Arizona Department of Administration
General Accounting Office
State of Arizona Accounting Manual
Topic
50
Travel
Issued
11/23/20
Section
15
Travel by
Individually Operated Motor Vehicle
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INTRODUCTION
Traveling for the State is frequently conducted using automobiles, vans, light trucks, etc., which
means that a knowledge of State Travel Policy as it applies to motor vehicles is critical for
efficient and economical agency operations. Motor vehicles used by State travelers may be
owned or supplied by the traveler (privately owned vehicles, POVs), owned or supplied by the
State (State owned vehicles, SOVs), or leased or rented from a commercial enterprise
(commercially rented vehicles, CRVs).
A motor vehicle provided by, but not necessarily owned by, the ADOT Motor Pool or any
statutorily authorized agency motor pool is referred to as a “fleet vehicle” or “fleet provided
vehicle” (FPV).
It is to be noted that the variety of vehicles and vehicle-related arrangements available to State
travelers expands, contracts and otherwise changes over time; the availability also differs
depending upon location.
It is in the interest of the State to operate as efficiently, effectively and economically as possible
under the circumstances. This means, among other things, that vehicular equipment in which
the State has an investment should be used unless it is demonstrably inefficient, ineffective and
uneconomical to do so. Simply put, the use of an SOV or FPV is preferable to the use of a CRV
in-state or a POV in most circumstances and the justification for an agency’s allowing the use of
a POV must be documented. Though certain medical conditions might prevail, an employee’s
mere preference for using his POV is not a factor to be considered when the trip is to be
subsidized by the State.
All travel for the State should be conducted as reasonably economically as possible under the
circumstances. See SAAM 5005 for more information on this subject.
Additional information related to this subject can be found in SAAM Sections 5060 and 5061.
POLICIES
1. General.
1.1. The use of an SOV or FPV to conduct State business is obligatory whenever economically
and operationally practicable.
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1.2. Agency management and supervisory personnel are responsible for determining:
1.2.1. The type of individually operated motor vehicle arrangements—SOV, POV, CRV or
FPV—that are to be arranged or allowed for each trip or type of trip. Agency
management and supervisory personnel must, to the extent economical and practicable,
favor the use of an SOV or FPV to conduct State business.
1.2.2. That the types of vehicles used by their personnel to conduct State business comply with
State policy.
1.3. State policy requires utilizing the least expensive type of vehicle that meets the
requirements of the trip in terms of the number of occupants, duration of the trip, terrain to
be traveled, use to which the vehicle will be put, etc. This determination is to be made
taking into account all the costs involved in each trip or type of trip.
1.4. The traveler’s personal preferences are not to be considered in the determination of which
type of individually operated motor vehicle should be selected to conduct State business.
1.5. Any person operating a motor vehicle on State business must possess a valid driver’s
license (viz., one issued by the State of Arizona and in compliance with all Arizona laws,
rules and regulations) suitable for the type of vehicle being operated. This license must
be current, unexpired and neither revoked nor suspended.
1.6. Before authorizing travel or approving a travel claim that includes travel by a POV, SOV,
CRV, or FPV, the traveler’s supervisor or manager may request to inspect a traveler’s
driver’s license.
1.7. The following guidelines apply to the use of SOVs, POVs, CRVs and FPVs used for in-
State travel:
1.7.1. If an agency has available, assigned FPVs or is within five (5) miles of the Capitol Mall:
1.7.1.1. A POV may be used for round-trips of fifty (50) or fewer miles, but the use of an
available SOV, CRV or FPV would generally be preferred.
1.7.1.2. An SOV, CRV, or FPV should be used for round-trips of more than fifty (50) miles.
1.7.2. If the agency does not have an available, assigned FPV or is five (5) or more miles from
the Capitol Mall:
1.7.2.1. A POV should be used for round-trips of one hundred (100) miles or less.
1.7.2.2. An SOV, FPV or CRV should be used for round-trips of more than one hundred (100)
miles.
