FY’22 LODGING RATES UTAH CITIES

FY’22 Lodging Rates Utah Cities American Fork $85 + tax Hanksville $85 + tax Park City $110 + tax Ballard $90 + tax Heber $85 + tax Provo $85 + tax Blanding $85 + tax Hurricane $85 + tax Roosevelt $90 + tax Bluff $100 + tax Kanab $90 + tax Salt Lake Area $100 + tax Brigham City $80 + tax La Verkin $85.00 + tax Springdale $85 + tax Bryce Canyon City $90 + tax Layton $90 + tax Springville $85 + tax Cedar City $80 + tax Lehi $85 + tax St. George $85 + tax Draper/Centerville $100+tax Logan $90 + tax Tooele $100 + tax Duchesne $90 + tax Mexican Hat $90 + tax Torrey $95 + tax Ephraim $80 + tax Midway $110 + tax Tremonton $90 + tax Farmington $90 + tax Moab $110 + tax Tropic $95 + tax Fillmore $80 + tax Monticello $80 + tax Vernal $95 + tax Garden City $80 + tax Ogden $95 + tax Washington $85 + tax Green River $110 + tax Orem $85 + tax All other Utah cities $75 + tax

IN-STATE MEALS • The basic meal allowance for a 24-hour period of travel is $45. The allowance rates listed include tax, tips, etc. associated with the meals. • Meal Rates: Breakfast $11, Lunch $14 and Dinner $20. Fiscal year changes posted at (https://fleet.utah.gov/state-travel-a/in-state-per-diem-rates-1/) - for QR code see 3.17 on page 138.

GROUP GATHERINGS Group gatherings include state-sponsored conferences, training sessions, board meetings, management retreats, and service award gatherings. If your gathering will cost less than $1,000 then you do not need to fill out a FI-58 Group Gathering Authorization form. In this case you would just need to provide a list of attendees and an agenda with the invoice when you submit it for payment. If your gathering will cost more than $1,000, you will be required to fill out the Group Gathering Authorization form at least 45 days prior to the gathering. Submit that form to FFSL Finance for review. The Group Gathering form can be found at (https://fleet.utah. gov/fleet-forms/) -for QR code see 3.18 on page 138, under the State Travel forms.

• Food purchases must stay within the meal per diem • Lodging must stay within per diem • Try to hold the gatherings at a state-owned facility to avoid extra fees • All state travel policies still apply

The following guidelines need to be followed for group gatherings. Any deviations from these guidelines must be justified in writing as to why they are necessary, reasonable, and in the best interest of the State. You must have the Financial Manager’s approval first before any deviations from these guidelines occur.

Meals provided for group gatherings starting by: 8:00 AM Breakfast and/or AM Break 9:00 AM AM Break 11:00 AM Lunch 1:00 PM PM Break

Meals provided for group gathering ending by: 11:00 AM Breakfast or AM Break 1:00 PM Lunch 4:00 PM PM Break 7:00 PM Dinner

To be entitled to dinner, the function must have structured group interaction or activities such as speakers, presentations, or awards during the meal.

A list of Caterers that accept per diem rates is available on the State Travel web page, which is located at (https://fleet.utah.gov/state-travel-a/in-state-per-diem-rates-1/) - for QR code see 3.17 on page 138. Then click on the “Click Here for in-state Cater List!” link in the middle of the web page. Tax and up to 22% gratuity may be added to the costs of catering. This gratuity can also be added to all applicable facility charges ex: food/beverage spend, meeting room rental, A/V rental, etc. To submit a group gathering form for authorization fill out the form to the best of your knowledge and email it to FFSL Finance staff.

