MANAGEMENT DIRECTIVE
TRAVEL POLICY, TRAVEL ADVANCE AND EXPENSE REIMBURSEMENT
Management Directive #14-02
Date Issued:
05/07/14
New Policy Release
Revision of Existing Procedural Guide dated
Revision Made:
NOTE: Current Revisions are Highlighted
Cancels: Procedural Guide 1200-501.30, Travel Policy, Travel Advance and Expense
Reimbursement
DEPARTMENTAL VALUES
This Management Directive supports child safety and timely legal permanency, by
setting forth procedures for travel of staff and children to destinations outside Los
Angeles County and adjacent counties.
APPLICABLE TO
This directive is applicable to all new and existing referrals and cases.
OPERATIONAL IMPACT
Travel covered in this policy is to locations outside Los Angeles and adjacent counties.
The eight counties considered as adjacent to Los Angeles County are:
 Kern
 San Diego
 Orange
 San Luis Obispo
 Riverside
 Santa Barbara
 San Bernardino
 Ventura
Under Los Angeles County Code sections 5.40.050 and 5.40.110, the Chief
Administrative Officer (CAO) has delegated authority to Department Heads to approve
employee travel for both ‘County business’ and ‘Administrative’ purposes.
County business, also known as Case Related business in DCFS, may include travel for
such purpose as:
 Meeting child visitation requirements
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



Completing a home evaluation of birth parents/relatives or prospective adoptive
parents
Making a home visit
Returning a child to legal residence
Bringing a detained child back to Los Angeles County
Administrative travel includes:
 Meeting with legislative program and financial staff in Sacramento or
Washington, D.C.
 Attendance at conferences, meetings or training sessions
It is Los Angeles County policy that staff must obtain permission for travel from their
Department Head or his/her designee prior to actual travel. For staff on approved
travel, DCFS will reimburse travel expenses and event fees for attendance at
conferences, meetings or training sessions. Reimbursement for lodging, meals, travel
and Capital Cities incidental expenses may not exceed the amounts allowed by the
County Code (Attachment 1).
The length of County Business or Administrative travel may be determined by the
Department Head or his/her designee. In the event that staff decides to extend
approved travel into a vacation by use of personal time, DCFS reimbursement will cover
only those expenses incurred during the actual hours approved for conducting county
business. Specific examples include airport parking, shuttle service charges, additional
hotel nights, and car rental fees.
Rental Cars
Rental Cars are an available option on the travel request. Cars rented will be mid-size
or smaller, based on need. When requested and approved, car rental vouchers will be
issued separately by the Central Travel Coordinator located at:
DCFS Finance
425 Shatto Place, Rm. 204
Los Angeles 90020
(213) 351-3241
Rental Car Insurance – Domestic
The county has made provisions for insuring rental cars against third party liability and
physical damage to the rented vehicle. Therefore, travelers must decline all insurance
coverage except: coverage for additional drivers (when applicable) and coverage for
drivers under 25 years of age (when applicable).
Rental Car Insurance – International
The traveler should ask if the rental agency accepts the county's self-insurance. If not
accepted, travelers should accept all insurance coverage when renting cars in a foreign
country.
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Any questions regarding this Travel Policy may be directed to the Finance Division
Central Travel Coordinator at (213) 351-3241, who has overall responsibility for DCFS
travel. Additional travel coordinators have been designated at various site locations to
handle travel arrangements once authorization to travel has been received.
Procedures
A. WHEN: REQUESTING TRAVEL AUTHORIZATION FOR STAFF TO
LOCATIONS OUTSIDE LOS ANGELES AND ADJACENT COUNTIES
Travel authorization to attend conferences, meetings or training outside Los Angeles
and adjacent counties is requested using the PS 1-85, Administrative Travel Request.
A copy of the Request for Approval of Purchased Training and the conference agenda
or materials must be attached to the request.
Staff Requesting Travel Authorization Responsibilities
1. Complete the PS 1-85, Administrative Travel Request (ATR), specify rental car
option and forward to your immediate supervisor for review. Attach a copy of the
conference agenda or materials. The ATR must be submitted and approved 10
days in advance of planned departure. Travel Requests that require air travel
should be submitted 30 days prior to departure, if possible. (See Part D. of this
Procedural Guide)
Immediate Supervisor Responsibilities
1. Review the ATR and attachments for completeness and accuracy. Evaluate
purpose of trip and if trip is necessary.
