Rental Car Agreements for Employee Travel

April 2014

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Rental Car Contract Summary

State of Georgia-DOAS mandatory rental car contracts for employees on official Institute travel:

Rental Location Contract Vendor

(CDP #)

Georgia* Hertz (2018737) and Enterprise (03W1179)

Atlanta Hartsfield-Jackson Airport

Hertz (2018737) All Out-of State Airports

International Destinations and Out-of-State Non-Airport Locations Use best value in market

*All rentals that initiate in Georgia can be used in surrounding states

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Rental Car Contract Details - Hertz & Enterprise

• LDW / CDW liability insurance is included in rates

• Drivers 21+ years of age are eligible

• Free one-way rentals within the state of Georgia. .25/mile surcharge for one-way rentals out-of-state.

• Unlimited mileage included in rates

• Rates are loaded into GT Concur web booking site and available through Travel Incorporated agents

• $7 transaction fee for rental car only. No additional transaction fee if added rental car reservation is added to air and/or hotel reservation.

• Employees will be reimbursed for rental car expenses through the Georgia Tech T&E System

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Hertz Contract Details

• Rates are available directly through Hertz website, using CDP# 2018737

• Free pick-up and delivery available

• Book your rental at www.hertz.com

• Call 1-888-444-8500

• Walk-in to in-town locations: Loews Atlanta - 1065 Peachtree Street Courtland Hertz - 202 Courtland Street

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Hertz Car Rental Tips

• Enroll in Hertz Gold Plus Reward Program

– Eliminate wait lines at the airport

– Ensure that profile includes current credit card #/drivers license

• Do not accept the Fuel Purchase option; make every attempt to refuel

vehicle before returning to save money

• Use “Pay” toll lanes when entering toll plaza to avoid additional charges

(‘Plate Pass’ service not available)

• Blackout dates do not apply to official GT travel

• Call 1-888-444-8500 for Hertz customer service

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Hertz Contract Rates

Note: Surcharges added for specific cities. Rentals are Georgia state sales tax exempt.

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Hertz: Airport Contract Rate Surcharges

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Hertz Reward Program

• Hertz Gold Plus Reward program, CDP# 2018737 • Direct click link on the GT TRAVEL web page: www.procurement.gatech.edu/travel

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Hertz Status Match Program

• 1. Enroll in program

• 2. Send an email to Hertzstatusmatch@hertz.com – Include Customer first, last name – Hertz Rewards program account# – Address (as listed in the Hertz account) – Phone – Email

– Include a scanned image showing ‘proof of status’ with Avis or National

• Proof of status can include any one of the following: – Monthly statement with membership status – Copy of credentials letter/membership kit – Copy of welcome letter – Member card with expiration date

Hertz will match elite status with Avis or National

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International Car Rental

• Current DOAS state contracts do not include international destinations.

• Travelers should select the best value rental that meets business needs.

• Standard collision damage and loss damage waiver may not be included in rate. Make sure to opt in to all insurance offered.

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Rental VS. Personal Car

Insurance Considerations: The DOAS (State of Georgia) Auto Physical Damage Agreement does not provide coverage to an employee’s personal vehicle

– Caution: If you use your own personal vehicle to conduct Institute business and your vehicle sustains damage, the cost to repair the damage to your vehicle is not an allowable expense reimbursable by the Institute. Therefore, if a vehicle is needed to conduct Institute business, it is recommended that you either use an Institute vehicle or rent a vehicle off the statewide car rental contract.

– State rental car contracts include the collision damage and loss damage waiver coverage.

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Rental Car vs. Personal Car Cost Comparison

• The Department of Administrative Services provides an

Electronic Calculation Tool that gives renters the ability to make informed and fiscally sound decisions regarding vehicle travel when conducting state business. The electronic tool performs a cost comparison between rental options and personal reimbursement cost when using a personal vehicle for business travel.

• http://ssl.doas.state.ga.us/vehcostcomp/

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Enterprise Contract Details

• Free pick-up from home or GT office

• Rates are available directly through Enterprise website, using CDP# 03W1179

http://www.enterprise.com/car_rental/deeplinkmap.do?bid=028&refId=GEORGIAT

• Call 1-800-Rent-a-Car

• Walk-in reservations at local Enterprise offices, including 1572 Howell Mill or 303 Courtland St.

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Enterprise Contract Rates

Loss Damage Waiver (LDW), Collision Damage Waiver (CDW) and Vehicle Licensing Fees (VLF) are included in the daily, weekly and monthly rates. State of Georgia sales taxes are exempt.

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Box Truck Rentals

Rental of pick-up trucks are not included in state contract. Find the best rate and opt for CDW/LDW insurance.

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Enterprise Reward Program

• New Enterprise + loyalty program for travelers to earn points that they can redeem for free rental days

• https://www.enterprise.com/car_rental/deeplinkmap.do?bid=044&cust=03a1534

• Current National Enterprise Reward members can continue to use that program for Enterprise rentals

• Use CDP# 03W1179

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For more information:

For more information regarding Georgia Tech travel policies, procedures, or processes, please

contact:

travel.ask@business.gatech.edu