The following language is effective October 1,
2024:
In the determination of fare or mileage reimbursement for
transportation by airplane, the point of origin and return shall be an
appropriate airport facility serving the area of the employee's residence or
headquarters, whichever is most advantageous for the state.
(a) Scheduled Airline. Reimbursement of
expenses for transportation by scheduled airline shall be at the current
contract rate; except that when the employee's actual airfare is lower, the
lower amount shall be reimbursed. Claims for reimbursement of higher fares or
extra charges for transportation by scheduled airline may be allowed if
accompanied by a full explanation stating the facts constituting the official
necessity, and approved by the appointing power.
(b) Privately-Owned Aircraft. A claim from an
employee for transportation by privately-owned aircraft shall be allowed where
the employee has obtained prior approval of the use of this form of
transportation from the employee's agency.
(1) If an employee is to act as pilot, the
employee must satisfy the following insurance requirements:
(A) certificate of current insurance in an
amount of not less than $50,000 per person liability and
(B) certificate of current insurance in an
amount of not less than $1,000,000 liability per incident.
(2) Reimbursement for the use of the
employee's privately-owned aircraft shall be made at the current Federal
Standard Mileage Rate for privately owned aircraft per statute mile. Claims for
reimbursement for privately-owned aircraft expenses must include the civilian
airplane license number and the name of each state officer; employee; or board,
commission, or authority member transported on the trip. No reimbursement of
transportation expenses will be allowed for any employee while a passenger in
any airplane operated by another officer, employee or member.
(A) Distance shall be computed on the basis
of shortest air route from origin to destination, using airways whenever
possible. Distance shown on claim shall be clearly marked "Air
Distance".
(B) When the trip is
limited solely to state business and the "Air Distance" cannot accurately be
computed from origin to destination, the agency head may authorize
reimbursement for the actual cost of renting a plane.
(3) Reimbursement for use of a rented
aircraft will be for actual and necessary costs of such rental when
substantiated by a receipt.
(A) Reimbursement
will be authorized only for the size and type of aircraft necessary to complete
the assignment.
(B) When
substantiated by a receipt, reimbursement will be made for actual and necessary
expenses for landing and parking fees in connection with the use of the
aircraft. Reimbursement will not be allowed for storage or parking fees at the
location where the privately-owned aircraft is normally stored.
(4) If an employee is to act as
pilot and carry passengers the employee must, in addition to Federal Aviation
Administration regulations, have previously logged as a certified pilot, at
least 250 hours of actual flight as pilot in command of an aircraft. In
addition, the employee pilot must have logged, as a pilot in command of an
aircraft, at least 40 hours of actual flight within the preceding 12 months.
Any employee pilot who has carried or intends to carry
passengers may be required to present the employee's log book substantiating
that the employee meets the requirements. Passenger shall be defined as any
person other than the pilot traveling in the aircraft. An employee pilot who
carries a passenger but fails to meet the above qualifications shall not be
reimbursed for transportation expense.
(c) Payment of Fare. Payment for
transportation by aircraft may be made by (1) cash, (2) credit card, or (3)
ticket order. When payment is made by cash, the travel expense claim must be
accompanied by the traveler's flight coupon, in accordance with section
599.625.1 of these regulations. If
no flight coupon was issued, as may be the case with chartered or private
aircraft, a formal receipt must be submitted. If payment was made by credit
card or by ticket order, this should be noted on the travel expense
claim.
(d) Air Travel Insurance.
Any state agency may insure its officers and employees against injury or death
arising from aircraft accidents incurred while flying on state business in
other than regularly scheduled passenger aircraft, subject to the following
conditions:
(1) Insurance shall be provided
only to those employees who are directed to fly to fulfill their work
requirements. Insurance coverage shall not be provided when use of a
privately-owned aircraft is for point-to-point transportation and is a
voluntary response from the employee, even though such use may be advantageous
to the state.
(2) Application for
insurance shall be submitted to, and the insurance procured by, the Department
of General Services.
(3) Except as
provided in subsection (4) below, the maximum limit of such insurance shall be
$15,000 in the case of death or dismemberment for each officer and
employee.
(4) For excluded
employees, as defined in section
599.615.1(b) of
these regulations, the maximum limit for air travel insurance shall be $50,000
in the case of death or dismemberment for each officer and employee.
Notes
Cal. Code
Regs. Tit. 2, §
599.628.1
Note: Authority cited: Sections
18502, 19815.4(d) and 19820,
Government Code. Reference: Sections
11030 and 11030.5, Government
Code.
Note: Authority cited: Sections
18502,
19815.4(d)
and
19820,
Government Code. Reference: Sections
11030 and
11030.5,
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
section 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).
