Policy and Procedures

According to Article VIII and as amended by the Executive Board January 16, 2016, the Facility Chief Stewards regions in existence are:

  • Atascadero State Hospital
  • Fairview Developmental Center
  • Lanterman Developmental Center (1)
  • Metropolitan State Hospital
  • Napa State Hospital
  • Patton State Hospital
  • Porterville Developmental Center
  • Sonoma Developmental Center
  • Vacaville and Solano Prisons
  • Coalinga State Hospital

The duties of the Facility Chief Steward are as follows:

  1. Should develop and prepare a written Strategic Plan annually, consistent with the Local 2620 Strategic Plan.
  2. Should develop a proposed budget annually that facilitates the Strategic Plan. Submit to the Executive Board.
  3. Organize a communication structure within your facility.
  4. Schedule and conduct regular union meetings, open to all represented bargaining unit 19 employees.
  5. Communicate and coordinate with Occupational Committee Chairs on specific occupational issues.
  6. Represent workers in your facility on site grievances, complaints, etc.
  7. Develop stewards at the facility and meet with those stewards on a regular basis.
  8. Assist stewards with representation issues (grievance, complaints).
  9. Identify training needs in your facility and inform the applicable Northern or
    Southern Vice-President, and Business Agent(s).
  10. Contact new employees per Article 2.10 of the Contract. Educate them about the union and activities in their area.
  11. Increase union membership in your facility.
  12. Participate in regular conference calls with other Facility Chief Stewards and the leadership.
  13. Communicate regularly with the employees at your facility and the applicable
    Northern or Southern Vice-President, and Business Agent(s).

(1) Lanterman Developmental Center was closed on June 30, 2015. Therefore, no Facility Chief Steward is on the Executive Board of AFSCME Local 2620. (Amended by the Executive Board January 16, 2016)

According to Article IX, the Regional Chief Stewards regions in existence are:

  • Redwood Empire: Del Norte, Siskyou, Humbolt, Trinity, Mendocino, Lake (Crescent City to Rhonert Park)
  • Shasta: Shasta, Lassen, Modoc, Tehama, Plumas, Glenn, Butte, Colusa, Sutter, Yuba, Sierra, Nevada, Placer (Oregon border to Chico)
  • Sacramento / Stockton: Yolo, Sacramento, San Joaquin, El Dorado, Amador, Alpine, Calaveras, Tuolumne, Stanislaus
  • Vacaville Area Facilities
  • Bay Area (Vallejo to the Monterey Peninsula)
  • Central Valley: Merced, Mariposa, Madera, Fresno, Kings, Tulare, Inyo, Kern, Mono (Merced to Tehachapi)
  • Central Coast: Santa Cruz, San Luis Obispo, Santa Barbara, Monterey, San Benito, Ventura (Paso Robles to Thousand Oaks)
  • Los Angeles County: Los Angeles
  • Orange / Inland Empire: Riverside, San Bernadino, Orange
  • San Diego / Imperial: San Diego, Imperial

The duties of the Regional Chief Steward are as follows:

  1. Should develop and prepare a written Strategic Plan annually, consistent with the Local 2620 Strategic Plan.
  2. Should develop a proposed budget annually that facilitates the Strategic Plan and submit that budget to the Executive Board.
  3. Each Region should have regular meetings at both worksites and departments and the Regional Chief should make reasonable efforts to attend.
  4. Communicate and coordinate with Occupational Committee Chairs on specific occupational issues.
  5. Develop stewards at each work location and meet with those stewards on a regular basis.
  6. Assist stewards with representation issues (grievance, complaints).
  7. Identify regional training needs and inform the applicable Northern or Southern Vice-President and Business Agent(s).
  8. Increase union membership in their region.
  9. Participate in person and/or regular conference calls with other Regional Chief Stewards and the leadership.
  10. Communicate regularly with the members in their region and the applicable Northern or Southern Vice-President, and Business Agent(s).
  11. Organize a MAT (Member Action Team) structure within your region that includes designation of key members preferably with steward training.

