Vehicle Rental on the P-Card
Out of State Travel
Restrictions
Effective immediately because of the current State financial condition
which projects a $655 million deficit for the 2007-09 biennium, the
Governor is imposing restrictions on out of state travel. Until further notice, all out of state travel must be
pre-approved by the Provost in Academic Affairs or the Vice Chancellor
in Student Affairs or Business Affairs, for personnel in those
respective Divisions. This requirement applies to any out of state
travel that has not yet taken place, including events where
registrations and airline commitments have already been made.
Restrictions apply regardless of the funding source. Pre-approval is
also required for Fleet Vehicle use for out of state travel.
Click here for more information and required forms. You are required to attach a copy of the completed, signed travel pre-authorization form to your p-card statement.
You may use your P-card to pay for 100% reimbursable vehicle rental as well as rental car gas when utilizing State contract vendors. There are links to the contract vendors below. Collision, damage waiver/loss damage waiver, liability and comprehensive insurance are included in the state's contracts with Enterprise and National Car Rental.
Required documentation:
- Original Rental contract and final receipt showing itemized charges and totals paid.
- Drivers & passengers names
- Rental dates & number of days
- Vehicle make & rate
- A completed and appropriately copy of the signed Travel Expense Report (TER)
- Travelers name
- Dates of travel
- Purpose of trip
Reminder: For out-of-state travel, you MUST include a copy of the completed and appropriately signed travel pre-authorization form.
Links to assist you: