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Rental Car Agreementsfor Employee TravelApril 2014
Rental Car Contract SummaryState of Georgia-DOAS mandatory rental car contracts foremployees on official Institute travel:Rental LocationContract Vendor(CDP #)Georgia*Hertz (2018737) andEnterprise (03W1179)Atlanta Hartsfield-Jackson AirportAll Out-of State AirportsHertz (2018737)International Destinations andOut-of-State Non-Airport LocationsUse best value in market*All rentals that initiate in Georgia can be used in surrounding states2
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 availablethrough Travel Incorporated agents 7 transaction fee for rental car only. No additionaltransaction fee if added rental car reservation is added to airand/or hotel reservation. Employees will be reimbursed for rental car expenses throughthe Georgia Tech T&E System3
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 StreetCourtland Hertz - 202 Courtland Street4
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 refuelvehicle 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 service5
Hertz Contract RatesNote: Surcharges added forspecific cities. Rentals areGeorgia state sales tax exempt.6
Hertz: Airport Contract Rate Surcharges7
Hertz Reward Program Hertz Gold Plus Reward program, CDP# 2018737 8Direct click link on the GT TRAVEL web page: www.procurement.gatech.edu/travel
Hertz Status Match ProgramHertz will match elite status with Avis or National 1. Enroll in 2.–––––programSend an email to Hertzstatusmatch@hertz.comInclude Customer first, last nameHertz Rewards program account#Address (as listed in the Hertz account)PhoneEmail– 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 date9
International Car Rental Current DOAS state contracts do not include internationaldestinations. Travelers should select the best value rental that meets businessneeds. Standard collision damage and loss damage waiver may not beincluded in rate. Make sure to opt in to all insurance offered.10
Rental VS. Personal CarInsurance Considerations:The DOAS (State of Georgia) Auto Physical Damage Agreement doesnot provide coverage to an employee’s personal vehicle– Caution: If you use your own personal vehicle to conduct Institutebusiness and your vehicle sustains damage, the cost to repair thedamage to your vehicle is not an allowable expense reimbursable bythe Institute. Therefore, if a vehicle is needed to conduct Institutebusiness, it is recommended that you either use an Institute vehicleor rent a vehicle off the statewide car rental contract.– State rental car contracts include the collision damage and lossdamage waiver coverage.11
Rental Car vs. Personal Car Cost Comparison The Department of Administrative Services provides anElectronic Calculation Tool that gives renters the ability tomake informed and fiscally sound decisions regardingvehicle travel when conducting state business. Theelectronic tool performs a cost comparison between rentaloptions and personal reimbursement cost when using apersonal vehicle for business travel. http://ssl.doas.state.ga.us/vehcostcomp/12
Enterprise Contract Details Free pick-up from home or GT office Rates are available directly through Enterprise website,using CDP# 03W1179http://www.enterprise.com/car rental/deeplinkmap.do?bid 028&refId GEORGIAT Call 1-800-Rent-a-Car Walk-in reservations at local Enterprise offices, including1572 Howell Mill or 303 Courtland St.13
Enterprise Contract RatesLoss Damage Waiver (LDW), Collision Damage Waiver (CDW) and VehicleLicensing Fees (VLF) are included in the daily, weekly and monthly rates. Stateof Georgia sales taxes are exempt.14
Box Truck RentalsRental of pick-up trucksare not included in statecontract. Find the bestrate and opt forCDW/LDW insurance.15
Enterprise Reward Program New Enterprise loyalty program for travelers to earn pointsthat 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 touse that program for Enterprise rentals Use CDP# 03W117916
For more information:For more information regarding Georgia Techtravel policies, procedures, or processes, pleasecontact:travel.ask@business.gatech.edu17
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.