According to Article VII, the Occupational Chairpersons in existence are:

  • Chaplains Occupational Committee
  • Dietitians and Nutritionist Occupational Committee
  • Individual Program Coordinators Occupational Committee
  • Licensing Program Analyst Occupational Committee
  • Pharmacists Occupational Committee
  • Psychologist Occupational Committee
  • Rehabilitation Occupational Committee
  • Rehabilitation Therapist Occupational Committee
  • Social Workers Occupational Committee

The duties of the Occupational Chairpersons are as follows:

  1. Develop and prepare a Strategic Plan annually, consistent with the Local 2620 Strategic Plan.
  2. Develop a proposed budget annually that facilitates the Strategic Plan. Submit to the Executive Board.
  3. Conduct meetings locally, regionally and statewide as needed.
  4. Communicate regularly with your constituent group.
  5. Coordinate with union leadership to organize and schedule labor/management meetings.
  6. Increase union membership in your occupational group.
  7. Communicate with applicable committee chairs to facilitate occupational goals.
  8. Coordinate with the Government Affairs Committee regarding legislation specific to occupational issues.
  9. Monitor and influence legislation affecting job classification, coordinated through the Government Affairs Committee.
  10. Participate in regular conference calls with the Occupational Committee Chairs, leadership, and Business Agent(s).

(Amended by Policy Committee March 6, 2015. Approved by Executive Board March 21, 2015. Amended by Executive Board March 19, 2016.)

AFSCME Local 2620 Stewards’ Roles and Responsibilities

Roles and Expectations

  1. A steward will be a leader who is able to motivate the members to act in pursuit of the goals and interests of the local.
  2. A steward will communicate between the local and the members.
  3. A steward represents employees in the formal grievance procedure as well as informal interactions with management and represents the local leaders to communicate union related information to the membership.
  4. A steward will mobilize and activate members to solve workplace issues.
  5. A steward helps to organize employees in the following ways: identifying and signing up new members to join the union, coordinating approved worksite actions, and encouraging political action to preserve or enhance member benefits (including salaries, health benefits, retirement benefits, working conditions and bargaining rights).
  6. Support the goals, values and principles of our Union

A member shall be certified as a steward after completion of the following:

  1. A Petition of Certification is submitted with the signatures of 10 members or 50% of the members at a work-site in the area, region or work-site location the steward is to represent;
  2. Has successfully completed a minimum of 8 hours of training;
  3. Until training is completed, Stewards may represent workers, but are not considered “certified.” Until formally certified, ”pre-stewards” may only represent workers under the direction of a certified steward.
  4. Participate in three (3) hours of follow-up training every two years via in person or online through the local 2620 website, when available. Participation in Union committees, Member meetings, and/or Union activist work may substitute for the training requirement. Failure to comply may result in rescinded Steward privileges.
  5. If a steward transfers to another department, a new Petition of Certification must be completed, in order to maintain their steward status.
  6. A steward may resign his/her stewardship by notification in writing or by email to the President.