2. If complete and accurate, initial the ATR and forward original to the ARA/Office
Head for signature. If incomplete, return to requestor for corrective action.
ARA/Office Head Responsibilities
1. Review the ATR and attachments for completeness and accuracy. If approved,
sign on the line for Office Head and forward to Regional Administrator (RA) for
review. If incomplete, return to requestor for corrective action.
Regional Administrator Responsibilities
1. Review the ATR and attachments for completeness and accuracy. If approved,
initial and forward the ATR to the Bureau Chief for signature. If incomplete, return
to requestor for corrective action.
Bureau Chief Responsibilities
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1. Review the ATR and attachments for completeness and accuracy. If approved,
sign on the line for Chief’s signature and forward to the Bureau Chief of Finance
and Administration for signature. If incomplete, return to requestor for corrective
action.
Bureau Chief Finance and Administration Responsibilities
1. Review the ATR and attachments for completeness and accuracy. If approved,
sign as designee on the line for Department Head’s signature. Forward copy to
requestor and forward original ATR to the office Travel Coordinator. If incomplete,
return to requestor for corrective action.
Staff Requesting Travel Authorization Responsibilities
1. After receipt of case copy of the approved travel request, work with the office Travel
Coordinator on the actual travel plan.
Travel Coordinator Responsibilities
1. Upon receipt of approved travel request, work with staff and one of the following
four contract travel agencies to make national and international travel reservations
for air, rail, bus and ship carriers, car rentals and hotel reservations:
Travel within California and to Reno, Nevada is booked exclusively on YLOCAL via
Southwest Airlines.
SUNWARD ADVENTURES
 All reservations including YLOCAL (800) 786-9273
OMEGA WORLD TRAVE
 Non-YLOCAL reservations (888) 640-4443 YLOCAL reservations (877) 2476220
AMERICAN EXPRESS ONE
 All reservations including YLOCAL (800) 582-1956
CORPORATE TRAVELLER
 All reservations including YLOCAL (800) 360-7852
2. After booking travel arrangements forward/fax a copy of approved ATR and itinerary
to:
Central Travel Coordinator
DCFS Finance
425 Shatto Place, Rm. 205
Los Angeles, CA 90020
Fax: (213) 427-6197
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3. After booking travel arrangements, give the staff requesting the travel authorization
an itinerary.
NOTE:
Most air travel is ticketed electronically. The individual Travel
Coordinators will distribute tickets when necessary for their national and
international bookings. The Central Travel Coordinator will distribute all
car rental vouchers.
Central Travel Coordinator Responsibilities
1. Maintain Travel Request Logs of Administrative and Case Related travel requests.
Assign a request number in the upper right corner of each travel request. Distribute
all car rental vouchers.
2. Monitor cancelled refundable and non-refundable travel reservations.
If the ticket is refundable, and was purchased through one of the contract travel
agencies, return the tickets to the Auditor-Controller, Room 502 Hall of
Administration, for refund by the appropriate agency.
If the ticket is non-refundable, the office Travel Coordinator should retain the ticket
for a minimum of one year. (Some airlines will honor an unused ticket beyond one
year; check with issuing contract travel agency before destroying unused tickets.)
Non-refundable bookings may be re-booked for the same staff within one year with
proper travel documents. The contract travel agent will attempt to schedule the
traveler on the same airline as the original ticket and will provide further instructions
on the use of the original ticket at that time.
B. WHEN: REQUESTING TRAVEL AUTHORIZATION FOR A CHILD UNDER DCFS
SUPERVISION ACCOMPANIED BY STAFF OR ATTENDANT, TO LOCATIONS
OUTSIDE LOS ANGELES AND ADJACENT COUNTIES
Travel authorization for the child, CSW or attendant for destinations outside Los
Angeles and adjacent counties is requested using a DCFS 304, Case Related Travel
Request. The CSW is also responsible for determining the need for an attendant.
