When attending a conference and staying at a conference hotel, vehicle rentals are normally not allowable. Vehicle rentals for the purpose of transit between a port of arrival (airport) and destination (hotel); or leisure transit is not sufficient justification for rental. Vehicle rentals will not be considered for any travel where the conference or event is being held in or with reasonable walking distance of the hotel.
Ensure that expenses for a vehicle rental are allowable prior to making the reservation. Justification of the rental including a cost comparison to shuttle or taxi service needs to be provided and submitted with the Request for Travel Approval form and approved in advance.
You may contact the Travel Office for assistance in determining if the vehicle rental expenses would be allowable.