Complaint and/or Decertification Process

  1. If any Member has a complaint against a steward, he/she shall make a complaint in writing/by email to a member of the Executive Board. Complaints should be limited to “Roles and Expectations” listed above.
  2. Within 48 hours of receipt of such a complaint, the Executive Board member who receives the complaint shall notify the Executive Board members of the complaint.
  3. An emergency Executive Board conference call/email shall be convened within 24 hours wherein a lead for the inquiry shall be appointed by the Executive Board to inquire into the circumstances of the complaint. “Lead” refers to a steward in good standing who may or may not be a member of the Executive Board. If a member of the Executive Board, they are to recuse themselves from any vote relating to this inquiry.
  4. Based on the severity of the potential damage to the Union, temporary suspension of a steward may be necessary and decided at the emergency Executive Board call/email and will last at least until the next scheduled Executive Board Meeting. Upon any suspension, the State shall be notified of the Steward’s status.
  5. The appointed lead shall then inquire into the circumstances of the complaint and report back to the Executive Board the results of his/her inquiry. A good faith effort should be made to complete the inquiry as soon as feasible.
  6. The Executive Board will then make a determination about the legitimacy of the complaint, and if legitimate, the affected steward shall be notified by the President in writing or by email within 48 hours.
  7. Within the notification, the affected Steward shall be invited to the next scheduled Executive Board Meeting in order to respond to the complaint. If the invitation is declined, the Executive Board will decide the outcome of the complaint in absentia. Any action against the affected Steward shall be determined by no less than a two-thirds vote of the Executive Board.
  8. Resolution of the complaint may include discussion(s), retraining, mentorship, temporary suspension of steward privileges, or de-certification.
  9. In cases of decertification, the affected Steward has the right to appeal the decision to an ad hoc Steward Appeal Panel, comprised of Stewards who are not in elected positions and are appointed by the President with Executive Board approval of the appointees. Decisions of the ad hoc Steward Appeal Panel will be considered final and binding.
  10. Further appeals may be initiated as specified in the AFSCME International Constitution.

Reinstatement Process

Any suspended or decertified Steward may become recertified. For steward reinstatement, and in collaboration with the member, a personalized plan of correction will be developed by the Executive Board for the affected Steward. Plans of correction may include re-training and/or mentoring. A probationary period of not more than one year will be established as part of the reinstatement process.(Approved by the Executive Committee July 18, 2013.Amended by the Executive Committee November 15, 2014)

Certified stewards working in the same department, division or agency, may request to form a steward’s council. The Executive Board may approve the formation of a steward’s council, and the members may request periodic meetings utilizing the meeting and travel approval process.

The purpose of a steward’s council is to provide a forum for worksite stewards to organize, share information, develop strategies for asserting our union contract and improving working conditions of the members within their department, division or agency.

Steward’s councils shall act as a body whenever they meet. The Steward’s councils shall select a chair, co-chair or vice-chair and recording secretary upon the first meeting of the calendar year. Leaders must be members of the department, division or agency for which the council was formed. Stewards not employed in the department, division or agency which their council represents, shall not be selected as chair, co-chair or vice-chair, and recording secretary. Only stewards who meet the criteria for their steward’s council membership shall have voting rights on that respective steward’s council. Draft minutes of steward’s council meetings should be made available to its members within 30 days after each meeting. Once approved by the steward’s council at the next meeting, the approved minutes should then be submitted to the Los Angeles union office, for review by the Executive Board and any members who request to review them.

(Amended by the Executive Board January 16, 2016)

  1. Three Trustees shall be elected per Article X, Section 4, to perform an oversight review function of Local 2620 books and records. The trustees shall not be Executive Board members, but must be members of AFSCME Local 2620.
  2. Trustees shall be required to attend Secretary-Treasurer’s training every year.
  3. The Trustees will coordinate with the Treasurer, Finance Committee and office staff of the Local to gather appropriate financial records and to seek clarification of those financial records, as necessary. The trustees will meet at least annually, and coordinate their meetings with the Treasurer, Finance Committee and staff, to ensure access to financial records.
  4. A member of the finance committee, other than the Treasurer, will be present to ensure that all procedures of the Trustee Audit Guide are being followed.
  5. The Trustees shall review and utilize the Trustees Audit Guide that is part of the manual used in the Secretary-Treasurer’s training to assist them in their review of the Local’s books and records.
  6. The Trustees will randomly review expense reimbursement reports, paid bills and other financial transactions of the Local to ensure compliance with the AFSCME Financial Standards Code and the Local’s policies and procedures.
  7. The Trustees shall prepare a written report of the period reviewed, the work performed and any findings or corrective actions that shall be taken as a result of their review. This report will be presented to the executive board and finance committee within 30 days of the completion of the audit.

The AFSCME Financial Standards Code requires all local unions having 2,000 or more members to have an annual audit performed by a Certified Public Accountant. This annual audit is required to be performed in accordance with generally accepted auditing standards.(Approved by the Executive Board September 30, 2013. Amended by the Executive Board March 22, 2014)

Pursuant to the Constitution of the American Federation of State, County and Municipal Employees (AFSCME), Art. II, “Bill of Rights for Union Members”, Sec. 6; AFSCME International Financial Standards Code, Art. X, Confidentiality of Financial Records, Sec. C and Sec. D; the Constitution of Local 2620, Art. IV, “Membership Rights and Privileges”, Sec. 3 and Sec. 4; the following procedure will be utilized to provide requested documentation to the membership while ensuring the privacy of the personal information of members and securing the confidentiality of the Local.

  1. Who may request documents
    1. Any dues paying member, employed or retired, may request the documents of AFSCME Local 2620.
    2. Fair Share employees are not entitled to view or obtain the documents of AFSCME Local 2620. This includes past members who have been removed by judicial procedure.
  2. How to request
    1. In writing, a member shall request an appointment to view AFSCME Local 2620 documents. The written request must be mailed to the Burbank office at 2550 N. Hollywood Way Suite 209, Burbank, CA 91505.
    2. By email, a member shall request an appointment to view AFSCME Local 2620 documents. The email request must be sent to the Burbank Staff, Lisa Trujillo, lisa.trujillo@afscme2620.org.
    3. Telephonically, a member may request an appointment to view AFSCME Local 2620 documents. The telephonic request will be made to the Burbank office at (800) 698-6553 or (818) 847-2142. Request made to voicemail will also be accepted. Faxed copies of the written request may be sent to (818) 847-2523.
  3. Timeframe
    1. All requests for appointments will be scheduled within 30 days from the date of receipt of the requests.
    2. If extraneous circumstances exist, an additional 30 day may be granted. If an additional 30 day is needed, the requesting member will be notified either in writing, email or by telephone.
  4. Reimbursement
    1. There will be no reimbursement for wages or travel related in viewing AFSCME Local 2620 documents.
    2. All other expenses incurred in viewing AFSCME Local 2620 documents will be the responsibility of the requesting member.
  5. Copying
    1. There will be no fee to copy IRS Form 990, which is the only document that may be copied and provided to the requesting member.
    2. No use of a copying device will be allowed while viewing documents; e.g. camera, cellphone, scanner, video recorder, etc.
  6. Redaction
    1. Documents that contain the following may not be viewed without redaction:
      1. Personal information of an officer or member,
      2. Bank account or routing numbers,
      3. Direct bill numbers,
      4. Credit card numbers, and/or
      5. Employee work information.

AFSCME Local 2620 Executive Committee adopts the following process for appointments to Meet and Confers:

  1. If the Meet and Confer is based on a particular facility or region that the Meet and Confer team is established by the elected Leadership within the facility or region; i.e. Coalinga State Hospital, Napa State Hospital, Parole Outpatient Clinic, etc.
  2. If the Meet and Confer is based on a statewide or department matter, the Executive Committee will appoint the team considering the following criteria but not limited to:
    1. Members of the team shall be Local 2620 members in good standing;
      Members of the team should reflect the three regions: North, Central and South;
    2. Depending on the issue, consideration of impacted classifications;
      Consultation of Steward Council Chairs may be sought, depending on the issue;
    3. Consultation of Occupational Committee Chairs may be sought, depending on the issue;
    4. Recommendations from Business Agents will be sought;
    5. Past experience with Meet and confers will be considered;
    6. Service as a steward/worksite leader; and
    7. Technical experience and/or special knowledge.
  3. Members of the Meet and Confer team are expected to participate in the following but not limited to:
    1. Commit to participating in all sessions including caucus meetings;
    2. Agree to take individual notes at all sessions for recordkeeping, understanding that these notes are legal documents;
    3. Participate in worksite meetings, townhall and conference calls;
    4. Contribute to membership updates on the issues discussed at Meet and Confers
    5. Participate in trainings on the process of Meet and Confers.

Meetings and Conferences are generally one of the largest costs for the union. As such, it is necessary to have policies that emphasize the need to monitor and control costs associated with these activities. The agenda and discussions of these meetings must also be approved and documented to ensure that members are receiving accurate information regarding the union’s position and actions regarding any and all union matters.

  1. All union meetings must be scheduled as early as possible to ensure the greatest number of member attendees.
  2. As part of the budget process, the number of meetings and the cost of meetings should be scheduled out annually. Meetings should generally be held using the most economical means available to the meeting planners.
  3. To the extent possible, the cost of meetings shall not exceed the budgeted amounts. If meeting costs exceed budgeted costs, additional approval of excess costs by the executive board will be required.
  4. An updated listing of meetings held and scheduled shall be maintained by AFSCME Local 2620 office.
  5. All union meetings shall be approved in advance by the Local’s President, Executive Board or the Executive Committee between meetings. The Meeting Authorization Form must be used for approvals and must include the following:
    1. The Purpose for the Meeting
    2. The Cost Associated with the Meeting [e.g. Printing, Postage, Interpreter Services, Audio Visual Equipment, Meals and other cost as deemed appropriate, etc.].
  6. No union meetings involving any cost obligation to the union shall be scheduled without prior approval and the completion of the required “Meeting Authorization Form.”
  7. Once the approval process is completed the meeting agenda shall be communicated in the most timely and efficient way possible to provide for the largest number of Member participating. Notice of meetings and the agenda, including all applicable materials related to the subject matter shall be distributed by hand or mail not less than 7 days prior to the meeting.
  8. After the meeting is held, all required receipts and documentation must be remitted immediately to the AFSCME Local 2620 office. The required documentation shall  include but not be limited to expense reports with all detail itemized receipts, meeting sign-in sheets, agenda and minutes if required.
  9. It may be necessary to submit along with other required documentation, a written report summarizing committee or other meeting actions, issues discussed and/or any significant conclusions resulting from the meeting.
  10. The AFSCME 2620 Local office shall maintain files regarding all open meetings and ensure that complete supporting documentation is provided to support all meeting that involve cost expenditures. Follow up via phone call or email will be necessary for those meetings for which the required documentation is not received within 5-7 days of the meeting date.
  11. Any Officers, Stewards or Members who schedule meetings and fail to provide the required documentation will not be entitled to perform these activities in the future.

The following union-issued Credit Card Policy was established and submitted by the Finance Committee and approved by the Executive Board at the January 20, 2018 Executive Board Meeting.


The following are authorized users of union-owned credit cards: the President and the Treasurer provided that this has been approved by the Executive Board at a meeting/s that is/are clearly minuted.


The use of union-owned credit cards by the authorized holders shall be limited to the following:

  1. Lodging and transportation costs incurred while traveling on union business;
  2. payment for the purchase of [office supplies or equipment or [other item]) that has been specifically pre-authorized by the President and the Treasurer, unless specifically authorized by a resolution of the Executive Board; and/or
  3. payment of meal expenses as are necessary for conducting union business.

All authorizations of the use of the union-owned credit cards for the above expenses need to be clearly tracked in a credit card tracking log with the date of the request, the name of the person requesting the expense, the union purpose for which the expense is incurred, the name of the vendor, the date the expense was incurred together with the amount.


The following uses of the credit cards are prohibited:

  1. ATM or other cash withdrawals;
  2. cash back at point of purchase;
  3. any cash withdrawal whatsoever;
  4. any personal item or purpose; and
  5. payment for the purchase of alcohol.


Any person responsible for making a charge on a union-owned credit card must provide an accounting of that charge on an expense report intended for that purpose. All supporting receipts including both the credit card slip and the itemized invoice must be attached to the expense report. Expense reports must be approved by the President and the Treasurer provided that if the charge is incurred by the President or the Treasurer, another Executive Officer shall approve the charge.

Before the end of every billing cycle for the credit cards, the holders of the credit cards shall submit an expense voucher for each and every item of credit card expense incurred on the credit card, setting out the names and capacity of each member or guest incurring the food and beverage expenses and the specific union business conducted (it is not sufficient to simply record “union business”) for which the expense was incurred together with the itemized receipts for each expense.

If such documentation is not received by within 14 days of the end of the billing cycle, the union will issue a bill to the credit card holder for all such items of expenses for which such documentation has not been submitted and the credit card holder shall be personally liable for those items of expenses on the credit card statement, or provided that if the credit card holder fails to reimburse the union for any undocumented expense in a credit card statement for a union-owned credit card, the use of such credit card may be suspended by the President and/or the Treasurer. 


The union’s finance committee shall periodically, but no less than once a quarter, review credit card use to ensure compliance with the credit card policy and to regularly monitor its use.(Approved by the Executive Board September 30, 2013. Amended by the Executive Committee June 20, 2014 and November 15, 2014)

  1. AFSCME Local 2620 must provide expense reimbursement to Officers, Members and Staff in the areas of lodging and travel, out-of-town business meals, mileage, office supplies, meals and entertainment, parking, tolls, postage and printing.
  2. Prior approval is required before committing the local to payment of any expenditure for a purchase or an activity or service to be performed.
  3. An Expense Reimbursement Report Form is required. The Local will make available an official expense reimbursement report form which will be required to support any reimbursed expenses. The expense reimbursement report must detail each item to be reimbursed. It must also detail the date, amount, location and union business purpose of each of the itemized expenditures.
  4. The Expense Reimbursement Report Form must be signed by the person to be reimbursed documenting that the expenditures were actually incurred and only in the performance of Local 2620 union business.
  5. All original itemized receipts must be attached to the Expense Reimbursement Report Form. If reimbursement is for a credit card charge, the detail itemized credit card slip must be attached. No expense reimbursement report form can be submitted without proper and complete supporting documentation.
  6. Any expenditure for meals and entertainment must be approved in advance by the Local President or a designee selected for that purpose.
  7. Any reimbursement for meals and entertainment will only be authorized for legitimate union business. The supporting documentation submitted with the expense reimbursement report form must include a listing of the names and positions of the persons entertained and a description of the union business discussed.
  8. The invoice must be reviewed and approved by the Local’s President, Treasurer, Executive Board or the Executive Committee between meetings selected for that purpose. The approval should be made by an individual who is aware of the purchase or the activity/service performed. This is done to ensure that the expenditure [cost] is consistent with the items purchased and received or the activity or service performed.
  9. All Expense Reimbursement Report Forms must be approved prior to payment. For example the President approves the other officer’s and members’ expense report and the Treasurer approves the President’s expense report. An employee’s expense report should be approved by the President, Executive Board or the Executive Council when in session. No individual approves his/her own expense reimbursement report form.
  10. All claims for reimbursement must be submitted within 90 days of the date of the expense. Any claims submitted after this time frame will not be paid. The executive board may upon individual cases waive the time frame and approve payment of a late claim only upon extenuating circumstances.
  11. Copies of all paid bills should be retained in vendor files which are maintained for each operating year.
  12. Supporting documentation for all paid bills should be retained as part of the local union records for a period of six years plus the current year for a total of seven years.