It is the position of both the California Department of Social Services (CDSS) and the
Los Angeles County Juvenile Court that transportation of a child is a case work decision
to be approved by the RA and does not require a court order.
NOTE: CSWs will be reimbursed for business use of personal cars in accordance
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with current County mileage reimbursement provisions. To be reimbursed for
the use of their personal car for business, travelers must provide the following
on their Expense Report:
 Purpose of the trip;
 Date and location of the travel;
 Odometer readings; and,
 Receipts for tolls and parking
CSW Responsibilities
1. Complete the DCFS 304 summarizing the request for transportation, e.g., case
name, number, child(ren)’s name, age, travel dates, car rental and attendant
information. The DCFS 304 must be submitted and approved 10 days in advance
of the planned departure or as soon as possible for emergency or urgent situations.
2. Forward the completed DCFS 304 to your SCSW for approval. Provide any
necessary supporting documentation, if appropriate.
SCSW Responsibilities
1. Review the DCFS 304 and check for completeness and accuracy. If correct, initial
the DCFS 304 and forward original to the ARA. If incomplete, return to requestor
for corrective action.
NOTE: The ARA is the final level of approval, if the attendant is a volunteer or the
child’s relative. The RA’s or his/her designee’s approval is required, if
the attendant is a CSW.
ARA/RA or Designee Responsibilities
1. Review the DCFS 304 for completeness and accuracy. If approved and the
attendant is not a CSW, sign the DCFS 304.
2. If the attendant is a CSW, forward the DCFS 304 to the RA for approval. If
authorized to sign for the RA sign the DCFS 304.
3. Return a copy of the approved DCFS 304 to the CSW and forward the original
DCFS 304 to the Travel Coordinator.
4. If the DCFS 304 is incomplete /inaccurate, return to CSW for corrective action.
Travel Coordinator Responsibilities
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1. Upon receipt of the approved DCFS 304, work with staff and one of the following
four contract travel agencies to make national and international travel reservations
for air, rail, bus and ship carriers, car rentals and hotel reservations.
Travel within California and to Reno, Nevada is booked exclusively on YLOCAL via
Southwest Airlines.
SUNWARD ADVENTURES
 All reservations including YLOCAL (800) 786-9273
OMEGA WORLD TRAVEL
 Non-YLOCAL reservations (888) 640-4443 YLOCAL reservations (877) 2476220
AMERICAN EXPRESS ONE
 All reservations including YLOCAL (800) 582-1956
CORPORATE TRAVELLER
 All reservations including YLOCAL (800) 360-7852
2. After booking travel arrangements forward/fax a copy of approved ATR and itinerary
to:
Central Travel Coordinator
DCFS Finance
425 Shatto Place, Rm. 205
Los Angeles, CA 90020
Fax: (213) 427-6197
3. After booking travel arrangements, give the CSW an itinerary. Most air travel is
ticketed electronically. The individual Travel Coordinators will distribute tickets
when necessary for their national and some of their international bookings. If travel
arrangements have been cancelled after purchase of tickets, refer to page 5 for
specific guidelines. The Central Travel Coordinator will distribute all car rental
vouchers. When a rental car has been approved, refer to page 2-3 for specific
guidelines.
C. WHEN: REQUESTING TRAVEL AUTHORIZATION FOR DCFS INDEPENDENT
LIVING PROGRAM (ILP) ELIGIBLE YOUTH TO LOCATIONS OUTSIDE LOS
ANGELES AND ADJACENT COUNTIES
Travel authorization for Independent Living Program (ILP) eligible youth is requested
using the ILP - Needs Request Form.
YDS SPA Manager Responsibilities
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1. Confirm the youth’s ILP eligibility and document need before completing ILP- Needs
Request Form. Forward the completed ILP- Needs Request Form to YDS SPA
Manager for review and approval. The ILP- Needs Request must be submitted and
approved 10 days in advance of the youth’s planned departure.
Supervising ILP Coordinator Responsibilities
1. Review ILP- Needs Request Form for completeness and accuracy. If correct, initial
request and forward to ILP Program Director for signature. If incorrect, return to
YDS SPA Manger for corrective action.
