Fresno Chapter 

Travel Guide   

Due to the lack of staffing in Fresno County it has become common for our members to travel to several work locations each month. CDFFresno.com  and CDF Firefighters would like to remind you of the reimbursements your entitled to for your traveling inconveniences.

Below are some links to help and guide you through the travel claim process. Also, the MOU sections that pertain to you as a member of CDF Firefighters

We also want to remind you that these reimbursements were fought for on your behalf and if not claimed eventually will be lost.

FKU Station mileage chart

Travel Guide Card

Travel claim.xls

 

SECTION 5.3 DISTRIBUTION OF PAY WARRANTS

The State Employer agrees:

5.3.3 Travel expense reimbursement warrants shall be available for the employee

within thirty (30) calendar days following the submission of such claim by the

employee. Claims shall be submitted no more often than once a month, and

prior to the 5th calendar day of the following month.

ARTICLE 8 – HOURS OF WORK AND OVERTIME

Section 8.13 Travel to Work

8.13.1 Travel time to and from scheduled duty at the employee's headquarters shall not

be considered hours worked.

8.13.2 Travel time to and from scheduled duty away from the employee's headquarters

will be considered hours worked based on the most direct and accepted mode of

transportation.

8.13.3 Travel time to and from a voluntary overtime assignment shall not be considered

hours worked.

8.13.4 Travel time to and from an ordered overtime assignment will be considered hours

worked based on the most direct and accepted mode of transportation.

8.13.5 Travel time from one work site to another during scheduled duty or overtime

assignments shall be considered hours of work.

8.13.6 Every employee will have one designated headquarters, which will be the single

department facility where he/she spends the largest portion of the regular

working time or the place he/she returns upon completion of special

assignments.

ARTICLE 12 – ALLOWANCES AND REIMBURSEMENTS

Section 12.1 Allowances and Reimbursements

The State agrees to reimburse employees for actual, necessary and appropriate

business expenses and travel expenses incurred 50 miles or more from home

and headquarters, in accordance with existing DPA rules and as set forth below.

Lodging and/or meals provided by the State or included in hotel expenses or

conference fees or in transportation costs such as airline tickets or otherwise

provided shall not be claimed for reimbursement. Snacks and continental

breakfasts such as rolls, juice and coffee are not considered to be meals. Each

item of expenses of $25 or more requires a receipt; receipts may be required for

items of expense that are less than $25. When receipts are not required to be

submitted with the claim, it is the employee's responsibility to maintain receipts

and records of his/her actual expenses. Each State agency shall determine the

necessity for and method of travel.

12.1.1 Meals/Incidentals. Meal expenses for breakfast, lunch and dinner will be

reimbursed in the amount of actual expenses up to the maximums. Receipts for

meals must be maintained by the employee, as substantiation that the amount

claimed was 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 for porters and

baggage carriers. It does not include taxicab fares, lodging taxes or the costs of

telegrams or telephone calls.

12.1.1.1 Rates. Actual meal/incidental expenses incurred will be reimbursed in

accordance with the maximum rates and time frame requirements outlined

below.

Breakfast up to $ 6.00

Lunch up to $10.00

Dinner up to $18.00

Incidentals up to $ 6.00

Total up to $40.00 (every full 24 hours of travel)

12.1.1.2 Timeframes. For continuous short-term travel of more than 24 hours but less

than 31 days, the employee will be reimbursed for actual costs up to the

maximum for each meal, incidental, and lodging expense for each complete 24

hours of travel, beginning with the traveler's time of departure and return as

follows:

12.1.1.2.1 On the fractional day of travel at the end of a trip of more than 24 hours:

Trip begins at or before 6 am - breakfast may be claimed

Trip begins at or before 11 am - lunch may be claimed

Trip begins at or before 5 pm - dinner may be claimed

12.1.1.2.2 On the fractional day of travel at the end of a trip of more than 24 hours:

Trip ends at or after 8 am - breakfast may be claimed

Trip ends at or after 2 pm - lunch may be claimed

Trip ends at or after 7 pm - dinner may be claimed

If the fractional day includes an overnight stay, receipted lodging may be

claimed. No meal or lodging expenses may be claimed or reimbursed more than

once on any given date or during any 24-hour period.

12.1.1.2.3 For continuous travel of less than 24 hours, the employee will be reimbursed for

actual expenses up to the maximum as follows:

12.1.1.2.3.1 Travel begins at or before 6 am and ends at or after 9 am: Breakfast may be

claimed.

12.1.1.2.3.2 Travel begins at or before 4 pm and ends at or after 7 pm: Dinner may be

claimed.

12.1.1.2.3.3 If the trip extends overnight, receipted lodging may be claimed. No lunch or

incidentals may be claimed on a trip of less than 24 hours.

12.1.6.1 Mileage Reimbursement

12.1.6.1.1 When an employee is authorized by his/her appointing authority or designee to

operate a privately owned vehicle on State business the employee will be

allowed to claim and be reimbursed 34 cents per mile. Mileage reimbursement

includes all expenses related to the use, and maintenance of the vehicle,

including but not limited to gasoline, up-keep, wear and tear, tires, and all

insurance including liability, collision and comprehensive coverage; breakdowns,

towing and any repairs, and any additional personal expenses that may be

incurred by an individual as a result of mechanical breakdown or collision.

12.1.6.1.2 When an employee is required to report to an alternative work location, the

employee may be reimbursed for the number of miles driven in excess of his/her

normal commute.

12.1.8.2 When an employee is engaged in emergency fire suppression or other

emergency activities where an incident number is assigned, the employee shall

be reimbursed for actual cost of meals not provided by the employer, and for

actual incidental expenses, without regard to the mileage limitations set forth in

this Section 12.1. All other travel rules will apply.

DPA RULE 599.622. Meal Expenses--Represented Employees

(a) Overtime Meals. When a represented employee is required to work overtime, he/she may receive an overtime meal allowance for actual expenses, supported by a voucher, (unless superseded by a Memorandum of Understanding), not to exceed the maximums prescribed in the applicable provisions of a Memorandum of Understanding for lunches. To be eligible, the represented employee must be required to report to work at least two hours prior to or be required to remain at least two hours past his/her regularly scheduled work day.

Agencies operating facilities for feeding officers, employees, and official guests may instead furnish an official guest meal to a represented employee. Agencies shall maintain a record of all guest meals furnished for this purpose. A represented employee may not claim reimbursement for an overtime meal or be furnished a meal free of charge if claiming per diem.

(c) Represented employees of the Department of Forestry engaged in emergency fire suppression activities may be reimbursed for meal expenses without regard to any limitations. Emergency fire suppression activities are defined as actions taken under emergency conditions to extinguish uncontrolled fires which threaten to destroy life, property, or resources.

 

                  

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