Expense Types. NTEO Non-Travel Expenses Only. Trip Type Type. Description
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1 s Users will be asked to identify the type of expenses for which they are requesting an Expense Reimbursement. To facilitate the user, a drop down menu will list the expenses available for the and selected. The Expense s available are in accordance with applicable State rules and qualification under bargaining unit contracts. In State Travel Out of State Travel Out of Country Travel EO Non-Travel Expenses Only Regular Travel Long Term Assignment State Sponsored Conference/Convention NSCC Non-State Sponsored Conference/Convention Non-Travel Expense Aircraft Rental Auto Rental Breakfast Breakfast, Business Bridge Tolls Bus Fare Business Expense Other The cost incurred from aircraft rental may be reimbursed when it is rented from a commercial vendor. The cost incurred from automobile rental may be reimbursed when it is rented from a commercial vendor. Breakfast expenses may be reimbursed when it occurs while traveling on behalf of the State. Business related breakfast expenses may be reimbursed when it is necessary to conduct State business during the meal. The cost incurred from crossing a bridge while traveling on behalf of the State may be reimbursed. The cost incurred from a bus fare while traveling on behalf of the State may be reimbursed. For example: a Greyhound bus fare to travel from Sacramento to San Francisco. A cost incurred necessary to conduct the completion of official State EO EO EO EO EO EO 1
2 Commercial Air Fare Conference Fees Conveyance Rental Dinner Dinner, Business Driver s License Emergency Purchase Emergency Repair Fax Ferry The cost incurred from a commercial air vendor for the purpose of conducting official State An example of a commercial air vendor is United or Southwest Airlines. A cost incurred from a conference registration expense while conducting official State A conference registration that exceeds $50.00 must receive prior approval from his/her department. A cost incurred from a conveyance rental may be reimbursed when it is rented from a commercial vendor. An example of a conveyance vehicle is a bulldozer or tractor. Business related dinner expenses may be reimbursed when it occurs while traveling on behalf of the State. Dinner expenses may be reimbursed when it is necessary to conduct State business during the meal. A cost incurred when a special type of driver s license is required to conduct State Business expense incurred from an emergency purchase necessary to conduct the completion of official State An emergency purchase over $25.00 must have prior approval. A cost incurred when an emergency repair on a State vehicle is necessary for the completion of official State Business expense incurred from sending or receiving a facsimile necessary to conduct the completion of official State The cost incurred from a ferry fare while traveling on behalf of the State may be reimbursed. EO EO EO EO EO EO EO EO EO 2
3 Gasoline Hotel Bus Fare Incidentals Legal Expenditure Licenses, Non- Comm, Partial Long Distance Telephone Full Day Full Day The cost incurred from purchasing gasoline while using an automobile for completion of official State The cost incurred from a hotel bus fare while traveling on behalf of the State may be reimbursed. A cost incurred on a miscellaneous travel expense while conducting State An example of miscellaneous travel expense is to tip a bellhop at a hotel in which the employee lodged. The cost incurred from a legal expense necessary to conduct the completion of official State The cost incurred with the purchase of a license that is necessary to conduct official State A cost incurred from a commercial lodging establishment while conducting official State An example of a commercial lodging establishment is a hotel, motel or bed and breakfast inn. Partial Non-Commercial cost incurred for lodging expenses in a non-commercial establishment such as a relative s home for travel less than 12 hours. Business expense incurred from a long distance telephone call necessary to conduct the completion of official State A cost incurred from lodging at a commercial establishment from 12 hours up to 24 hours while on a Long Term Assignment A cost incurred from meals and/or incidental while lodging at a commercial establishment from 12 hours up to 24 hours while on a Long Term Assignment. EO EO EO EO EO 3
