Renting Vehicles on State Business

In order to minimize your liability and related costs to the University, when you are traveling on State business and renting a vehicle, you must always use the State contracted car rental company (s). The State of California, Department of General Services (DGS), maintains master contracts with the only authorized car rental agency (s).

According to the California Dept. of General Services, if you rent from a non-contracted company, such as Hertz or Two Guys Express, and if you have an accident, you and your department may be liable for costs related to the accident.

The state's contract not only assures clean and well maintained vehicles, but it also limits the University's liability as well as your own. The contract requires that the rental company provide comprehensive, collision, loss of use, and liability coverages, at no cost to the University or the renter. These coverages are not in effect if you are under the influence of alcohol or other controlled substances, or if non-authorized drivers are operating the vehicle.

According to the State Management Memo, the State has indicated that there is now only one Primary Car Rental Vendor. DGS further indicates that effective January 3, 2006, that rental agency is Enterprise Rent-a-Car.

Please always reserve the car in advance and identify the rental with the State Contract ID to the reservationist. Failure to specify the state rental contract even though renting the car from Enterprise, still exposes you and the University to liabilities.

* In the event that Enterprise has no rental location or available cars at your destination, State Department of General Services (DGS) indicates that you may then rent from Vanguard, parent of Alamo and National. DGS asks that you keep them apprised of whenever you must resort to the alternate rental companies (Donna Cary, 916-327-2068).

The State has reiterated that when renting on State business, you must use either the blue DGS card or the State Government American Express Card. Use of a Car Rental Business Travel Account (CRBTA) is also permitted. Use of personal credit cards (e.g. Visa, MasterCard, or personal AMEX) will invalidate the terms of the State Master Contract and expose you and the University to unnecessary liabilities.

The new Enterprise Car Rental Agreement provides that rental locations must now provide a Cal-Gov Express Lane. Look for the State of California Employee Signage at the location. National and Alamo provide online enrollment in the National Emerald Club or the Alamo Quick Silver account. This is another way to reduce your counter time.

According to the California Dept. of General Services:

• If you rent from a non-contracted company, and if you have an accident, you and your department may be liable for costs related to the accident.
   
• Your travel claim for other car rentals and for Comprehensive and Collision coverages will be denied for those optional coverage costs (State Administrative Manual 0758)

For the most recent and up to date information regarding State contracted car rental companies, please click here. See also State Management Memo 06-02.

For other State contracted Travel e.g. Airlines, click here.

The state's contract not only assures clean and well maintained vehicles, but it also limits the University's liability as well as your own. The contract requires that the rental company provide comprehensive, collision, loss of use, and liability coverages, at no cost to the University or the renter. These coverages are not in effect if you are under the influence of alcohol or other controlled substances, or if non-authorized drivers are operating the vehicle.

Proper State ID and a State Government credit card are necessary for this service. This contract assures that you will not have to worry about car rental legal issues, and can have happy motoring when traveling on State business.

Last Updated On: 4/9/2008