10-17: Exception requests

Effective: January 15, 2024
Revised: October 21, 2025
References: Utah Code 63A-3-107, Administrative Code R25-7

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Purpose

Utah Code 63A-3-107 (4) allows exceptions to travel policies “to meet special circumstances encountered in official attendance at a conference, convention, meeting, or other official business.” This policy outlines the conditions under which exception requests must be submitted, who may approve exception requests, and what information must be included in an exception request.

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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.

Designee – The person who has written permission from the executive director to act on their behalf.

Executive director – The executive leader of an agency.

GovOps – The Department of Government Operations.

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.

Travel policy – All policies labeled travel policy established by the GovOps Division of Finance.

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Policy

A – Travelers must request exceptions to policy

1 – Travelers must get approval for exceptions to policy before not following policy. For example, a traveler must get approval to upgrade their airline seat before upgrading the seat.

2 – If a traveler has returned from a trip and has expenses that don’t comply with policy, see travel policy 10-6-H. Once expenses are paid, they aren’t considered exceptions. Paid expenses that don’t comply with policy are considered errors, not exceptions

B – Exceptions that may be approved by the executive director 

1 – The executive director or designee may approve the following exceptions:

• upgrading a seat on a flight (see travel policy 10-11-D4);
• lodging that is less than 50 miles from a traveler’s personal residence (see travel policy 10-8-A1a); and
• renting a vehicle when staying at a conference hotel (see travel policy 10-10-A5a).

C – Exceptions that must be approved by the director of the GovOps Division of Finance

1 – Any exceptions not listed in section B1 must be sent to the director of the GovOps Division of Finance for approval. 

1a – The executive director must send an email to the director of the Division of Finance with the following information: 

• traveler’s name;
• travel dates;
• policy reference;
• explanation of unusual circumstances requiring the exception; and
• any effect on cost.

2 – The executive director or designee must not send exception requests that violate procurement policy.

D – Exceptions must be documented in Concur

1 – If a traveler’s exception is approved, the traveler must attach evidence to their reimbursement request in Concur. Evidence must include:

• the exception request, and
• the approval from the appropriate authority in writing.

2 – If an exception is denied, the traveler must not be reimbursed for that expense.