R25-7-17. Booking Rental Vehicles

(1) A traveler may rent a vehicle if approved in writing before the traveler departs. See Subsections R25-7-6(1)(c) through R25-7-6(1)(e) for who shall approve a rental vehicle. (2) A vehicle shall be rented in the traveler's own name. (3)(a) A traveler shall book a rental vehicle through a contracted rental company by using the state's travel system or the State Travel Office. (b) A traveler shall use a vehicle rented through a state contract only for business travel days. (4) When booking a vehicle, a traveler shall reserve the type of vehicle based on business needs. (5) A traveler may not rent a vehicle if staying at a conference hotel, except for rare circumstances. (a) A request for a rental vehicle at a conference hotel must be approved in writing by the commissioner or designee before the traveler departs. (b) In the request, the traveler shall explain in writing why renting a vehicle is necessary. (c) The request for a rental and the approval shall be included with the sufficient documentation needed for the expense as explained in Subsection R25-7-7(3)(c).