(Approved by the Executive Board September 30, 2013. Approved by the Executive Board November 15, 2014. Approved by the Executive Board July 23, 2015)

Travel will be approved by the President or his/her designee on an as needed basis, and travel arrangements should be made using the most economical forms of transportation. The Local will reimburse Members and Staff for any approved travel required in the performance of the union business. Fair-share payees are never reimbursed for any expense unless prior approval is obtained from the President or his/her designee. Guidelines for travel authorization are as follows:

  1. All travel authorization requests will be completed online prior to the scheduled deadline provided for the requested event. In the absence of a posted deadline, a minimum of two weeks is required for approval. Any exceptions to online submissions or deadlines requires prior approval of the President or his/her designee. The Local 2620 Travel Authorization Form must be completed in its entirety. Incomplete forms will not be considered for approval.
  2. If an event is available both locally and distantly, Members/Staff are expected to attend the local event. Travel costs to the distant event shall not be reimbursed unless prior approval is obtained. The Member/Staff will be notified of travel request status upon approval.
  3. If approved for out-of-town travel, the Local’s Travel Agent will be responsible for all air reservations; Members/Staff do not make their own flight arrangements unless prior approval has been authorized.
  4. Member/Staff are expected to travel the same day for most events. Requests for more than one day travel, such as overnight accommodation, car rental or flight extension, need to have approval by the President or his/her designee in order to determine what timeframe will be reimbursed prior to actual travel.
  5. Members/Staff who request authorization for car rentals, may be required to carpool with other Members/Staff in order to receive reimbursement.

(Approved by the Executive Board September 30, 2013. Amended by the Executive Committee November 15, 2014)

AFSCME Local 2620 Mileage Reimbursement Policy addresses mileage for Officers, Members and Staff driving their personal cars in the performance of union business.

  1. A mileage expense category must be included and detailed with estimated costs in the operating budget.
  2. Mileage will be paid at the IRS Federal mileage rate.
  3. A mileage log must be maintained which details the dates of travel, the To and From, the specific union business purpose, the beginning and ending odometer reading, the total miles and the total mileage expense. In lieu of maintaining and submitting a mileage log, a point to point mileage document, such as MapQuest or Google maps will need to be submitted.
  4. Mileage will be paid only for driving a personal car. Gas reimbursement will be made only when driving a rental car. There shall be no instances where mileage and gas reimbursement will be made for the same travel.
  5. The reason mileage will not be paid in excess of the IRS Federal allowable rate is that, per IRS regulations, excess mileage is taxable W-2 wages and may be subject to withholding payroll taxes.
  6. Mileage will not be paid for attending Membership meetings in the member’s local geographic area [e.g. North, South and Central].
  7. Any Officer, Steward and Union Member using their own automobile for specific union business purpose will not be reimbursed for mileage for trips less than 35 miles round trip.

AFSCME Local 2620 will pay per diem for meals and incidental expenses in conjunction with authorized out of town travel involving an overnight stay. All per diem payments should be supported by authorization, purpose, and basis for amount paid. Meal allowances paid for overnight out-of-town union-related business are non-taxable per diem payments as long as they do not exceed the maximum daily non-taxable rates authorized to be paid by the federal government. An expense report must be filed to allow these payments to be treated as “accountable” and therefore non-taxable. Out-of-town per diem paid in excess of the allowable federal rate is taxable income to the recipient to the extent that the payment exceeds the federal guidelines. The Local will not pay per diem in excess of the allowable federal rates. Authorization for per diem payments must be documented in the minutes of the membership or executive board meetings. The minutes should also provide an explanation as to the purpose of the out of town travel (such as the conference to be attended), the names of individuals who will attend, and the amounts of per diem to be paid. Per Diem payments will be considered a reimbursed expense and non taxable provided the following guidelines are followed:

  1. AFSCME Local 2620 will use the IRS Federal Standard Per Diem Rate for travel outside the state of California. A California in-state per diem rate has also been established by the Local. The federal rate can also be paid in instances where the AFSCME International convention or major national conferences are being held in California. The lower in-state California per diem rate is used throughout the year for regular local union business involving out of town travel within the state,
  2. Out of town travel will be defined as more than 60 miles away from home and must include an overnight stay in order to be eligible for per diem payments,
  3. A Travel Authorization form must be completed and have prior approval for the overnight stay, and
  4. An Expense Report with lodging receipts attached is required to support per diem payments and is necessary to document the out of town travel. If there is not a lodging receipt, an explanation of the overnight stay is required (such as stayed with family members or shared a room with another conference attendee).

