Policy
10-17: Exception requests
Effective: January 15, 2024
Revised: September 3, 2024
Approved by: Van Christensen
References: Utah Code 63A-3-107, Administrative Code R25-7
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.
Definitions
Designee – The person who has written permission from the executive director to act on their behalf. The executive director is responsible for selecting a designee who has the knowledge, skills, and experience to make decisions in the best interest of the agency.
Executive director – The executive leader of an agency.
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.
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 section F. These are errors not exceptions.
B – Exceptions 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 section E-4);
- lodging that is less than 75 miles from a traveler’s personal residence (see travel policy 10-8 section A-1a); and
- renting a vehicle when staying at a conference hotel (see travel policy 10-10 section A-5a).
C – Exceptions approved by the director of the GovOps Division of Finance
1 – Any exceptions not listed in section B-1 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.