ILP Program Director or Designee Responsibilities
1. Review ILP-Needs Request Form for completeness and accuracy. If correct, sign
and date ILP-Needs Request Form. Return copy of approved request to the YDS
SPA Manger Coordinator and forward original to the Travel Coordinator. If incorrect,
return to YDS SPA Manager for corrective action.
Travel Coordinator Responsibilities
1. Upon receipt of approved ILP- Needs Request Form travel request, work with staff
and one of the following four contract travel agencies to make national and
international travel reservations for air, rail, bus and ship carriers, car rentals and
hotel reservations. Travel within California and to Reno, Nevada is booked
exclusively on YLOCAL via Southwest Airlines.
SUNWARD ADVENTURES
 All reservations including YLOCAL (800) 786-9273
OMEGA WORLD TRAVEL
 Non-YLOCAL reservations (888) 640-4443 YLOCAL reservations (877) 2476220
AMERICAN EXPRESS ONE
 All reservations including YLOCAL (800) 582-1956
CORPORATE TRAVELLER
 All reservations including YLOCAL (800) 360-7852
2. After booking travel forward or fax copy of approved ILP- Needs Request Form
together with the arranged itinerary to:
Central Travel Coordinator
DCFS Finance
425 Shatto Place, Rm. 205
Los Angeles, CA 90020
Fax: (213) 427-6197
MD 14-02 ( Rev.05/14)
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3. After booking travel arrangements, give the YDS SPA Manager a copy of the
itinerary for their file. Provide the Case-Carrying CSW a copy of the itinerary for
their file. The individual Travel Coordinators will distribute tickets when necessary
for their national and some of their international bookings. If travel arrangements
have been cancelled after purchase of tickets, refer to page 5 for specific
guidelines. The Central Travel Coordinator will distribute all car rental vouchers.
When a rental car has been approved, refer to page 2-5 for specific guidelines.
4. Return a copy of the completed ILP- Needs Request Form to YDS SPA Manager for
filing in case folder.
D. WHEN:
REQUESTING A TRAVEL ADVANCE
A Travel Advance is a sum of money received prior to travel that is advance
reimbursement for anticipated expenses, such as event registration, transportation,
lodging, capitol city incidental expenses and meals. The costs of specific categories
may not exceed the amounts shown in the latest “Travel Expense Reimbursement
Rates” which are per day and per person allowances. The Auditor-Controller issues
updates for Travel Expense Reimbursement rates, as necessary. The latest updates to
these rates are effective July 1, 2011 (See Attachment 1).
The qualifying length of travel for an advance is at minimum, three (3) days and two (2)
nights. Any discrepancy between anticipated and actual expenses is corrected after
travel through the Expense Claim.
NOTE: The Request for Travel Advance may be used for both the transportation of
children and when attending a conference. In addition, the Request for
Approval of Purchased Training Purchase should be used to pay for
registration while the Request for Travel Advance is to be used for travel
expenses.
Staff requesting a Travel Advance Responsibilities
1. Complete the DCFS 875 no later than 8 business days before the warrant request
date. This form is available on LA Kids. Forward the DCFS 875, along with a copy
of the approved Administrative Travel Request (ATR) and DCFS 304 to Office Head
for approval.
ARA/Office Head Responsibilities
1. Review the DCFS 875 and any supporting documents. If approved, sign and return
a signed copy to the staff requesting the Travel Advance and submit the original to
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the Finance Officer for final approval, no later than 7 working days in advance of the
warrant request date to:
Central Travel Coordinator
DCFS Finance
425 Shatto Place, Rm. 205
Los Angeles, CA 90020
Fax: (213) 427-6197
Finance Division Staff Responsibilities
1. Review request for completeness and accuracy. If correct, process the request.
The staff person requesting travel authorization will be called to pick up the Travel
Advance warrant when the request has been processed.
E. WHEN:
REQUESTING REIMBURSEMENT FOR TRAVEL EXPENSE
Reimbursement of travel expenses incurred by DCFS staff is claimed via the Expense
Claim form.
DCFS Staff Responsibilities
1. Complete the Expense Claim within two (2) weeks after the completion of the trip.
2. When a Travel Advance is received and the Expense Claim amount is larger than
the amount of the Travel Advance, state on the Expense Claim the difference
between the two amounts and submit your claim for the balance.