State of Arizona Accounting Manual
Topic
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Travel
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Individually Operated Motor Vehicle
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1.7.3. If travel by an individually operated motor vehicle involves the use of a vehicle while the
traveler will spend any time in travel status (i.e., fifty (50) or more miles from both home
and duty post), the use of a POV requires that, if the traveler holds the position less than
that of assistant director or its equivalent, the traveler’s supervisor or manager certifies
that no SOV, CRV or FPV is available for use. This certification is to be made using the
Form GAO-520, Authorization to Use a Privately Owned Vehicle for State Business.
1.7.3.1. If applicable, a fully executed Form GAO-520 must be attached to the traveler’s claim
for mileage reimbursement.
1.7.3.2. Failure to attach a fully executed Form GAO-520 to a traveler’s claim for mileage
reimbursement when the form is required will prevent a traveler from being reimbursed
for mileage.
1.7.4. A board member, whose duty post is, by statute or rule, his home may use his POV for
State travel, including travel between his home and board meetings, and is to be
reimbursed for POV usage under any circumstances. A Form GAO-520 is not required.
1.7.5. The use of a POV to conduct State business is allowed whenever the distance to be
traveled by POV to pick up and return from dropping off an SOV, FPV or CRV equals or
exceeds the State travel for which SOV, FPV, or CRV is to be used.
Example 1: An agency has no available FPVs at a given site. An agency employee requires the
use of an automobile to conduct State business. The distance from the agency site at which the
State business is to be conducted is 4 miles. The nearest location at which an SOV is available is
5 miles from the agency site and is located in a direction opposite from where the State business is
to be conducted. The employee would have to drive his POV 5 miles to acquire an SOV, then
drive 9 miles (the 5 miles between the agency and where the SOV is to be picked up and the place
where the State’s business is to be conducted) to conduct State business. This mileage is to be
doubled to return the SOV and for the employee to get back to his agency’s site using his POV. A
trip that would have required 8 miles of POV usage instead resulted in 10 miles of POV usage and
18 miles of SOV usage. Not even considering the employee’s time, use of the POV would have
been more efficient and economical.
Example 2: An agency has no available FPVs at a given site. An agency employee requires the
use of an automobile to conduct State business. The distance from the agency site at which the
State business is to be conducted is 45 miles. The nearest location at which an SOV is available is
5 miles from the agency site and is located on the way to where the State business is to be
conducted. The employee drives his POV 5 miles to acquire the SOV and then drives the
additional 40 miles to conduct the State’s business. Outbound and return, 10 miles are driven
using the employee’s POV and 80 miles are driven using an SOV. The combined use of the POV
and SOV is the most efficient and economical and is, moreover, required by State policy.
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1.7.6. The use of a POV to conduct State business is allowed when urgency is required in
attending to an emergency and no facility for acquiring an SOV, FPV or CRV has yet
opened.
Example 1: A State employee working for a social services agency that provides emergency care
for endangered children receives a call from policy officials at 2 a.m. that they have arrested
parents suspected of child abuse. Two children, ages 3 and 5, need to be taken immediately into
protective custody by the State. Facilities from which the employee could otherwise acquire an
SOV, FPV or even a CRV are not yet open for business. The employee must use his POV to
collect the children and take them to a safe facility.
Example 2: An employee whose home and duty post are both in Phoenix must travel to Prescott
for a meeting that begins on a Monday at 8 a.m. His agency does not have an SOV or FPV at its
permanent disposal. Because of construction on I-17, the traveler must use AZ-87 for the trip. The
travel time will be approximately 3½ hours in each direction. The employee, to save the State the
money related to staying over in Prescott Sunday night, is willing to leave his home in Phoenix at
4:30 a.m. However, no facility that provides SOVs or FPVs is open that early in the morning. The
employee could have his agency arrange for a vehicle to be available before Monday’s departure,
i.e., acquire the vehicle on Friday for Monday’s use. This involves some additional cost to the
agency and, if domiciled, some tax consequences for the traveler. If not domiciled, the employee
has to unreasonably begin his trip even earlier so that he can travel to his agency to pick up the
SOV at the agency before departing for Prescott. Overall, it may be in the best interest of the
agency, the State and the traveler for him to use his POV to make the trip.
