What steps are involved in obtaining travel authorization for an agency vehicle trip?

• A. Plan route and purpose, estimate costs, obtain required approvals from supervisor and fleet manager, and document the authorization in the travel records.
• B. Travel can be approved after trip.
• C. Only driver signs off.
• D. No authorization required.

Answer: (A)

Pre-authorization for an agency vehicle trip means confirming, before you go, that the trip is planned, funded, and permitted within policy. The best answer shows all the necessary steps: clearly define the route and the purpose of the trip, estimate the associated costs to ensure the expense aligns with budget and expected use, obtain the required approvals from the supervisor and the fleet manager to confirm authorization and vehicle availability, and then document the authorization in the travel records so there’s a verifiable trail. This sequence ensures the trip is necessary, financially accountably approved, and properly recorded.

Travel approval after the trip, having only the driver sign off, or assuming no authorization is required all fail because they bypass essential controls. Pre-trip planning and approvals protect safety, accountability, and correct use of agency resources, and proper documentation provides an auditable record for future reference.