Section 599.630 - Transportation by Automobile-Represented EmployeesA represented employee is defined in section 599.615(c) of these regulations.
(a) When a represented employee is authorized to use a privately owned automobile even though a state automobile is available, the rate as defined in the applicable provisions of a Memorandum of Understanding will be allowed.(b) When a represented employee uses a privately owned automobile because the agency has determined that: (1) a state automobile is not available; or (2) it is more advantageous economically to the state for the employee to use his/her own automobile, even though a state automobile is available, the represented employees may claim up to 20.5 cents per 1.6 kilometers (mile) without certification and up to 25 cents per 1.6 kilometers (mile) with certification as defined in the applicable provisions of a Memorandum of Understanding. Even though a state automobile may in fact be on hand, it may not be available to the represented employee because it is reserved for other purposes or because it is more advantageous economically to the state for the represented employee to use his/her own automobile, or because use of a state automobile is unreasonable considering all circumstances in a particular situation. In determining economic advantage of state versus private automobile, a supervisor will include the following in his/her consideration. (1) Distance to be traveled and duration of trip, as these affect direct costs.(2) Location of the represented employee's residence, regular workplace, destination, and location of available state automobiles; as these factors affect employee time and distance traveled. The Department may establish appropriate controls over payment of this allowance by a state agency when the Department reasonably believes that proper control has not been exercised by the agency.
(c) When the represented employee's use of a privately owned automobile is authorized for travel to or from a common carrier terminal, and the automobile is not parked at the terminal during the period of absence, a rate of 37 cents up to 50 cents per 1.6 kilometers (mile) as defined in the applicable provisions of a Memorandum of Understanding may be claimed while the employee occupies the vehicle for the distance between the terminal and his/her residence or headquarters, whichever is less, except if the employee commences or terminates travel one hour before or one hour after his/her regularly scheduled work day, or on a regularly scheduled day off, mileage may be computed from his/her residence. Claims exceeding 41 cents per 1.6 kilometers (mile) must be certified in accordance with section 599.630(b) of these regulations.
(d) All ferry, bridge, or toll road charges will be allowed.(e) All necessary parking charges while on state business will be allowed for: (1) Day parking on trips away from the headquarters office and employee residence.(2) Overnight public parking on trips away from the headquarters and employee residence cities, except that parking should not be claimed if expense-free overnight parking is available.(3) Day parking adjacent to headquarters office, but only if the employee had other reimbursable private car expenses for the same day. Represented employees may not prorate weekly or monthly parking fees.(f) Gasoline and routine car repair expenses will not be allowed.(g) The mileage reimbursement rates include the cost of maintaining liability insurance at the minimum amount prescribed by law and collision insurance sufficient to cover the reasonable value of the vehicle, less a standard deductible. When a privately owned vehicle operated by a represented employee is damaged by collision or is otherwise accidentally damaged, reasonable reimbursement for repair will be allowed if: (1) the damage occurred while the vehicle was used on official state business by permission or authorization of the employing agency; and(2) the vehicle was damaged through no fault of the represented employee; and(3) the amount claimed is an actual loss to the represented employee, and is not recoverable directly from or through the insurance coverage of any party involved in the accident; and(4) the loss claimed does not result from a decision of a represented employee not to maintain collision coverage; and(5) the claim is processed in accordance with the procedures prescribed by the Department of General Services.(h) Specialized Vehicles. Represented employees with a physical disability who must operate a motor vehicle on official state business and who operate only specially equipped or modified vehicles may claim up to 31 cents per 1.6 kilometers (mile) with certification in accordance with section 599.630(b) of these regulations. Supervisors approving these claims must determine the employee's need for the use of such vehicles.Cal. Code Regs. Tit. 2, § 599.630
1. New section filed 2-9-84 (corrected copy refiled 2-27-84); effective thirtieth day thereafter (Register 84, No. 8).
2. Editorial correction of HISTORY NOTES printed in error in Register 84, Nos. 8 and 12 (Register 84, No. 15).
3. 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). Note: Authority cited: Sections 18502, 19815.4(d) and 19820, Government Code. Reference: Section 11030, Government Code.
1. New section filed 2-9-84 (corrected copy refiled 2-27-84); effective thirtieth day thereafter (Register 84, No. 8).
2. Editorial correction of HISTORY NOTES printed in error in Register 84, Nos. 8 and 12 (Register 84, No. 15).
3. 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).