1.7.7. The use of a POV is allowed when the extended use of an SOV or FPV for a certain
purpose would impose significant operational difficulties upon an agency.
Example: A State employee who works and lives in Kingman is required to take a week’s training
in Tucson. Because of the distance between Kingman and Tucson, the employee will be staying in
Tucson for the entire week of training. The agency for which the employee works has one FPV
assigned to it and it is used by all agency employees at its Kingman location. If the employee uses
the FPV assigned to the agency’s Kingman location, operations there will be significantly
hampered. It is in the best interest of the State that the employee use his POV to travel to, from
and while in Tucson.
1.7.8. The use of a POV is allowed when the cost to rent a CRV is materially greater than the
cost related to the use of a POV and when no SOVs or FPVs are available.
Example: There are no SOVs or FPVs readily available at a remote agency location. There is,
however, a car rental company under contract with the State does have a facility in reasonable
proximity to the agency location—close enough that the rental car company will deliver a car to the
agency location. The cost to rent a car is $35 per day. The business that must be conducted by
the agency involves a round trip of 16 miles. The reimbursement to an employee for using his
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POV to make the trip is $7.12. It is in the economic interest of the State that the employee use his
POV if he is amenable.
1.7.9. Although not individually operated motor vehicles, intra-city buses or light rail trains
should be considered when reasonable under the circumstances. Matters such as
employee time and safety are to be taken into consideration before this option is
selected.
1.7.10. Though not a vehicle operated by an authorized State driver, a taxicab or rideshare may
be used when no other means of transportation is available.
2. SOVs, FPVs and, as indicated, CRVs.
2.1. An SOV, an FPV or a CRV may only be used for official, authorized State business.
2.2. Anyone operating an SOV, an FPV or a CRV must comply with the directives of ADOA
Risk Management, including the acquisition and submission of a Motor Vehicle Record.
2.2.1. When the best interests of the State require, an SOV or FPV may be used to commute
to and from an employee’s home. Such circumstances involve:
2.2.1.1. The necessity of providing security for an SOV or FPV when State-owned facilities are
not reasonably available because of distance, hours of operation, etc.
2.2.1.2. The employee being on call and required to be available to immediately respond to an
emergency.
2.2.2. An SOV or an FPV is not to be used merely as a substitute for one’s POV or other
means of transportation for commuting, or solely for the convenience of the traveler, or
because of the distance between one’s home and duty post.
2.2.3. Upon each occurrence of an SOV’s or FPV’s being used for commuting:
2.2.3.1. The agency is to make an appropriate entry on a Form GAO-88. The completed Form
GAO-88 for each pay period is to be forwarded to the agency payroll department.
2.2.3.2. In compliance with IRS directives, an amount (currently one dollar and fifty cents
($1.50) for each leg of a commute (i.e., three dollars ($3) for each round trip)) will be
reported as additional non-cash taxable income for each occasion upon which an SOV
was used for commuting. This amount is neither paid to nor recovered from the
employee; it merely adjusts the amount reported as the employee’s taxable income to
recognize the taxable benefit the employee received for being a provided a vehicle for
what is personal use (i.e., commuting) of the State’s vehicle.
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2.2.3.2.1. An exception to the requirement to file a Form GAO-88 exists with respect to clearly
marked police, fire or public safety officer vehicles when the employee operating the
vehicle must always be on call and the agency head requires that the driver use the
vehicle for commuting. Personal use of the vehicle must be prohibited.