(Approved by the Executive Board March 19, 2016)

Subject to advance request and approval, members who require dependent child care in order to attend a meeting, may be reimbursed for child care.

Type of meetings that may qualify:

  1. Executive Board meeting (for officers and invited guests only);
  2. Executive Committee meeting (same applies);
  3. Eligible Steward’s Council (must be steward of department, invited member speaker/consultant, or board officer assigned to attend);
  4. PAC meeting – appointed or consultant members;
  5. GAC meeting-appointed or consultant members;
  6. Departmental Labor-Management meetings (if member is appointed and travel is required);
  7. Meet-and-Confer impact bargaining (appointed or consultant members);
  8. Contract Bargaining (Members of the Bargaining Team);
  9. Other Councils/Committees/ with specific approval of the Executive Committee or Board; or
  10. Occupational Committee meetings.

Type of meetings that will not qualify:

  1. Regular membership meetings;
  2. AFSCME Convention;
  3. Members attending by choice, to Executive Board, Executive Committee, or other meetings that they are not required to attend;
  4. Local 2620 Lobby Days;
  5. All virtual, electronic or phone conference meetings;
  6. Steward trainings;
  7. Meet and Confer trainings; or
  8. Political FundRaiser events (some exceptions, EXAMPLE: member is a guest speaker).

No requests for childcare reimbursement will be granted if electronic meeting option is offered. No reimbursement for child care that is part of the regular childcare/daycare schedule of the member’s work week, or where family, spouse, or household members are available to provide the care.

Rate of Reimbursement

When applicable and approved, reimbursement may not exceed $10.00 hourly for one child or $12.00 hourly for two or more children. Children must be under the age of 13. All payments are taxable income according to the IRS rules.

Child Care Providers (per IRS rules)

Payment will not be made to any of the child’s family members, member’s spouse, or former partners (co-parent of the child). Siblings or other family members who are 13 or older may not receive payment (exceptions for special circumstances may be considered).

Request Reimbursement

  • Review guidelines to determine if your child care needs and type of meeting qualifies,
  • Shall be indicated on “special need” of TA, and
  • Must attached or have on file:
    • Full name (on birth certificate) and date of birth for each child;
    • Include full name of child care provider, and phone number, email and mailing address;
    • Address/location where child care will be provided; and
    • Hours and days needed.

Please note: Members who fraudulently claim, abuse or misuse Local 2620 childcare reimbursement funds may be permanently disqualified from future childcare reimbursement and must be reported, per IRS regulations.(Approved by the Executive Board July 23, 2015)

Union Leave may be considered for Members to participate in union business. Union leave will be granted in accordance with the relevant articles of the current MOU. In the event that the member does not attend and participate in the union business event, union leave may be rescinded and/or future union leave denied.

Union Leave reimbursement will be paid to the appropriate in accordance with the relevant articles of the current MOU.

  1. All Union Leave authorization requests will be completed online prior to the scheduled deadline provided for the requested event. The Local 2620 Travel Authorization Form must be completed in its entirety. Incomplete forms will not be considered for approval.
  2. In the absence of a posted deadline for Union Leave, a minimum of two weeks is required for approval. Any exceptions to online submissions or deadlines require prior approval of the President or his/her designee. In cases of emergency/urgent leave, the president may authorize Union Leave retroactively; however, the State may not accept retroactive Union Leave. In such a case, the Member may not be reimbursed for any time taken for Union business.
  3. Union Leave may be granted if the date requested occurs on your regularly scheduled work day.
  4. You must sign the Union official Sign-In Sheet to facilitate the payment of your Union Leave. If you do not sign on the official sign-in sheet, your union leave may not be paid. The Member will be notified of receipt of Union Leave request upon approval. Upon receipt of approval from the appropriate Departmental Headquarters, the member will be notified by the Union.