Definitions

101

 

For the purpose of these Procedures, the following definitions will apply: 

 

Headquarters. Headquarters shall be established for each    employee  and shall be defined as the place where the employee spends the largest portion of regular work days or working time, or the place to which the employee returns on completion of special assignments, or as the Chancellor's Office may define in special situations.

 

1. Where an office building or similar definite place constitutes the employee's headquarters, no subsistence expenses shall be  allowed at any location within 25 miles of said headquarters as determined by the normal commute distance.

 

2. 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, no subsistence expenses shall be allowed at any location within 25  miles from any point in this assigned area as determined by  the normal commute distance.

In order to insure equity in special cases, the President may disregard this subsection and authorize individual claims based on subdivision 1 of this rule.

 

3. In cases where adherence to the 25-mile limitation creates an unusual and unavoidable hardship to the employee, exceptions  may be granted by the President.

 

 

Residence. A place of primary dwelling shall be designated for  each employee. A primary dwelling shall be defined as the actual dwelling place of the employee and shall be determined without regard to any other legal or mailing address. However, if an employee is temporarily required to dwell away from the employee's primary dwelling place due to official travel away from headquarters, and said primary dwelling is either inhabited by the employee's dependents or is maintained by the employee at a net monthly expense in excess of $200, such dwelling place may be continued as the employee's designated primary dwelling.

 

1. No reimbursement for subsistence expenses shall be allowed on the premises of an employee's residence.

 

2. An employee shall have only one residence at which travel expenses are prohibited. In any case, where an employee maintains more than one dwelling, meeting the definition of residence set forth in subdivision B above, the President shall designate the one place which bears the most logical relationship to the employee's headquarters.

 

 

Travel Expenses. Travel expenses include:

 

1. Subsistence Expenses. Subsistence expenses consist of the charges and attendant expenses for meals and lodging and all charges for personal expenses incurred while on travel status.

 

2. Business Expenses. Business expenses consist of the charges for  business phone calls and telegrams, emergency clothing, equipment or supply purchases, and all other charges necessary to the completion of official business. Any emergency purchase shall be explained, and if over $25 must be approved by the President.

 

 

President. President where used in these procedures shall mean a campus President or designee. In the case of the Chancellor's Office, it shall mean the Chancellor or designee.

 

 

Employee. Employee refers to all officers, administrators, faculty, and staff of The California State University, both full and part time, including volunteer employees.