Travel Expense Claim (TEC), STD. 262 - 0780
CALHR Rules 599.638 and 599.638.1 require that TECs contain a brief statement of purpose for each trip. Enter this statement (one line if possible) on the line immediately below the last entry for each trip. If two or more trips are made for the same purpose and one TEC is used, one statement is sufficient for the trips.
Instructions for completing the Blanket Approval for Out-of-State Travel, STD. 260:
https://www.documents.dgs.ca.gov/dgs/fmc/pdf/std260.pdf
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STEP |
ACTION |
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1. |
ENTER AGENCY AND FISCAL YEAR. |
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2. |
ENTER TOTAL EXPENSES OF THE TRIPS TO BE REQUESTED. |
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3. |
ENTER THE ALLOTMENT FROM THE PRIOR YEAR APPROPRIATION. |
Instructions for completing the STD. 265, Insurance Verification and Authorization:
https://www.documents.dgs.ca.gov/dgs/fmc/pdf/std265.pdf
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STEP |
ACTION |
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1. |
ENTER BEGINNING DATE AND ENDING DATE OF THE PERIOD. THE PERIOD IS VALID FOR A MAXIMUM OF ONE YEAR. |
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2. |
THE EMPLOYEE READS THE CERTIFICATION AND SIGNS THE FORM. |
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3. |
PRINT EMPLOYEE’S NAME. |
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4. |
ENTER THE LICENSE TYPE HELD AND NUMBER. |
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5. |
ENTER THE DATE THE FORM WAS SIGNED. |
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6. |
THE SUPERVISOR SIGNS THE FORM, ENTERS SIGNATURE TITLE AND DATES THE FORM. |
Instructions for completing the Authorization to Use Privately Owned Vehicles on State Business, STD. 261:
https://www.documents.dgs.ca.gov/dgs/fmc/pdf/std261.pdf
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STEP |
ACTION |
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1. |
THE EMPLOYEE READS THE CERTIFICATION. THE EMPLOYEE ENTERS:
THE EMPLOYEE SIGNS, DATES AND PRINTS THE FORM. |
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2. |
THE APPROVING AUTHORITY:
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3. |
EACH YEAR THE EMPLOYEE AND APPROVING AUTHORITY RENEW THE FORM BY SIGNING AND DATING THE FORM. |
Instructions for completing the Request for Approval of Out-of-State Travel, STD. 257:
https://www.documents.dgs.ca.gov/dgs/fmc/pdf/std257c.pdf
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STEP |
ACTION |
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1. |
ENTER NAME AND TITLE OF THE INDIVIDUAL WHO WILL TAKE THE TRIP. AN ALTERNATE MAY BE NAMED ON THE FORM IF THE ORIGINAL PERSON CANNOT GO, OR USE THE PHRASE "TO BE DESIGNATED". |
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2. |
ENTER DOCUMENT NUMBER, DATE, DIVISION, DEPARTMENT, AGENCY, AND PURPOSE, DATES OF ABSENCE, AND EXPENSES NOT TO EXCEED. |
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3. |
THE EXPENDITURE LIMITATION IN THE "EXPENSES NOT TO EXCEED" BOX MUST BE FILLED IN AND SHOULD BE ENOUGH ABOVE THE PLANNED EXPENDITURE TO PERMIT A REASONABLE AMOUNT OF COST OVERRUN. |
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4. |
IN COMPLETING THE "FUND" BOX, SHOW THE FUND FROM WHICH THE CLAIM IS TO BE PAID. IF THE EXPENSES WILL BE PAID FROM ANOTHER SOURCE, THE SOURCE AND PERCENTAGE OF PAYMENT SHOULD BE SHOWN. IF STATE FUNDS ARE NOT TO BE USED, ENTER "NOT APPLICABLE—NONSTATE FUNDS". REMEMBER TO INCLUDE THE ADDED JUSTIFICATION FOR THE USE OF NON-STATE FUNDS. |
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5. |
ENTER THE REQUESTING OFFICIAL AND THE TITLE. |
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6. |
THE REMAINDER OF THE FORM IS SELF-EXPLANATORY. IF THE FORM IS USED FOR BORDERING STATE ADVANCE APPROVAL FOR TRAVEL EXCEEDING FIVE CONSECUTIVE WORKING DAYS, SUBMIT THE FORM TO THE GOVERNOR’S OPERATIONS OFFICE. ENTER "BORDERING STATE" IN THE UPPER MARGIN. |
Criteria for Claiming Meal Expenses:
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If Your Trip Was |
24 Hours – Breakfast, Lunch, and Dinner may be claimed |
More Than 24 Hours |
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Breakfast |
Left at or before 6am and returned at or after 9am
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Left at or before 6am and returned at or after 9am
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Lunch |
Can’t be claimed for trips less than 24 hours. |
Left at or before 11am and returned at or after 2pm
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Dinner |
Left at or before 4pm and returned at or after 7pm
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Left at or before 4pm and returned at or after 7pm
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Revisions
No Revisions for this item.