State Travel Policy Resources

Guides for Travel Coordinators

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Travel Policy Development Template
- This template is designed to communicate an agency's general travel expectations and procedures to the traveler. The template can be customized to add specific departmental internal policy for official business travel.
Uber for Business (U4B) Policy Template
- This template is designed to communicate departmental expectations and procedures when utilizing the U4B direct bill option. The template can be customized to match the agency's internal policy for U4B.

Uber for Business Dashboard & Audit Guide
- This guide explains the Uber for Business (U4B) dashboard and accompanying data for departmental U4B trips. It also outlines U4B general use instructions and tips for managing the U4B dashboard.
Enterprise Statement Review Guide
- This document serves as a guide to analyze and compare rental data from the monthly Enterprise statement. It also provides information on specific data fields that require extra review, resources for rental vehicles, and fuel rates.
State Activity Detail Report Audit Guide
- This guide will show how to interpret travel reservation data (transaction & service fees) from the monthly State Activity Detail report. It also provides additional resources when analyzing a traveler’s itinerary.

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Title 2. Administration, Division 1. Administrative personnel, Chapter 3. Department of Human Resources, Subchapter 1. General Civil Service Rules, Article 2. Traveling Expenses

Section 4117 (Statewide Travel Program)
- SAM 4117 requires Executive Branch agencies to make all travel arrangements through STP (online booking tool and/or contracted travel agency).
- Potential exceptions include, but are not limited to, use of a hotel room block (conference room rate), use of a short-term lodging establishment such as Airbnb, and use of a hotel that does not participate in the online booking tool system. Internal pre-approval required for exceptions.
- When booking hotels/lodging, the policy requires booking through the online booking tool and/or contracted travel agency, even if a lower rate is identified elsewhere. Email the Statewide Travel Program (STP) at StatewideTravelProgram@dgs.ca.gov to report hotels that do not have a state government rate loaded in the online booking tool, but available on the hotel's website.
Section 4117.1 (Airlines)
- SAM 4117.1 Violation Reason Codes Legend
- SAM 4117.1 FAQs
- For questions about SAM 4117.1, please email MM21-07reporting@dgs.ca.gov
Section 700 (General Policy)