Before You Start
- Out of state rental refers to someone flying to another state then picking up a rental vehicle at the destination state.
- An out of state rental requires pre-approval from the Travel & Expense Reimbursement department.
This type of rental is usually only justifiable for travelers who need to visit multiple cities during their time in their destination state OR travelers whose event site is not in the same city as the destination airport.
Please note that getting a rental solely for the purpose of travel to/from airport or as convenience for meals is not acceptable.
Procedure
For an out of state rental to be approved, the traveler/requester must provide justification that proves a rental vehicle would be more advantageous than using rideshare/taxi.
The traveler/requester must:
- Put together documentation to demonstrate the cost of rideshare/taxi versus the cost of a rental vehicle (including fuel).
- Use RideGuru.com to estimate cost of rideshare/taxi. Please note that the business purpose of each ride must be explained.
- Use Enterprise to estimate cost of rental vehicle.
- Summarize findings.
- Email Travel Exception form (filled out/signed except for the signature required by Travel & Expense Reimbursement), summary of findings, and supporting documentation to Travel & Expense Reimbursement Management.
Each rental request is unique. Travel & Expense Reimbursement may deny the request or request additional documentation if justification is not sufficient.
If justification is sufficient, the TEF will be signed and returned to the traveler/requester.
The traveler/requester may not incur any rental expense until the TEF is fully executed.