2.2.3.2.2. An exception to the requirement to file a Form GAO-88 exists with respect to
unmarked law enforcement vehicles when personal use by the employee operating
the vehicle supports law enforcement purposes and the employee is a full-time law
enforcement officer authorized to execute warrants, to make arrests, and to carry
(and regularly does carry) firearms.
2.3. SOVs, FPVs and CRVs are to be used only for transporting those performing or in the
custody of one performing authorized official business for the State; such individuals
include:
2.3.1. State employees.
2.3.2. Interns.
2.3.3. Volunteers.
2.3.3.1. Volunteers may ride in an SOV, FPV or CRV, but must first register with State Risk
Management.
2.3.3.2. Volunteers are covered for liability purposes, but not for Workers’ Compensation.
2.3.3.3. Volunteers are directed to https://staterisk.az.gov/insurance/volunteers
for additional
guidance.
2.3.4. Contractors.
2.3.4.1. State Risk Management permits, but does not recommend that, contractors operate or
ride in an SOV, FPV or CRV.
2.3.4.2. Agency heads, however, may make a business decision and decide to allow
contractors to operate or ride as passengers in an SOV or FPV.
2.3.5. Prisoners, as passengers, in the custody of law enforcement or correctional officers.
2.3.6. As passengers, children or students required to be in the custody of a State employee in
furtherance of the employee’s duty.
2.3.7. As passengers, others who may be necessary to effect State business. Authorization for
such use must be in writing and come from an agency head.
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2.4. Travelers using SOVs or FPVs should not normally personally incur many or significant
expenses related to the actual operation of SOVs or FPVs.
2.4.1. Travelers should follow the procedures set forth, as applicable, by their agency or ADOT
Fleet Management Policy for fuel, service and minor repair expenses.
2.4.2. Certain minor expenses incidental to the use of SOVs and FPVs, such as tolls and
parking, will be reimbursed to employees by way of travel claims or employee expense
reimbursement requests.
2.5. Employees or officers who are assigned SOVs or FPVs and use the SOVs or FPVs for
commuting (as might be the case when the employee or officer, though off duty, is on call,
or when the employee or officer’s duty post is fairly extensive and remote) will be required
to include an amount in income as a taxable fringe benefit.
2.5.1. Agencies are required to identify employees or officers subject to the tax on the fringe
benefit and report the appropriate information to the agency’s payroll department.
2.5.2. Contractors, interns and volunteers may not use SOVs or FPVs for commuting.
2.6. The use of SOVs or FPVs in Mexico requires:
2.6.1. The authorization of the agency head, and
2.6.2. Special insurance. Refer to the ADOA Risk Management website at
www.staterisk.az.gov
, select “Insurance,” and then select “Mexico” for additional
information.
2.6.3. The operator to be a State employee.
2.7. Review ADOT Fleet Management Policy and Arizona Administrative Code R2-15 for rules
involving the use of State Fleet vehicles.
3. POVs.
3.1. A traveler may be allowed, but not required to, use a POV for official State business if it is
the most cost effective mode of travel when all considerations, including employee time,
are taken into account. When used, the cost of operating a POV should be less than
using an SOV, an FPV, a CRV, a taxi, or other means of transport.
3.2. The POV motor vehicle mileage reimbursement rate is used to calculate the
reimbursement of expenses. Actual expenses of operating a vehicle (gas, oil, repairs,
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etc.) may not be reimbursed. Incidental expenses related to the use of a POV (tolls,
parking, etc.), may, however, be reimbursed.
3.3. The cost of commuting between a personal residence and a regular duty post is generally
not to be reimbursed, regardless of the distance. This is true even when the commute
occurs on weekends, holidays or other days upon which the employee is not regularly
scheduled to work. However, travel between duty posts is reimbursable. Commuting is
more extensively covered in SAAM 5061.
3.4. Any driver operating a POV on State business must possess liability insurance meeting
the State’s minimum coverage requirements.
