Early Education and Support Division
Subject: Travel and Per Diem Rates
Date: June 2014
Expires: Until Rescinded
Authority: California Code of Regulations, Title 5 (5 CCR), Education, Section 18034(j)
Attention: Executive Officers and Program Directors of Child Development Programs
The purpose of this Management Bulletin (MB) is to provide updated information governing child development contractor travel and per diem rates and to rescind and replace MB 11-32.
California Code of Regulations (CCR), Title 5, Education, Section 18034(j), requires travel and per diem expenses for child development contractors to be reimbursed at rates not to exceed those paid to the majority of the California Department of Education's (CDE) represented employees, computed in accordance with CCR, Title 2, Division 1, Chapter 3, Article 2. The CDE was recently notified by the Department of Personnel Administration that reimbursement for mileage has increased. The new rates became effective on January 1, 2014.
Early Education and Support Division (EESD) contractors must now utilize the revised rates found on the EESD Contractor Travel Guide Web page. If reimbursement has already been provided for travel on or after January 1, 2014, and additional reimbursement is claimed in accordance with these revised rules, payments may be processed to take advantage of the new rates. The revised rates and rules are summarized in the CDE document and Web page link referred to above. Contractors are urged to read this document carefully. Please note that reimbursement for meals and incidentals has been and continues to be for actual expenses only. Although receipts for meals need not be attached to travel reimbursement documentation, the per diem amounts are maximums and not an automatic allowance. Therefore, contractors must advise their staff who travel to keep the following in mind:
- Receipts for meals must be maintained by the traveler, as evidence that the amount claimed is not in excess of the amount of actual expense.
- The term “incidentals” includes, but is not limited to, expenses for laundry, cleaning and pressing of clothing, and fees and tips for services, such as porters and baggage carriers. It does not include taxicab fares, lodging taxes, or the costs of personal telegrams or telephone calls.
- The traveler may be asked by auditors, including the Internal Revenue Service (IRS), to provide receipts. Travelers should maintain receipts and documentation to support the amounts claimed for meals and incidentals. For State contract purposes, a minimum of five years is suggested. Check with your tax preparer or the IRS for the federal retention period.
If you have any questions regarding the information in this management bulletin, please contact your assigned Early Education and Support Field Services Consultant or by phone at 916-322-6233.
This Management Bulletin is mandatory only to the extent that it cites a specific statutory and/or regulatory requirement. Any portion of this Management Bulletin that is not supported by a specific statutory and/or regulatory requirement is not prescriptive pursuant to California Education Code Section 33308.5.