SECTION 260:75-1-6. Daily rental reservations and monthly lease assignments

(a)   Rental reservations. All reservations require prior approval of the Department.

(1)   An agency shall submit a written request for reservation to the Department prior to the beginning date of the reservation. An agency shall provide sufficient advance notice to ensure vehicle availability. The reservation must be submitted during the Department's business hours, Monday through Friday, excluding state holidays.

(2)   The reservation shall specify the desired class of vehicle and desired date and time period for use of the vehicle. The Department may request additional information as determined necessary to facilitate the reservation.

(3)   The Department may impose conditions and time limitations pursuant to the rules of this subchapter and state law.

(b)   Prioritization of reservations. Except as otherwise provided, the Department shall issue approved reservations on a first-come, first-served basis.

(c)   Cancellations of reservation. Written notice of cancellation shall be submitted to the Department no less than one (1) working day prior to the reservation date. An agency shall be charged the minimum daily rate for the applicable vehicle class for failure to cancel a reservation prior to the scheduled pick up time.

(d)   Monthly lease assignments. A written request for a vehicle to be assigned to an agency on a monthly basis shall be signed by the appointing authority of the agency or designee and include the following information:

(1)   Legal name of employee assigned to the vehicle

(2)   Employee's state identification number

(3)   Employee's work telephone number and email

(4)   Official duty station of employee

(5)   Type of work performed by employee

(6)   Territory to be covered, and

(7)   Approximate miles to be driven per month.

(e)   New request and current lease review.

(1)   The Department may approve or deny a request based on information presented, available vehicles and funding.

(2)   The Department may impose conditions and time limitations pursuant to the rules of this subchapter and state law.

[Source: Added at 31 Ok Reg 1478, eff 9-12-14; Amended at 32 Ok Reg 1772, eff 9-11-15]