the boundaries of the key city and the listed counties (unless otherwise listed separately)."

When a military installation or Government-related facility (whether or not specifically named) is located partially within more than one city or county boundary, the applicable per diem rate for the entire installation or facility is the higher of the rates which apply to the cities and/or counties, even though part(s) of such activities may be located outside the defined per diem locality.

Meals & Incidentals

The separate amounts for breakfast, lunch and dinner listed in the chart are provided should you need to deduct any of those meals from your trip voucher. For example, if your trip includes meals that are already paid for by the government (such as through a registration fee for a conference), you will need to deduct those meals from your voucher. Refer to Section 301-11.18 of the Federal Travel Regulation for specific guidance on deducting these amounts from your per diem reimbursement claims for meals furnished to you by the government. Other organizations may have different rules that apply for their employees; please check with your organization for more assistance.

First & Last Day of Travel

This column lists the amount federal employees receive for the first and last calendar day of travel. The first and last calendar day of travel is calculated at 75 percent.

Additional per diem topics

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Need more information?

• Rates for Alaska, Hawaii, U.S. territories and possessions (set by DoD)
• Rates in foreign countries (set by State Dept.)

Related topics

• Travel resources
• E-Gov Travel
• POV mileage reimbursement rates

PER DIEM LOOK-UP

1 choose a location.

Error, The Per Diem API is not responding. Please try again later.

No results could be found for the location you've entered.

Rates for Alaska, Hawaii, U.S. Territories and Possessions are set by the Department of Defense .

Rates for foreign countries are set by the State Department .

2 Choose a date

Rates are available between 10/1/2021 and 09/30/2024.

The End Date of your trip can not occur before the Start Date.

When a military installation or Government - related facility(whether or not specifically named) is located partially within more than one city or county boundary, the applicable per diem rate for the entire installation or facility is the higher of the rates which apply to the cities and / or counties, even though part(s) of such activities may be located outside the defined per diem locality.