4 Full Monthly Monthly Partial Day Partial Day Partial Monthly Meals/ Incidtls Lunch Lunch, Business Non-Comm, Full Non-Comm, Partial Mileage, Bicycle Mileage, Bicycle, Callbk Aircraft A monthly cost incurred from meals and/or incidentals while on a Long Term Assignment. A monthly cost incurred from a lodging expense while on a Long Term Assignment. A lodging cost incurred while on an, lodging expense for travel less than 12 hours. A cost incurred from meals and incidental expense for travel less than 12 hours while on a Long Term Assignment. expenses for travel of 12 hours up to 24 hours while on a Long Term Assignment. Lunch expenses may be reimbursed when it occurs while traveling on behalf of the State. Business related lunch expenses may be reimbursed when it is necessary to conduct State business during the meal. expenses in a non-commercial establishment such as a supermarket. expenses in a non-commercial establishment such as a supermarket for travel less than 12 hours. When a privately owned bicycle is used in the conduct of official State business, the mileage may be reimbursed. The mileage incurred on a bicycle when an employee is required to work overtime necessitating more than one trip to work or a call back to work on an employee s day off. aircraft while conducting State EO EO EO EO 4
5 Auto Auto, Callbk Auto, Remote HQ automobile while conducting State The mileage incurred in a personal automobile when an employee is required to work overtime necessitating more than one trip to work or a call back to work on an employee s day off. automobile while commuting to remote headquarters more than 25 miles from the employee s work location. EO EO EO Mileage Spec/ Mod Auto Mileage, Spec/ Mod Auto, Callbk Mileage, Spec/Mod Auto; Remote HQ Out-of-Country Overtime Meal Ticket Overtime Meals A mileage incurred in a privately owned specialized/modified auto while traveling to conduct State The mileage incurred in a specialized vehicle, a vehicle to accommodate physical disabilities, when an employee is required to work overtime necessitating more than one trip to work or a call back to work on an employee s day off. specialized/modified automobile while commuting to a remote headquarters more than 25 miles from the employee s work location. expenses while conducting State business out of the country. For information regarding reimbursement maximums, refer to U.S. Department of State, Maximum Travel Per Diem Allowances for Foreign Areas. A meal allowance provided in an Overtime Meal Ticket granted to an employee when required to work at least two consecutive hours prior to or two consecutive hours after the regular work. A meal allowance granted to an employee when required to work at least two consecutive hours prior to or two consecutive hours after the regular work shift. EO EO EO EO EO 5
6 Parking Auto Parking Personal Aircraft Parking Rental Aircraft Physical Examination Fees A cost incurred for parking when using a private owned or rented vehicle while conducting State A cost incurred for parking when using a privately owned aircraft while conducting State A cost incurred for parking when renting an aircraft while conducting State A cost incurred for a physical examination required as a condition of employment. EO EO EO EO Professional Fees A cost incurred for professional fees required as a condition of employment. EO Railroad Fare Rapid Transit Regional Transit (Subsidy) Road Tolls Shuttle Fare State Bar Dues/Fees A cost incurred for railroad travel while conducting State A cost incurred for rapid transit required while conducting State Rapid transit includes underground subways, local trams, etc. A cost incurred on a local mode of transportation such as a regional bus line for travel while conducting State A cost incurred when driving on a privately owned road while traveling to conduct State A cost incurred for shuttle transportation from the airport to and from the hotel while conducting State A cost incurred to renew State bar license required to conduct State EO EO EO EO EO EO 6
7 Street Car Fare Taxi Fare Telegraph Tool Allowance Training/Tuition A cost incurred on a local mode of transportation, such as a trolley, while traveling to conduct State A cost incurred for a taxi fare while traveling on behalf of the State. Business expense cost incurred from a telegraph expense necessary to conduct the completion of official State A tool allowance is an annual allotment to employees in classes who are required to purchase and maintain their own tools as a condition of employment, provided they have at work the minimum complement of tools specified by their employer. A cost incurred for training and tuition expenses required to conduct State EO EO EO EO EO Uniform Allowance Van Pool Driver (Subsidy) A uniform allowance is an allotment available to employees that are required to wear uniforms to carry out the duties and responsibilities of their position and which are different from the design or fashion of the general public. A cost incurred for transportation accommodating two or more passengers from employee residence to employee work location. EO EO Last Modified: 04/17/03 7
You will not accrue miles or points if the vendors do not have this information. Please contact each vendor to make any changes.
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