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Defense Travel Management OfficeU.S. Government Car Rental ProgramMr. Paul Joyce and Ms. Andrea CarlockNational Travel ForumJune 2008Department of DefenseOffice of the Under Secretary of Defense (Personnel and Readiness)
Defense Travel Management OfficeAgenda 2U.S. Government Car Rental Program OverviewReservation RightsCar Rental Program RatesAdditional Government BenefitsOfficial Travel StatusInsurance and Damage LiabilityAuthorized DriversCar Rental Program Information on WebOffice of the Under Secretary of Defense (Personnel and Readiness)
Defense Travel Management OfficeU.S. Government Rental Car Program 320 car rental carriersApprox. 7,000 rental locationsEstablished web-based accident/complaint toolSoliciting industry feedback for program improvementsDevelop and maintain the U.S. Government Rental CarAgreementServe as the interface to vendors and customersApprove ratesAssist with claims and disputes 325 M (annually)Office of the Under Secretary of Defense (Personnel and Readiness)
Defense Travel Management OfficeTransition Program was managed by the Military SurfaceDeployment and Distribution Command (SDDC) Transitioned to Defense Travel Management Office(DTMO) in October 20074Office of the Under Secretary of Defense (Personnel and Readiness)
Defense Travel Management OfficeThe Agreement Agreement covers the entire U.S. Government andthe U.S Postal Service Government Administrative Rate Supplement(GARS)– 5.00 per day worldwide– Covers the under-aged drivers, additional drivers andadministration5Office of the Under Secretary of Defense (Personnel and Readiness)
Defense Travel Management OfficeReservation Rights Rental rates confirmed by the company must beguaranteed and honored for 60 days from the time ofreservation Vehicle must be available and the contract ready whenrenter arrives If vehicle is not available, company must makearrangements to provide a vehicle through anotherlocation participating in the program6Office of the Under Secretary of Defense (Personnel and Readiness)
Defense Travel Management OfficeReservation Rights (continued) If size/class of car reserved is not available, thecompany must offer an upgrade vehicle at noadditional cost or smaller car at reduced rate (withrenter’s consent) Confirmed reservation must be held for a minimum of 2normal business hours after renter’s scheduled flightarrival time Charge / credit card numbers are not required to makereservations7Office of the Under Secretary of Defense (Personnel and Readiness)
Defense Travel Management OfficeRates Car rental companies offer ceiling rates which areapproved by the DTMO– Rates may go lower at any time but cannot go higherwithout prior approval– Rates cannot have penalty restrictions Total rates must reflect all fees except for GARS(Company has right to itemize state and localgovernment fees, surcharges and taxes that cannot beincluded in the rate on the rental contract)8Office of the Under Secretary of Defense (Personnel and Readiness)
Defense Travel Management OfficeRates (continued) Rates must be offered with unlimited mileage (exceptone way rentals) Company has option to charge mileage for one wayrentals or drop off charges Weekly rates cannot be more than 6 times the daily rate Ceiling rates are not subject to blackout dates Rates do not require advance reservations Rates do not require a minimum rental period9Office of the Under Secretary of Defense (Personnel and Readiness)
Defense Travel Management OfficeAdditional Government Benefits Drivers over the age of 18 are allowed to rentvehicles when on official business Additional government employees traveling with therenter are allowed to drive the vehicle and do nothave to be listed on the contract DTMO website lists all participating rental carcompanies10Office of the Under Secretary of Defense (Personnel and Readiness)
Defense Travel Management OfficeAdditional Government Benefits (continued) Off-terminal locations must be in close proximity tothe airport Elapsed time to the rental office cannot exceed 25minutes from time renter requested pick up service City and suburban locations do not have to offer pickup service but must comply with all other terms of theAgreement11Office of the Under Secretary of Defense (Personnel and Readiness)
Defense Travel Management OfficeOfficial Travel Status Government employees’ travel status is authenticated bythe following:– Travel Authorization/Order– Travel Government Charge Card Renters may pay for rental using cash, personal check orcharge/credit card– When using official government charge card asidentification of official travel status, cost of rental must becharged to that card12Office of the Under Secretary of Defense (Personnel and Readiness)
