When an employee believes the rental of a car is necessary, a letter of justification must be submitted along with the travel request for approval prior to the date of travel.
The employee operating the vehicle must carry motor vehicle liability insurance and submit a copy of his/her insurance identification card to the Purchasing department. In addition, employees are required to sign for the comprehensive insurance offered by the car rental company. Employees are expected to exercise judgment in the rental of cars and select the most economical rental that will meet their travel requirements. Expenses for tolls and parking will be reimbursed at the actual cost, and receipts must accompany requests for reimbursement. Fines for motor vehicle violations, including parking violations, shall be the obligation of the operator of the vehicle.