41 C.F.R. § 301-10.450

Rental vehicle use and authorization

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(a) The agency must determine that a rental vehicle's use is advantageous to the Government and specifically authorize such use.

(b) When authorized, travelers should first consider renting from a vendor participating in the Defense Travel Management Office (DTMO) U.S. Government Car Rental Agreement to obtain insurance and damage liability benefits, unless traveling OCONUS where no agreement exists for the temporary duty location.

(c) Travelers must use the least expensive compact car available, with exceptions approved on a limited basis and documented on the travel authorization. Exceptions may include:

(1) Accommodating medical disabilities or special needs.

(2) Agency mission requirements.

(3) When the cost of other than a compact car is less than or equal to the cost of the least expensive compact car available.

(4) Requiring additional space for multiple travelers authorized to travel together in the same vehicle.

(5) Carrying large amounts of Government material.

(6) Safety considerations during severe weather or difficult terrain.

(d) Travelers will not be reimbursed for:

(1) Pre-paid refueling options. They should refuel before returning the vehicle, with vendor refueling charges reimbursable only if complete refueling is impossible due to safety issues or fueling station location.

(2) Rental car loyalty point fees or point transfer charges.

Notes of Decisions

Cited in 2 cases, 2005–2007 · leading case: Corrigan v. United States, 223 F. App'x 968 (Fed. Cir. 2007).

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Corrigan v. United States, 223 F. App'x 968 (Fed. Cir. 2007). “Corrigan’s rental car expense for two weekends in California was not allowable because his supervisor did not specifically authorize this expense as required by 41 C.F.R. § 301-10.450 . Id. at 598 . Third, Mr.”

Corrigan v. United States, 68 Fed. Cl. 589 (Fed. Cl. 2005). “” 41 C.F.R. § 301-10.450 . Paragraph 2-8(A) of NCUA’s Travel Manual states: Rental of vehicles will be approved only when necessary for official business.”

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