3.5. Except as otherwise provided (special limitations, discussed elsewhere, may apply to
telecommuters or others whose homes are their duty posts), reimbursement for travel by
POV is allowed for travel on official business on the most practical direct route from one
business destination to another as follows:
3.5.1. Between a traveler’s regular duty post and a temporary duty post.
3.5.2. Between a traveler’s regular duty post and another regular duty post.
3.5.3. Between a traveler’s personal residence and a temporary duty post (less an amount for
normal commuting miles).
3.5.4. Between temporary duty posts.
3.5.5. Between a traveler’s personal residence and a common carrier terminal (or a parking
facility servicing a common carrier terminal) as follows:
3.5.5.1. One (1) round trip, when the vehicle is parked at the terminal (or a parking facility
servicing a common carrier terminal) for the duration of the trip; or
3.5.5.2. Two (2) round trips, when the traveler is driven to and picked up from a common carrier
terminal; or
3.5.5.3. One (1) round trip when a POV is used for one (1) leg of the of the round-trip and some
other means of transportation—such as a taxi, rideshare, shuttle, etc.—is used for the
other leg.
3.5.5.4. Only one (1) person, the person who incurred the cost (or the person whose family
member or friend provided the transportation) may be reimbursed for each leg of the
trip; this is true even when more than one person was traveling as a passenger in the
same vehicle.
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3.6. Reimbursement is limited to the business miles traveled using the most practical direct
route to and from each destination. An amount must be calculated and excluded from the
daily business miles for normal commuting miles when traveling between a traveler’s
personal residence and a temporary duty post.
3.6.1. This exclusion for commuting miles is based on one (1) roundtrip between home and
regular duty post each day.
3.6.1.1. When one’s personal residence is their regular duty post or one has multiple duty posts
that include their home, the commute mileage is based on the distance from home to
the first temporary duty post where official State business is conducted and from the
last temporary duty post where official State business is conducted back to home.
Temporary duty posts can be a state facility, a location where an inspection, training,
audit, or visit is made, or other location where official state business is being
conducted. The temporary duty post may have a physical address or consist of a mile
marker or geographical coordinates depending on the circumstances. The starting and
ending commute distances may be the same or vary based upon the locations of the
temporary duty posts to one’s personal residence. (See Mileage Reimbursement with
Home Duty Post diagram below.)
3.6.2. Commuting miles must also be deducted on weekends, holidays or other days upon
which a traveler might not ordinarily work. Commuting miles must be deducted
regardless of the time of day.
Mileage Reimbursement with Home Duty Post diagram:
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3.7. When one is a telecommuter or one’s regular duty post is one’s personal residence, one
(1) daily roundtrip commute between one’s home and any State-owned or State-occupied
facility is reimbursable only to the extent that each one-way leg of the roundtrip exceeds
fifty (50) miles.
3.8. A week-by-week daily travel log should be maintained by the traveler to document
business mileage. Mileage should be recorded and reported to the nearest whole mile
using the 5/4 rounding convention.
3.8.1. The vehicle’s odometer reading should be used to determine allowable business
mileage and documented in the daily travel log.
3.8.1.1. If odometer readings are not available, map mileage may be used for distances
between cities and towns.
3.8.1.2. The use of Internet mapping programs to determine map mileage is permissible
provided that a printout of the mapping program’s output showing the addresses of the
origin and destination and the mileage calculation is included with the travel claim.
3.8.2. The travel log should include the complete address for the location from which one
departed and the destination at which one arrived. General locations or destinations
such as “Phoenix” or “Tucson” are not acceptable.
3.8.2.1. A major intersection, if it lies within one-half (1/2) mile of one’s domicile, may be used
in lieu of one’s home address. This practice is allowed merely to protect, as may be
desired or required by statute, one’s personal information; it is not to be used to
increase one’s reported mileage or requested travel reimbursement.
3.8.3. The daily travel log used to substantiate business miles on a travel claim must be
maintained by the traveler for audit purposes or attached to the travel claim.