RENTAL VEHICLES Renting a vehicle may be necessary under any of the following circumstances. • Travelers’ assigned fleet vehicle breaks down and a continuation of travel exists. • No state fleet vehicles are available and a cost comparison using a private vehicle was considered (Short Term Rental through Enterprise and Division of Fleet Operations (DFO) online rental). • A rental was authorized for non-emergency travel under the annual travel plan and outof-state travel request. • Emergency travel for incident response. Rental vehicle approval is listed on the traveler’s incident resource orders. The process may differ based on the circumstances.

Rental vehicles are either booked directly through the state travel office or through the online DFO short-term system. • State Travel: Currently Enterprise, Hertz and National are on contract. Call State Travel during business hours or on their 24-hour after-hours number for booking authorized rentals or if your fleet vehicle breaks down and no other means of continued vehicle travel exists. Fleet will no longer book a vehicle on a roadside assistance ticket. The traveler must book the rental vehicle through State Travel.

OFF-ROAD DRIVING Risk Management has agreed to cover damage to the vehicle when using commercial vehicles during state assignments in off-road situations. Off-road is defined as a road system that is not regularly maintained by a governmental entity. State Risk Management will cover the damage to rental vehicles used in the course and scope of employment during off-road situations if you comply with the following. • Vehicles will be rented only when absolutely necessary. • The traveler rents only vehicles that are appropriate for off-road use, i.e., trucks or fourwheel drive vehicles designed to go off-road. • The vehicles will be used only for work purposes while off-road. In this situation, there will be a $750 deductible if the vehicle is rented through the state travel contract. If a vehicle is not rented through an existing state rental contract, there is still only a $750 deductible when the exceptions apply: “where the insured can demonstrate that a reasonable attempt was made to use such contract, but no automobile was available to the insured under such contract: document as follows: A. at the time needed; B. at the place needed; C. of the type needed.”

FLEET VEHICLE SERVICE AND REPAIR Fleet’s Vehicle Services Center (VSC), (855) FLT-UTAH (358-8824) provides emergency roadside assistance and vehicle maintenance support for the DFO. The Fleet Service Schedule should be kept in the vehicle at all times. Enclosed in the packet you will find the following information.

PREVENTATIVE MAINTENANCE SERVICE SCHEDULE This is to be used exclusively for routine preventive maintenance with mileage intervals and service requirements preprinted on each coupon. If you have already passed the initial mileage intervals, please destroy the coupons which no longer apply. Fleet has developed these service requirements, together with the automobile manufacturers, to ensure: • safe operation of all vehicles; • that all warranty requirements are met; and • that maintenance costs are prudently managed for your agency. You can find State approved vendors in your area at the following site: (https://purchasing.utah.gov/statecontractdirectory/prequal-avl/) - for QR code see 3.19 on page 138.

A phone call for routine maintenance is not required. However, you are always encouraged to call Fleet’s Service Center, (855) FLT-UTAH (358-8824) for towing or prior to taking your vehicle in for any unscheduled service to discuss problems or concerns that you may have with your vehicle.

WINDSHIELD REPAIRS Safelite holds the contract for automotive glass replacement for the State of Utah. To schedule a windshield replacement you must follow these instructions: • Contact the Vehicle Services Center at 1-855-958-8824

• Be prepared to provide the vehicle year, make, model, plate number, equipment number (FO number), and odometer information • Give the Vehicle Services Center technician several different dates and times where the vehicle will be available for Safelite to perform the windshield replacement.

Safelite services 23 of the 29 Counties in Utah. Go to fleet’s website (https://ffsl.link/FleetWindshield-Repair) - for QR code see 3.20 on page 138 to see if your County is listed. If your County is not one of the Counties serviced by Safelite call the Vehicle Services Center at 1-855358-8824 to get directions on how to obtain a windshield in your County.

DEF, OIL, OR OTHER VEHICLE FLUIDS The proper procedure for obtaining diesel exhaust fluid (DEF) for your assigned State vehicles is to take the vehicle into a State approved repair vendor, have that vendor call the Vehicle Services Center 855-358-8824 to get authorization, and have them fill the DEF tank. Fleet does allow small purchases for a quart of oil, antifreeze, DEF, or other fluids to be made on the vehicle’s gas card, but these are only appropriate where Wex Gas cards are accepted.