3. When a Travel Advance is received and the Expense Claim amount is less than the
amount of the Travel Advance, state on the Expense Claim the difference between
the two. Submit a check or money order for the difference, payable to the County of
Los Angeles, DCFS, with your Expense Claim.
4. When a Travel Advance is received and the Expense Claim amount is equal to the
amount of the Travel Advance, indicate on the Expense Claim that the travel
expense was equal to the advance.
NOTE: Failure to submit to Finance an Expense Claim covering a trip within 30
calendar days after Travel Advance was received, may result in a full
deduction of amount advanced from staff’s payroll warrant.
5. Only claim the dates approved on the Travel Request for lodging, meals, ground
transportation, Capital City incidental expenses, parking, and porter expenses. See
Attachment 1 for the maximum allowable travel reimbursement rates.
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6. Attach a copy of the approved Travel Request and all original expense receipts to
the Expense Claim. When a receipt is not available, prepare a memo with the
approval signature of the Office Head/RA, containing a full explanation of the
expense and the reason for the missing receipt.
NOTE: Original receipts are required for transportation, parking, and lodging.
Reimbursement for lodging without a receipt will be $20.00 per night.
Original receipts are also required for car rental and any training materials
purchased at the training site whether paid by the County or traveler.
Receipts must be submitted with the other required receipts within the
required time frame. Receipts are not required for meals. Meals are not
allowed on a one-day trip to adjacent counties. The Capital City allowance
can only be claimed if the business conducted required presence in the
primary cities listed in Attachment 1. The Board of Supervisors has
authorized expansion for capital city incidental expenses to other cities on a
case-by-case basis, with approval by the Auditor-Controller.
Reimbursement for meals must be made only when travel extends for a
minimum of 4 hours during the normal working day, ending after 7:00 p.m. to
qualify for dinner reimbursement. In order to be reimbursed for the cost of
meals, travel must begin before the times reflected on the following
schedule:
Breakfast
Lunch
Dinner
6:00 a.m.
11:00 a.m.
5:00 p.m.
7. Forward the original Expense Claim and attachments to the Office Head for
approval. Retain copies for your files.
Office Head/RA Responsibilities
1. Review the Expense Claim and attached receipts for completeness and accuracy.
If not approved, return to requestor for corrective action. If acceptable, sign/date,
return signed copy to requestor and forward the original to Finance Division at:
Central Travel Coordinator
DCFS Finance
425 Shatto Place, Rm. 205
Los Angeles, CA 90020
Fax: (213) 427-6197
Finance Division Staff Responsibilities
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1. Review Expense Claim and attachments for accuracy and completeness. If
requirements are met, process for payment. If not, complete form “Return Notice
for Travel Expense Claim” and mail Expense Claim with all attachments to claimant
immediately.
2. Process approved EC on-line through the Countywide Accounting Purchasing
System (CAPS). The reimbursement warrant is issued by the Auditor-Controller
(AC) approximately two (2) business days after all required CAPS approvals are
applied and will be mailed directly to staff by the AC. However, the warrant can also
be requested by the staff to be picked-up at Finance Division.
APPROVAL LEVELS
Section
A.
B.
C.
D.
E.
Level
Immediate Supervisor, ARA/Office
Head, RA, Bureau Chief, Bureau Chief
Finance and Administration
Approval
Administrative Travel Request
SCSW, ARA
ILP Program Director or Designee
ARA/Office Head
Office Head/RA
DCFS 304
ILP- Needs Request Form
DCFS 875
Expense Claim
LINKS
California Code
Division 31 Regulations
Title 22 Regulations
http://www.leginfo.ca.gov/calaw.html
http://www.cdss.ca.gov/ord/PG309.htm
http://www.dss.cahwnet.gov/ord/PG295.htm
RELATED POLICIES
Procedural Guide 0100-525.10, Interstate Compact on the Placement of Children
(ICPC)
Procedural Guide 0100-525.11, Placing Children Out of the Country
Procedural Guide 0100-510.46, Out-of-County Placements
Procedural Guide 0300-503.80, Vacation Requests
FORM(S) REQUIRED/LOCATION
HARD COPY
MD 14-02 ( Rev.05/14)
Expense Claim
ILP - Needs Request Form
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LA Kids:
DCFS 304, Case Related Travel Request
DCFS 875, Request for Travel Advance Expense Claim
PS 1-85, Administrative Travel Request
CWS/CMS:
SDM:
MD 14-02 ( Rev.05/14)
None
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ATTACHMENT 1
TRAVEL EXPENSE REIMBURSEMENT RATES
NATURE OF EXPENSE
REIMBURSEMENT
RATES
ADDITIONAL INFORMATION
REQUIREMENTS
LODGING
$200.25 plus all taxes
Effective, 2/01/11 Original Invoice and proof
of payment required. Reimbursement
without receipt will be $20.00/night. Report
telephone and parking on separate lines on
the Expense Claim Form.