3.9. If a traveler has no regular duty post, all travel within a fifty (50) mile radius of one’s
residence is considered commuting.
3.10. If a traveler driving a POV on State business is involved in an accident and found to be at
fault, the traveler’s liability insurance carrier is responsible to the limits of the policy.
3.10.1. If the liability arising from the accident exceeds the limits of the traveler’s insurance
coverage, the State’s self-insurance program will cover the excess, if the traveler was
acting within the course and scope of his employment.
3.10.2. If a traveler driving a POV on State business is involved in an accident, regardless of
who is at fault, the State will not reimburse the traveler for any damage to the POV.
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3.11. In computing mileage for reimbursement, mileage is to be rounded to the nearest mile, per
trip, using the 5/4 rounding method.
3.12. A traveler may use a POV for personal reasons even though air travel would be the
preferable and more economical means of transportation. The cost of meals, lodging,
parking, mileage, tolls, ferries, etc., incurred to and from the destination may, within the
limits described below, be reimbursed.
3.12.1. Such reimbursement is limited to the cost that would have been incurred had air travel
been selected (based on the lowest available regular economy fare, booked reasonably
in advance, for the destination from a commercial air carrier, plus local transportation
costs to and from airport terminals).
3.12.2. Any reimbursement for meals and lodging using a POV in lieu of air travel is limited to
the amount that would have been incurred had travel been accomplished by airfare.
Such reimbursements may not exceed the reimbursement limits related to meals,
lodging, incidentals and mileage in effect at the time and published in SAAM 5095.
3.12.3. When an employee chooses to use a POV to transport his family, he will not be
reimbursed for any travel costs beyond the meal and lodging costs he would have
incurred had he used air travel.
3.12.4. When an employee chooses to use a POV to transport his family, he will not be
considered to be traveling on State business; his time is to be recorded as annual leave;
neither he nor his family will be covered by State provided collision or liability insurance.
3.13. The use of POVs in Mexico requires special insurance. Refer to the ADOA Risk
Management website at www.staterisk.az.gov
, select “Insurance,” and then select
“Mexico” for additional information.
3.14. Irrespective of other directives contained herein, an employee shall be allowed to use his
POV when that POV has been specially equipped to accommodate his medical or
physical conditions (e.g., the employee’s automobile has been equipped with hand
operated brakes, a wheelchair lift or ramp, or a device for attaching a wheelchair to a
vehicle, etc.). This fact is to be disclosed on the related Form GAO-520.
3.15. An employee’s use of his POV to conduct State business when not authorized by State
policy and agency management will not be reimbursed.
3.16. An employee cannot be required to use his POV to conduct State business.
4. Commercially Rented Vehicles (CRVs).
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4.1. A traveler may use a CRV for official State business if it is the most cost effective, the
most economical or, particularly when out-of-state, the only practical and available means
of travel.
4.2. When practicable, a traveler’s use of a CRV should require agency pre-approval. This
pre-approval may come from the agency head or his delegate. Before authorizing the use
of a CRV vehicle, an agency should consider the necessity, advisability and cost of
providing this type of transportation to conduct State business.
4.3. Whenever practicable, CRVs should be rented from those vendors on State contract.
This will qualify the renter for State rates. Moreover, these rates include the cost of CDW
insurance (which is not to be purchased separately with either in-State or out-of-State
vehicle rentals under this contract).
4.3.1. To reserve or rent a vehicle at the State rates (which include CDW coverage) use the
State contracted rental vehicle provider(s).
4.4. When traveling within the borders of the State of Arizona:
4.4.1. It is generally economically advisable to arrange for an FPV or SOV, or to authorize the
use of a POV, before contracting a CRV.
4.4.2. The use of a CRV should be authorized only when a fleet vehicle or State-contracted
vehicle is unavailable and:
4.4.2.1. The estimated POV reimbursement rate would exceed the cost of the rental vehicle for
the contemplated trip, or
4.4.2.2. The employee does not have access to a reliable POV or the employee is for any
reason unwilling to use his POV.
