Vehicle use, Rental Vehicles & Insurance

If renting a vehicle the traveler must use one of the contract rental car agencies: Avis, Enterprise and Budget. For travel originating from Grand Junction travelers may use Thrifty, but only the Grand Junction Thrifty has met the state insurance requirements. Employees should avoid additional charges for picking up a rental vehicle too far in advance or returning it later than necessary

The traveler must charge the vehicle to the State Travel Card and decline all insurance. When using the State Travel Card with a contract rental agency all insurance is provided at no cost to the traveler or to the State. The State Travel Card provides collision and loss damage insurance (CDW/LDW) and the contract rental agency provides liability insurance per the State contract. Employees who accept unnecessary automobile rental insurance will not receive reimbursement for the purchase of this insurance.

Please Note:
US Bank VISA insurance excluded vehicles include: Trucks,cargo-vans and vans with a capacity for more than 8 passengers. With US Bank VISA, any traveler renting a passenger van with a capacity for more than 8 passengers must buy collision damage waiver insurance provided by the rental car firm except when renting from Enterprise Car Rental.

•Personal Vehicle

If the traveler chooses to use a personal vehicle while in travel status, mileage will be reimbursed at the state fiscal rule rate. Reimbursement for 4-WD rates is permitted between November 1st and April 1st. Justification for use of 4-WD is required for travel occurring outside these dates.

The current information for Personal Vehicle Mileage Reimbursement Rates is as follows:

CRS 24-9-104 was amended to read:

(2) On and after January 1, 2008, state officers and employees shall be allowed mileage fees of forty six cents (46¢) per mile for each mile actually and necessarily traveled while on official state business and, when authorized to be utilized and necessary for official state business, forty eight cents (48¢) per mile for four wheel drive vehicles.

•Receipts

Original, itemized receipts are required for reimbursement of lodging, rental car and gasoline regardless of dollar amount.

For information on reimbursable expenses and required documentation or receipts, see State Fiscal Rules, Chapter 5. http://www.colorado.gov/DPA/dfp/sco/FiscalRules/10-01-07/Fiscal%20Rule%205-1.pdf .

10-12-2005