6.8 Rental Vehicles

Updated 09/15/2006

General Guidelines

Authorized travel should be made via the most economical mode of transportation, consistent with the purpose of the travel. A careful analysis of the distance, timeliness, and overall cost factors of a trip should be considered.

Use of Rental Vehicle

Statewide Rental Contracts

A rental vehicle may be used when it is necessary and convenient in the performance of an employee's official duties.

Rental transportation will not be authorized routinely for the execution of official duties involving high volume travel for which transportation by a personally owned or institutionally owned vehicle would be more appropriate. Department of Administrative Services (DOAS) vehicles are to be considered as institutionally owned vehicles for purposes of this policy.  Authorization to rent a DOAS vehicle must be approved by the Director of Procurement Services prior to rental.  Employees must pay for rental cars at time of rental and seek reimbursement on the TES after the trip.

Authorization to rent a vehicle must be granted prior to travel on the Travel Authority Request (TAR).

National Car Rental (Nationwide) is under non-mandatory contract with the State of Georgia. The contract rental rates include collision and liability insurance coverage at no additional cost. Travelers must quote the state contract number (S-030293) and the recap number (5500078) in order to receive the collision and liability insurance coverage.  Details can be found under Automobile Rentals at State of GA website and on the Procurement Services web site.

Hertz Car Rental (Local) is under contract with Georgia Tech. Details of the non-mandatory contract can be found on the Procurement Services web site.

Insurance

Personal accident and effects insurance on rental vehicles is not reimbursable. (PAI, PEP, PEI)

Collision and liability insurance costs are reimbursable. (CDW, LCW). Any type of supplemental liability insurance is not reimbursable (SLI, LIS)

The National and Hertz Car Rental contracts provide for domestic collision and liability insurance in contracted rates at no additional cost, when the contract ID is included in the Rental Agreement. The contract ID must be quoted at the time of reservation in order to receive the CDW and LDW at no additional cost.

Foreign Travel

Collision and liability coverage should be purchased when renting a vehicle outside of the United States.

Class of Vehicle

Rental of luxury vehicles is not permitted.  If a van or sport utility vehicle is required, please provide rationale for the rental. If a free upgrade is provided, notation of this should be made on the Travel Expense Statement.

Shared Vehicles

When employees share a rental vehicle, the fact should be indicated on the Travel Expense Statement along with the name of travelers with whom ride was shared.

Reimbursement

In addition to rental fees, an employee may be reimbursed for costs associated with official use of the vehicle. These costs include:

·         Gasoline - Original receipts must be presented with the Travel Expense Statement. Receipts should indicate the number of gallons purchased.

·         Additional Drivers – This is reimbursable only if the additional driver is on travel status with the Institute.

·         Navigation Systems – Reimbursable if required for remote locations and a business justification is provided.

·         Tolls - Actual toll expenses may be reimbursed. A receipt should be provided when possible; if not, a written explanation should be made on the Travel Expense Statement for these items.

·         Parking - Actual parking fees may be reimbursed. A receipt should be provided when possible; if not, a written explanation should be made on the Travel Expense Statement for these items.

·         Child seats and other personal expenses are not reimbursable.