Fleet prefers that the driver makes every effort to have the DEF tanks and all other fluids filled at a repair vendor as they will have bulk pricing and are the State’s preferred maintenance vendors.

NON-ROUTINE MAINTENANCE AND REPAIRS These types of requests are handled by certified service technicians by simply calling (855) FLT-UTAH (358-8824). Call prior to taking your vehicle in for service to find a vendor. To authorize repair, a Fleet service technician will speak directly to the authorized service facility.

The information listed below serves as a reminder regarding the appropriate steps to take should a leased vehicle breakdown. • Call (855) FLT-UTAH (358-8824). • Roadside Assistance is available 24 hours a day. The VSC operator will need information including: Vehicle # or License Plate #. This information can be found in the Fleet Service Schedule. The VSC will arrange to transport the vehicle and sometimes the driver to the nearest authorized service station for repair. • Arranging Driver Transportation: If the driver needs a vehicle immediately and no other fleet vehicle is available, you must call the Utah State Travel Office emergency or afterhours number to schedule a rental (888-739-7018). • Repair Time: If a driver does not need a vehicle immediately, they may wait for repairs to be finished or arrange for transportation home or back to the office. Transportation options include: » Enterprise Rent-A-Car (arranged through Utah State Travel) » Riding home with the tow truck driver (if allowed) » Operations service workers (Salt Lake, Davis, Utah, or Weber County) » UTA » Personal contacts » Taxi

» Employees from the driver’s office

Should the repair process require an overnight stay at the service station and no feasible transportation alternative is available, arrangements should be made through State Travel for the driver to stay overnight in a hotel while the vehicle is being repaired. The overnight stay will be a cost borne by FFSL and not a DFO responsibility.

TIRE REPLACEMENT PROCEDURE The information listed below serves as a reminder regarding the appropriate steps to take when a vehicle requires tire replacement.

• Full Service Lease Vehicles (most, if not all FFSL vehicles) • Tire replacement is a valuable aspect of the DFO “Full” service lease plan. These vehicles can proceed directly to an authorized Goodyear, Firestone or Michelin tire dealer for service. • Goodyear » The Goodyear Tire dealer will contact Fleet’s Vehicle Service Center with the required vehicle information. Once the service is authorized, the dealer will install the necessary tires and payment will come from DFO. • Firestone and Michelin » The Firestone or Michelin Tire dealer will contact the DFO Approval Team at 801-6197233 with the required vehicle information. Once the service is authorized, the dealer will install the necessary tires and payment will come from DFO. • Capital Lease and Owned Vehicles and Equipment (LPCC chipper trucks, trailers, chippers) • If a vehicle is operating under a “Capital” lease plan or is owned by the operating agency, the operating agency is responsible for tire replacement. Once the driver has obtained purchasing authorization from the operating agency, the vehicle may proceed to the nearest authorized vendor for service. Contact Fleet’s Vehicle Service Center, 855-3588824 for authorized vendors. • Please contact Fleet’s Vehicle Service Center, (855) FLT-UTAH (358-8824) with any questions.

REIMBURSEMENT — VEHICLE MAINTENANCE AND OPERATING SUPPLY The State Fuel Network has a new partnership with Wex (Fleet Card). WEX fleet cards are accepted at 95% of U.S. fuel stations. This is in addition to the more than 130 sites that are currently managed by the State Fuel Network.

You can find locations at their website: (https://ffsl.link/WexLocations) - for QR code see 3.21 on page 138. You can also download their app on iPhone or Android. The app is called Wex Connect.

If you need assistance with the new Wex fuel cards please contact DNR motor pool during normal office hours (801-538-7369). For after hours and weekends you may call WEX 24/7 at 1-800-492-0669.