Georgia State travel regulations mandate that faculty and staff prioritize cost-effectiveness when arranging transportation. Before opting for a rental car, travelers are required to assess its cost against alternatives such as using a UGA fleet vehicle or a personal vehicle for their journey. To facilitate this crucial analysis, a Car Rental Comparison Tool is readily available at http://ssl.doas.state.ga.us/vehcostcomp/. This tool is designed to assist in making informed decisions regarding the most economical transportation method.
It is important to understand that while this cost analysis provides essential data, it is just one component in determining the most suitable and practical travel option. Employees should consider all relevant factors to make the best judgment for their travel needs.
For official State business travel within Georgia, the University of Georgia Automotive Center offers a rental fleet specifically for UGA employees. When renting vehicles, adherence to state regulations is essential.
Mandatory State Contracts for Rental Cars
The State of Georgia has established mandatory statewide contracts with specific car rental suppliers. This means that for official travel, employees are expected to utilize these contracted vendors. Renting from suppliers outside of these statewide contracts necessitates an approved waiver. To initiate a waiver, travelers must complete form SPD-NI005, which can be found on the DOAS website. It is crucial to attach any approved waiver as a “receipt” when submitting your expense report.
Approved Rental Car Sizes and Justifications
To maintain cost efficiency, the approved car rental sizes under state regulations are typically Compact, Intermediate, or Full Size. Requests for other vehicle sizes require a clear business-related justification. Vans are permitted when the travel group consists of more than four (4) individuals, accommodating larger teams effectively.
Fuel Policies for Rental Cars
Travelers must decline any optional fuel offerings presented by the car rental vendor. Under the Statewide Car Rental Vendor Contract, rental cars should be returned with the same fuel level as when they were picked up. Upon vehicle pick-up, it is advisable to carefully check the fuel amount to prevent any potential overcharges for fuel upon returning the rental car.
Insurance Coverage for Rental Vehicles
For travel within the Continental U.S. on state business in a rented motor vehicle, the State’s liability policy provides coverage. Therefore, it is imperative to decline liability coverage offered by rental car companies when renting under the state contract. Loss Damage and Collision Damage are also covered for vehicles rented under the Statewide Car Rental Vendor Contract within the Continental U.S.
However, for destinations outside the Continental U.S. (OCONUS), excluding Canada, the State Risk Management Department advises travelers to accept collision insurance when renting cars to ensure adequate protection.
Important Note: Vehicles rented for state business that fall outside the “class of vehicles covered in the contract” do not have first-party insurance coverage. In such cases, employees are responsible for purchasing appropriate coverage when renting vehicles not listed in the contract. This applies to both Hertz and Enterprise rentals.
For detailed information on rates and booking procedures, please select the appropriate provider from the options below:
- Hertz Nationwide (including GA airports)
- Hertz In-State (non-airport) rates
- Enterprise In-State rates (not allowed for airport rentals)
By adhering to these guidelines and utilizing the car rental comparison tool, Georgia State employees can ensure compliance with travel regulations while making fiscally responsible transportation choices.
