11.1, Administrative Procedures Flashcards
When claiming expenses, employees shall attach approvals to the ____________.
CalATERS transmittal page
HPM 11.1, Chapter 2
Lodging, meals, and incidental expenses incurred while on travel status are known as __________.
Per Diem expense
HPM 11.1, Chapter 2
An employee may obtain a __________ to cover travel expenses before the travel actually occurs.
Travel advance
HPM 11.1, Chapter 2
Approval must be obtained from __________ before an employee can request a travel advance.
Supervisor
HPM 11.1, Chapter 2
Unless extenuating circumstances exist, employees shall not be issued more than ______ travel advance(s) at a time.
One
HPM 11.1, Chapter 2
Employees shall clear their travel advances no later than ________ days after the trip by either submitting expense claims and/or remitting funds to clear the remaining balances.
10 calendar days
HPM 11.1, Chapter 2
Employees shall book airline reservations using ________ or ________.
Concur or CalTravelStore
HPM 11.1, Chapter 2
Employees shall purchase ____________ airfares, when available.
Nonrefundable
HPM 11.1, Chapter 2
Use of a rental vehicle requires approval from _________.
Division chief or Commissioner
HPM 11.1, Chapter 2
True or False: when a rental car is obtained for state business, employees may extend, at their own expense, the rental period for personal use.
False (Separate arrangements must be made)
HPM 11.1, Chapter 2
True or False: passengers who are not on state business may be transported in a rental car that is paid-for by the Department.
False (the state contract does not extend insurance coverage to such persons)
(HPM 11.1, Chapter 2)
A CHP 263, Rental Car Justification, is required under what circumstances?
1) Renting a larger or upgraded vehicle
2) Refueling charges are incurred
3) Rate exceeds the state contracted rate
4) Renting from non-contracted vendor
(HPM 11.1, Chapter 2)
For security reasons, employees are required to show ______ forms of identification at the Enterprise rental counter.
Two
HPM 11.1, Chapter 2
True or False: employees are authorized to utilize Transportation Network Companies (such as Uber and Lyft) for ground transportation.
True
HPM 11.1, Chapter 2
When employees are authorized to use their privately-owned vehicle on state business, they may claim mileage reimbursement up to __________.
The Federal Standard Mileage Rate (FSMR) for the applicable tax year.
(HPM 11.1, Chapter 2)
With the exception of ________, employees shall not claim expenses arising from travel between home and headquarters (assigned office).
Call-backs
HPM 11.1, Chapter 2
True or False: employees may claim mileage for voluntary overtime.
False
HPM 11.1, Chapter 2
When claiming mileage to out-service training classes, how is the distance computed?
Distance between home and the training site, or distance from headquarters to training site, whichever is lesser.
(HPM 11.1, Chapter 2)
True or False: call-back mileage is considered taxable income and is subject to federal, state, and other applicable tax withholdings.
True
HPM 11.1, Chapter 2
When claiming court mileage on a regular work day, how is mileage computed?
Only the miles in excess of the regular commute may be claimed.
(HPM 11.1, Chapter 2)
When claiming court mileage on a day off (or entirely outside of the regular work shift), how is mileage computed?
Miles from home to court and back may be claimed.
HPM 11.1, Chapter 2
True or False: employees may utilize privately-owned motorcycles as a means of transportation to conduct official state business.
False
HPM 11.1, Chapter 2
True or False: employees may request a travel advance when a third party agrees to pay their travel expenses.
True
HPM 11.1, Chapter 2
True or False: employees required to have a Class A or B driver license as a condition of employment may submit a claim for reimbursement of that portion of the fee that exceeds the cost of the regular noncommercial Class C driver license.
True
HPM 11.1, Chapter 2
Employees whose residences are _____ miles or more from the Academy shall be housed at the Academy, when available, or shall obtain off-site lodging.
50 miles
HPM 11.1, Chapter 2
True or False: employees may claim incidentals while housed at the Academy for training.
True
HPM 11.1, Chapter 2
Privately owned vehicle mileage is not considered per diem and may be allowed within ______ miles of the employee’s headquarters or primary dwelling.
50
HPM 11.1, Chapter 2
When directed to report to the Academy or Clark Training Center, employees may claim ______ mileage.
Excess round-trip mileage when compared to the employee’s regular commute distance.
(HPM 11.1, Chapter 2)
Employees may claim one round-trip to their residence for every ______ weeks of training.
Three
HPM 11.1, Chapter 2
True of False: employees attending First-Line Supervisors’ Academy (FSA) may claim one round-trip to their residence during the training, even if their training commences in the middle of the first week.
True
HPM 11.1, Chapter 2
True or False: when an employee reports to the Academy for refresher training as a result of permissive reinstatement, the employee may claim travel-related expenses for the initial trip to the Academy.
False
HPM 11.1, Chapter 2
True or False: travel through or necessary stopovers or overnight lodging in a bordering state incidental to travel between two points within the state is considered in-state travel.
True
HPM 11.1, Chapter 2
True or False: out-of-state trips paid by a third party require the same approval as other trips.
True
HPM 11.1, Chapter 2
Travel advances outstanding over ______ days are considered reportable, taxable income.
120 days
HPM 11.1, Chapter 2
Meals claimed during travel of less than _____ are considered reportable, taxable income.
24 hours
HPM 11.1, Chapter 2
Lodging and per diem less than _____ miles from headquarters are considered reportable, taxable income.
50 miles
HPM 11.1, Chapter 2
True or False: overtime meals are not considered reportable, taxable income.
False
HPM 11.1, Chapter 2
True or False: court and call-back mileage are considered reportable, taxable income.
True
HPM 11.1, Chapter 2
Short-term allowance applies to travel of less than 24 hours, up to and including ______ days.
30 days
HPM 11.1, Chapter 2
Long-term allowance applies to travel extending ____ days or longer, or when the employee incurs lodging expenses in one location comparable to those establishments that cater to the long-term visitor.
31 days
HPM 11.1, Chapter 2
___________ allowance applies when employees change their place of residence due to a required change of headquarters.
Relocation
HPM 11.1, Chapter 2
_________ is defined as the place where an employee spends the largest portion of his or her working time or the place to which the employee returns upon completion of a special assignment.
Headquarters
HPM 11.1, Chapter 2
A receipt is required when claiming any reimbursement for any item of expense of _____ or more.
$25
HPM 11.1, Chapter 2
A receipt is required when claiming bridge/road tolls, streetcar, ferry fares, rapid transit system, taxi, prearranged transportation services, shuttle, or bus fares over _____.
$10
HPM 11.1, Chapter 2
A receipt is required when claiming parking fees over _____ for each continuous parking period.
$10
HPM 11.1, Chapter 2
A receipt is required when claiming telephone, fax, or other business charges related to state business over _____.
$5
HPM 11.1, Chapter 2
Per diem shall not be allowed at any location within _____ miles of an employee’s headquarters or primary dwelling.
50 miles
HPM 11.1, Chapter 2
Upon checking in to a hotel on state business, an employee may present a ________ form and request a waiver of transient occupancy tax.
Std. 236, Hotel/Motel Transient Occupancy Tax Waiver
HPM 11.1, Chapter 2
True or False: employees may not claim incidentals for the first day of an overnight trip.
True
HPM 11.1, Chapter 2
True or False: employees may claim reimbursement for lunch on travel of less than 24 hours.
False
HPM 11.1, Chapter 2
When on travel of less than 24 hours, employees may claim breakfast on trips beginning at or before _____ and ending at or after _____.
0600 hours; 0900 hours
HPM 11.1, Chapter 2
When on travel of less than 24 hours, employees may claim dinner on trips beginning at or before _____ and ending at or after ____.
1600 hours; 1900 hours
HPM 11.1, Chapter 2