MEALS
Breakfast
Lunch
Dinner
$12.00
$15.75
$39.00
CAPITAL CITY
INCIDENTAL
EXPENSES
ALLOWANCE
$13.25/per day
Sacramento
$70.25/ per day
Atlanta, Boston, Chicago,
Dallas, Detroit, Houston, New
York, Phoenix, Philadelphia,
San Francisco, Seattle, Miami
and Washington DC
AIRPORT PARKING
Burbank –Burbank Airport
Authority (818) 840-8838
Central Parking Systems
2627 Hollywood Way
Burbank, CA 91505
John Wayne (Orange County)
(949) 252-6260
Parking Concepts of America
18601 Airport Way
Santa Ana, CA 92707
Not to exceed $66.75 per day when three
meals are purchased.
Each meal must be recorded separately on
an Expense Claim Form. Receipts are not
required. Meals not allowed in Los Angeles
or adjacent counties for a one (1) day travel.
Travel begins when the traveler departs
residence or office. Breakfast cannot be
claimed for flight departing after 6:00 a.m.
Dinner cannot be claimed for flights arriving
before 5:00 p.m.
ONLY travelers who must have been
required to physically be in a designated
primary city or certain capital city for any
portion of a day should claim the actual
incurred incidental expenses. Incidental
Expenses is only claimable to the extent
incurred.
PER DAY
Lots A, B & C $10.00
Lot D $11.00
Reimbursement will be equal to number of
approved days of travel claimed on the
Expense Claim form or Mileage/Parking
Claim form.
Lot C
$17.00
Main St. Parking
Lot
$14.00
MD 14-02 ( Rev.05/14)
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NATURE OF EXPENSE
Los Angeles
(310) 646-2911
Five Star Parking
251 World Way
Los Angeles, CA 90045
NATURE OF EXPENSE
AIRPORT PARKING
Long Beach
(562) 425-9665
AMPCO Systems Parking
4103 Donald Douglas Drive
Long Beach, CA 90808
Ontario
(909) 937-1240
Parking Company of America
Ontario, CA 91716
PORTAGE
Transportation Receipts
required or alternative
verification.
MILEAGE RATE
*
REIMBURSEMENT
RATES
Lot C
ADDITIONAL INFORMATION
REQUIREMENTS
$12.00
REIMBURSEMENT
RATES
ADDITIONAL INFORMATION
REQUIREMENTS
PER DAY
Lot A
Lot B
$19.00
$17.00
Lot 5
$9.00
$1.00
Actual cost
Can only be claimed on travel days.
Receipts required
$0.520 per mile
(.520 cents)
Effective July 1, 2011 through December 31,
2011. Travel within Los Angeles County
and Adjacent Counties.
.060 per mile
(6 cents)
Travel outside Los Angeles County and
Adjacent Counties* or equivalent fare via the
most appropriate public carrier.
The following are considered adjacent counties: Kern, Orange, Riverside, San
Bernardino, San Diego, San Luis Obispo, Santa Barbara, and Ventura.
TIPS ARE NOT REIMBURSABLE
Each claim for incidental expense allowance shall be reviewed and approved on its own
merits. Spending amounts greater than the normal reimbursement amounts is not
sufficient justification for approval of a claim. Generally, employees must demonstrate
that increased expenses are unavoidable or necessary for efficient conduct of business.
It is the employee’s responsibility to provide reasonable information to support his or her
claim for the incidental expense allowance.
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