10-1: Who should book travel through the contracted travel agency

Effective: January 15, 2024
Revised: September 3, 2024
Approved by: Van Christensen
References: Utah Code 63A-3-107, Administrative Code R25-7

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Purpose

The state has contracted with an outside travel agency to provide travel services including airline, car rental, hotel, rail, and bus service.

This policy outlines who should book travel through this contracted travel agency when traveling on state business. Travel services are available through Concur or the State Travel Office.

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Definitions

Agency – Any agency, board, bureau, commission, office, department, or other administrative subunit of state government. This definition includes the executive, legislative, and judicial branches.

Concur – Software used by the state to manage travel, reimbursements, and p-card transactions.

Traveler – Any person traveling on official state business for an agency or political subdivision. This definition includes employees, non-employees, board members, elected officials, vendors, volunteers, grant recipients, and award beneficiaries.

Political subdivision – A county, city, town, school district, local district, special service district, or any entity other than an agency.

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Policy

A – People who must book travel through the contracted travel agency

1 – The following people must use Concur or the State Travel Office to book travel for state business: 

• employees in executive branch state agencies, including independent state agencies subject to executive branch controls;
• employees with the Utah State Board of Education; and
• non-state employees whose travel is paid for by executive branch agencies or by the Utah State Board of Education.

B – People who may book travel through the contracted travel agency

1 – The following groups may use Concur or the State Travel Office to book travel for state business: 

• judicial and legislative branch agencies;
• state higher education institutions; and 
• political subdivisions.