HPM 11.1 Administrative Procedure Manual Flashcards
Fiscal Year.
A 12-month accounting period starting on July 1 and continuing through June 30.
__________ shall have the authority to approve in-state travel and related expenses for their employees
Division chiefs
___________ shall have the authority to approve in-state travel and related expenses for employees assigned to the Executive Offices and for subordinate Division chiefs
the appropriate Commissioner
_________ shall have the authority to approve out-of-state travel.
The Deputy Commissioner
Employees _____ book all travel arrangements (airfare, hotel, vehicle rental, and rail), with the exception of ___________, through the Concur Travel online reservation system.
shall
short-term rentals
Define Headquarters
Headquarters shall be established for each employee and shall be defined as the place where an employee spends the largest portion of the employee’s working time (NOTE: Assigned Area office). Resident Posts may be considered an employee’s headquarters; in which case, the headquarters’ address would be the same as the address of the Resident Post.
Where the major portion of an employee’s working time is spent within a specifically assigned or limited geographical area, such as a patrol area or beat, where the same routes are traveled frequently and routinely on one-day trips, per diem expenses will / will not be allowed at any location within 50 miles from any point of this assigned area as determined by the normal commute distance?
Will not
Per diem expense consists of?
lodging, meals, and incidental expenses incurred while on travel status.
Employees shall not request advances when the estimated expenses are less than ___.
$25
Employees shall submit their request for a travel advance at least ________ days prior to the first day of travel but no earlier than ________ prior to the first day of travel.
two business
two weeks
Employees shall / shall not be issued more than one travel advance at a time unless extenuating circumstances exist.
Shall not
Supervisors shall monitor their employees’ use of travel advances and ensure that advances are cleared no later than ______?
10 calendar days after the trip
Employees shall submit expense claims immediately after travel ends and monthly. However, if the amount claimed for any month does not exceed_____, employees should hold their expense claims until the total amount being requested exceeds _____, or by ______, whichever occurs first.
$10
$10
June 30
Per diem shall not be allowed at any location within _____ of an employee’s headquarters or primary dwelling. If an unavoidable hardship is created by the _______ limitation, exceptions may be granted by the appropriate Commissioner.
50 miles
50-mile
Employees shall book lodging reservations using Concur, CalTravelStore, or a short-term rental service, such as Airbnb. Use of any other reservation provider is ____?
, such as Expedia, Travelocity, and Priceline, is strictly prohibited.
Employees on approved travel status for less than 24 hours may claim lodging expenses with a valid receipt. Employees shall not claim _____ or _______ on travel of less than 24 hours.
lunch
incidentals
Travel less than 24 hours, Employees may claim breakfast?
When trips begin at or before 0600 hours and end at or after 0900 hours
Travel less than 24 hours, Employees may claim dinner?
When trips begin at or before 1600 hours and end at or after 1900 hours.
Short-Term travel allowance is_____?
Short-term allowance applies to travel of less than 24 hours, up to and including 30 days.
Long-Term travel allowance is_____?
Long-term allowance applies to travel extending 31 days or longer.
Travel More Than 24 Hours – First Day of Travel. When a trip is over 24 hours, but less than 31 consecutive days, employees may claim breakfast, lunch, and dinner on the first day of travel as follows:
a. When a trip begins at or before 0600 hours, employees may claim breakfast.
b. When a trip begins at or before 1100 hours, employees may claim lunch.
c. When a trip begins at or before 1700 hours, employees may claim dinner.
Travel More Than 24 Hours – Last Fractional Day of Travel. When a trip duration exceeds 24 hours, but less than 31 consecutive days, employees may claim breakfast, lunch, and dinner on the last fractional day of travel as follows
a. When a trip ends at or after 0800 hours, employees may claim breakfast.
b. When a trip ends at or after 1400 hours, employees may claim lunch.
c. When a trip ends at or after 1900 hours, employees may claim dinner.
Commanders may approve up to a maximum of _______ sick leave, as necessary, for employees while traveling on state business. The_______ time limitation for payment of meals and/or lodging while on sick leave may be extended in unusual cases.
three days
three-day
True or False:
Approval may be granted for reimbursement of meals and/or lodging within 50 miles of an employee’s home or headquarters when the employee is conducting state business away from the headquarters location.
True