Car Rental Authorization Form
¾ Request for authorization must be done PRIOR to travel and must be approved by the
employee’s supervisor and Dept. of Financial Resources using the car rental approval form.
¾ The District allows rental of a car only where any of the following extenuating circumstances apply:
o There is no public transportation available or the cost would exceed the car rental.
o The traveler is going to multiple sites, and public transportation would exceed the rental cost or
impose a hardship on the traveler.
o The traveler must transport equipment daily to the site.
¾ Prior to renting a 12-passenger, the driver is required to successfully complete the “Coaching the Van
Driver” training Part 1. The Environmental Health and Safety office offers this training.
¾ Prior to renting a cargo van, the driver is required to successfully complete the “Coaching the Van
Driver” training Part 1 and Part 2. The Environmental Health and Safety office offers this training.
¾ Optional insurance or features offered by Rental Company are not reimbursable.
¾ If car rental is approved, rental cost must be put on a MATC credit card.
¾ Print and complete Form, Sign, send to Supervisor for approval and then send to Purchasing Office for
¾ Once Purchasing Office has received form and approved car rental, copy of approved form will be sent
back to the traveler.
Traveler (Driver) Name:
Dates of Travel:
Purpose of Trip:
Estimated cost of rental car:
Type of Vehicle:
_____ Car/Minivan _____12-Passenger Van
_____ Cargo Van
Justification for rental car: