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

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

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Purpose

This policy outlines who should book travel through the contracted travel agency when traveling on state business. The state has contracted with an outside travel agency to provide travel services including airline, car rental, hotel, rail, and bus service. Travel services are obtained through Concur or through the State Travel Office.

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Definitions

Agency – Any agency, board, bureau, 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 – All executive branch state agency employees must use Concur or the State Travel Office to book travel for state business. This includes independent state agencies subject to executive branch controls.

2 – All Utah State Board of Education employees must use Concur or the State Travel Office to book travel for state business.

3 – Non-state employees whose travel is paid for by agencies identified in sections A-1 and A-2 must use Concur or the State Travel Office to book travel for state business.

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

1 – Judicial and legislative branch agencies may use Concur or the State Travel Office to book travel for state business.

2 – State higher education institutions and political subdivisions may use the State Travel Office to book travel.