4.4.3. The ADOT Fleet Management Office should be contacted to arrange all in-state CRV
rentals. Out-of-state CRV rentals should be arranged by the traveler or his agency with
the rental car company facility from which the automobile will be rented.
4.5. When traveling out-of-State, it may be necessary, advisable and/or economical to
authorize the use of a CRV.
4.5.1. Consideration should involve the cost of the vehicle, the cost of alternative means of
transport, and the business needs of the agency.
4.5.2. A CRV should be engaged only when it is necessary to enable or support the
accomplishment of the travel’s business purpose.
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4.6. The actual cost—not the POV mileage rate—of motor vehicle rental expenses is
reimbursed. To claim the actual cost, receipts of some sort, except as indicated below,
must be provided.
4.6.1. The actual cost of CRV rental includes:
4.6.1.1. The rental fee. The traveler should retain the contract or other rental agreement
showing the dates of the rental.
4.6.1.2. Gasoline (excluding pre-paid gasoline). Credit card or other receipts are acceptable.
Proof of the car rental is required for this reimbursement.
4.6.1.3. Oil. Credit card or other receipts are acceptable. Proof of the car rental is required for
this reimbursement.
4.6.1.4. Tolls. Receipts should be collected when available.
4.6.1.5. Parking. Receipts from parking facilities are required. No receipts are necessary for
metered parking.
4.6.1.6. CDW coverage for out-of-State vehicle rentals when it is impracticable to rent a vehicle
from a vendor on State contract.
4.6.2. No reimbursement is allowed for:
4.6.2.1. Pre-paid gasoline purchased by the traveler related to the use of a rental vehicle.
4.6.2.2. Optional upgrades purchased by the traveler that increase the rental cost, such as a
vehicle with satellite radio, GPS, personal accident insurance, personal effects
coverage, supplemental liability coverage, etc.
4.6.2.3. CDW coverage for vehicles rented from vendors on State contract.
4.6.3. A traveler should plan to have sufficient time to purchase gasoline for the rental vehicle
before returning it to the rental agency.
4.7. When it has been determined that it is in the best interest of the State that State business
be conducted using a CRV:
4.7.1. Accepting CDW coverage is not permitted and will not be reimbursed for in-State vehicle
rentals or out-of-state rental companies on State contract.
State of Arizona Accounting Manual
Topic
50
Travel
Issued
11/23/20
Section
15
Travel by
Individually Operated Motor Vehicle
Page
14 of 14
4.8. Proof-of-insurance cards should be obtained prior to renting a motor vehicle. Cards may
be obtained from State Risk Management by agency coordinators and issued to travelers
prior to vehicle rental.
4.9. The criteria listed immediately below are to be used in establishing reimbursement
limitations related to both in-state and out-of-state vehicle rentals.
4.9.1. One (1) or two (2) individuals traveling for one (1) week or less: a compact vehicle.
4.9.2. Three (3) individuals traveling for one (1) week or less: a mid-sized vehicle.
4.9.3. Two (2) or three (3) individuals traveling for more than one (1) week: a mid-sized vehicle.
4.9.4. Four (4) individuals traveling for one (1) week or less: a mid-sized vehicle.
4.9.5. Four (4) or more individuals traveling for more than one (1) week: as determined by the
agency head or his delegate, taking into consideration economy and the needs of the
State.
4.9.6. Other and special circumstances: as determined by the agency head or his delegate,
taking into consideration economy and the needs of the State.
4.10. The use of rental vehicles in Mexico requires:
4.10.1. The approval of the auto rental agency, and
4.10.2. Special insurance. Refer to the ADOA Risk Management website at
www.staterisk.az.gov
, select “Insurance,” then select “Foreign Travel” and then “Mexico
Auto Accident General Information” or “Mexico Claim Reporting Requirements” for
additional guidance.