Defense Travel Management OfficeInsurance and Damage Liability When in an accident, the Agreement covers the driver forliability for up to 25,000 in property damage and up to 100,000 per person ( 300,000 total) for injury/death toothers (including passengers) If the Government employee/renter/driver is injured in anaccident while on Government business, coverage wouldbe Workman’s compensation or personal insurance, ifnecessary13Office of the Under Secretary of Defense (Personnel and Readiness)
Defense Travel Management OfficeInsurance and Damage Liability (continued) Mandatory no-fault rules apply to coverage whererequired by law Certain OCONUS locations have mandatory insurance,which is a reimbursable expense– DTMO will list those locations requiring this mandatoryinsurance on our website when available The Agreement does not address theft of personal orGovernment property from rental cars14Office of the Under Secretary of Defense (Personnel and Readiness)
Defense Travel Management OfficeInsurance and Damage Liability (continued) The government may cover employees for loss ofgovernment property or personal goods when left inthe rental vehicle Agency regulations may cover such losses if they aredeemed to be “incident to service” Personal accident insurance, personal effectscoverage, or other optional coverage may be offeredby the rental company but is not a prerequisite forrenting a vehicle This insurance is generally not a reimbursable cost bythe government unless it is a mandatory OCONUSrequirement15Office of the Under Secretary of Defense (Personnel and Readiness)
Defense Travel Management OfficeInsurance and Damage Liability (continued) Drivers are not covered for loss or damage to a vehiclewhen:– Obtaining the vehicle through fraud or misrepresentation,or the damage or loss is caused intentionally by anauthorized driver– Operation of the vehicle by a driver who is under theinfluence of intoxicants or any prohibited drugs– Use of the vehicle for any illegal purpose– Use of the vehicle in pushing or towing another vehicle– Use or permitting the vehicle to carry passengers orproperty for hire– Operation of the vehicle in a test, race or contest16Office of the Under Secretary of Defense (Personnel and Readiness)
Defense Travel Management OfficeInsurance and Damage Liability (continued) Drivers are not covered for loss or damage to avehicle when:– Operation of the vehicle in live artillery fire exercises,or used in training for tactical maneuvers– Operation of the vehicle by a person other than anauthorized driver– Operation across international boundaries unlessspecifically authorized at the time of rental17Office of the Under Secretary of Defense (Personnel and Readiness)
Defense Travel Management OfficeInsurance and Damage Liability (continued) Drivers are not covered for loss or damage to avehicle when:– Theft of the rented vehicle and the renter cannotproduce the vehicle keys, unless the renter can showthe keys were stolen through theft or robbery– Operation of the vehicle off paved, graded, state orprofessionally maintained roads, or driveways, exceptwhen the Company has agreed to this in writingbeforehand18Office of the Under Secretary of Defense (Personnel and Readiness)
Defense Travel Management OfficeAuthorized Drivers Any passenger that is not a government employee(contractor, family member, friend or others) may notdrive the vehicle unless additional coverage isavailable and purchased through the car rentalcompany or they are on the orders as in the case of afamily member on PCS19Office of the Under Secretary of Defense (Personnel and Readiness)
Defense Travel Management OfficeDTMO Website DTMO website contains:––––Copy of the US Government Car Rental AgreementVehicle Claims SystemVendor contactsCar Rental Rates (Ceiling Rates)https://www.defensetravel.dod.mil20Office of the Under Secretary of Defense (Personnel and Readiness)
Defense Travel Management OfficeDTMO Vehicle Rental Claims System Located on the DTMO website at:https://www.defensetravel.dod.mil/rental/ Allows travelers to file:––––––21Accident claimsDamage claimsOvercharge claimsService claimsAvailability claimsShuttle claimsOffice of the Under Secretary of Defense (Personnel and Readiness)
Defense Travel Management OfficeRental Claims Webpage22Office of the Under Secretary of Defense (Personnel and Readiness)
Defense Travel Management OfficeRental Claims – Submit a Rental Car Claim23Office of the Under Secretary of Defense (Personnel and Readiness)
Defense Travel Management OfficeRental Claims – Submit a Service Issue24Office of the Under Secretary of Defense (Personnel and Readiness)
Defense Travel Management OfficeRental Claims – Submit a ServiceIssue/Complaint25Office of the Under Secretary of Defense (Personnel and Readiness)
Defense Travel Management OfficeFor more information, please visitwww.defensetravel.dod.mil26Office of the Under Secretary of Defense (Personnel and Readiness)
liability for up to 25,000 in property damage and up to 100,000 per person ( 300,000 total) for injury/death to others (including passengers) If the Government employee/renter/driver is injured in an accident while on Government business, coverage would be Workman’s compensa
